Objective: A clear understanding of TRAC for Local and Out of Town Reimbursement Did you know? All...

Objective:

A clear understanding of TRAC for Local and Out of Town Reimbursement

Did you know?

All NYC DOE employees must use TRAC for travel reimbursement. SIPPS will no longer be accepted for travel reimbursement

That a line in Galaxy must be scheduled under “Transportation of Staff” object code 451 before a TRAC can be completed

It takes 3 people to complete one TRAC:

1. Traveler

2. Approver (supervisor, principal and/or Superintendent)

3. FAMIS initiator (procurement secretary, SBM, APO, etc.)

AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION

The Superintendent is always the approver for the Principal

AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION

• TRAC replaces all of the previously used Travel and Conference forms:

• Application to Attend Meeting, Conference or Convention Outside of NYC – OP221

• Authorization to Use Personal Car

• Business Expense Report – OD-7

• Exceptions to Regulations for Reimbursement

• Small Item Payment Process (SIPP) (former Imprest Fund Expenditure)

• Local Travel/Authorization for Imprest Fund Expenditure – Carfare

AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION

The TRAC however does not replace:

• Travel Related Expenses Paid for by Non-Government Entities Form

• Travelers are asked to review all of the rules and regulations governing travel on official DOE business by reading the Standard Operating Procedures (SOP) chapter on “Travel and Conferences”

FAMIS LOGIN

For Non-FAMIS Portal users: http://schools.nyc.gov/Offices/DFO

Click TRAC Login

FAMIS Home Page Screen

Welcome Screen

User Options Screen

Request for Use of Private Vehicle Screen

Request for Use of Private Vehicle Screen

User Options Screen

Employee Details

Employee Details Screen

STOP!You must fill in all fields or you will not be able

to proceed

Employee Details Screen

Click here to search for Reference #

Travel Details Screen

Travel Details Screen

Click here to add more dates

Expense Details Screen

Confirm and Certify Screen

Approver Details Screen

Once submitted, an email will be

sent to the Approver’s

Outlook Box

Confirmation Screen

IMPORTANT!Print page and

retain the TRAC tracking ID #

Employee Reference Number : 0285829 Employee Email : jmaggio@schools.nyc.gov Approver Email : KFraenz@schools.nyc.gov Travel Information (Description of the trip) : jjjjj Reasons and Justifications : Training Travel Destination : Brooklyn, NY Date: 10/19/2009Expense Details for Travel Date :10/19/2009Personal Vehicle Mileage: 0Mileage Cost: $0.00Parking : $0.00Tolls : $0.00Meals : $0.00Ground Transportation: $10.00Others : $0.00Total : $10.00Grand Total : $10.00

The above-referenced employee seeks local travel reimbursement for approved Department of Education travel as described on the TRAC request.Click on Accept to accept the TRAC or Reject to reject the TRAC

From: tracadmin@schools.nyc.gov [mailto:tracadmin@schools.nyc.gov] Sent: Wednesday, October 21, 2009 1:29 PMTo: Fraenza KatherineSubject: Approval of Local ReimbursementsNOTE: This is an automated email. Do not reply to this email address.A new TRAC TR100000985 has been generated. The details are as follows

Approver must scroll to bottom of email to accept or

reject TRAC

Approval Confirmation Screen

Approver Must choose

Yes to Accept or No to Reject

FAMIS Entry Screen FAMIS Initiator clicks on “Select”, enters accounting

details and submits for

approval

FAMIS Approver will go into FAMIS Portal Approval Box and approve the TRAC

A check will be generated and sent to Traveler within 10 days.