About this resource

2. About this resource • This resource sets out the concepts for generating an Insurance Confirmation Certificate. • Prerequisite course: Create Travel Request. Key Look out for hints and tips, wherever you see this symbol Look out for important information, marked with an

3. Overview • An Insurance Confirmation Certificate (ICC) confirms that you have insurance cover. • Monash Travel Insurance Policy covers staff, adjuncts and HDR students for both domestic and international travel, consequently the ICC is not an application for insurance, it is simply confirmation that you have insurance. The ICC is an important document to have with you while travelling overseas. For example, in some countries you may need to produce an ICC in order to receive medical treatment.

4. Who can complete the ICC process? • Monash employees. • Higher Degree by Research (HDR) students. • Monash Adjuncts Other travellers (such as contractors, consultants, honoraries, etc.) must contact their departmental travel administrator or finance officer to arrange travel insurance on their behalf.

5. When to complete the ICC process • You only require an Insurance Confirmation Certificate for International Travel. • The ICC can only be generated after the travel request has been approved. • We recommend generating and printing the certificate prior to travel so that you can take it with you on your trip. The ICC will only appear in your trip list for 30 days following completion of your trip.

6. Can an administrator generate the ICC? A traveller can generate an ICC. Q or An administrator can generate an ICC on behalf of someone else, if they have that person’s staff ID (personnel number) and have the necessary authorisation.

7. What is the Process Flow? • Once an international travel request is approved, it will automatically appear in a list of ICC’s for printing. • This list is accessed from the ESS Travel and Expenses page.

8. How long will it take me to generate the ICC? • Please be patient as ESS takes a little while to launch an Adobe PDF version of your ICC. Q A couple of minutes

9. Getting started • On the Employee Services homepage, select • Then select Log into ESS Don’t have access to ESS? You may need to complete an ‘Application for Staff ID’ form available from HR.

10. Navigation • Locate your trip in the list and click the row button. This will highlight the row yellow. • Click • When you are finished with the Adobe PDF, click • Click to leave the ICC screen and return to the Travel and Expenses page. See next slide for explanation of Adobe icons Print Insurance Certificate Back Exit

11. Adobe icons • The Adobe PDF has the same functionality as any PDF document: • Print • Save • Email If the Email icon is ghosted, right-click on the Adobe toolbar, select More tools then select in the File Toolbar section.

12. ICC PDF form Save your ICC to your local PC Email your ICC to yourself as a back-up copy The form is compatible with Adobe Reader v8 and v9. You can update your Reader version for free from www.adobe.com

13. Mac user? http://www.adm.monash.edu.au/procserv/travel/system/resources/mac-user-instructions.pdf If you are a Mac user and the form does not load, please visit : http://www.adm.monash.edu.au/procserv/travel/system/resources/mac-user-instructions.pdf for instructions on loading a plug in to enable Adobe PDF forms within your web browser.

14. Finishing up When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.

15. Related information Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel

16. Help Need further help? SAP Help Desk Email: sapservice@its.monash.edu.au Phone: 990 51777 (press 2 for SAP)