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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 : [email protected] Approver Email : [email protected] 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: [email protected] [mailto:[email protected]] 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.
