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Tyco Travel Booking Tool – Revised Procedures North America January 2016
In this guide, you will find:
Revised travel booking procedures – effective January 21, 2016
Step-by-step instructions on how to properly and successfully create a Request, Book Travel and Expense Approved Requests
North America Travel & Expense Support Information
Table of Contents:
(please click on the section titles you would like to reference)
Before You Begin 2
Set Up Travel Profile 3
Set Up Travel Arranger (Delegate Travel & Request Access) 4
Step 1: Create a Request before Booking Travel 6
Step 2: Approve a Request 9
Step 3: Book Travel Reservation 10
Step 4: Submit Expense Reports with Travel Request 12
Step 5: Manage Requests 14
Travel & Expense Support Information 15
2
ISSUE YES NO ANSWER
Are you a Tyco employee?
The Tyco Travel Tool in North America is only for use by Tyco employees that are listed in Workday.
Are you set up as a Concur Expense user?
You must be set up as a Concur Expense user in North America to use the travel tool. Email T&[email protected] for more information. You must be set up in Workday to receive Concur access.
Have you set up your Concur Travel profile?
In order to use the Travel Tool you must set up your profile. If you need assistance with your profile, contact the Concur Travel Support Desk at 1-844-289-4688.
Is your immediate suppervisor listed in your profile correct?
If the supervisor listed in your Concur profile is missing or incorrect, please contact your Tyco HR represenataive to update Workday. Once completed in Workday, email T&[email protected] to update Concur.
Are you arranging travel for other employees?
Make sure the person you are booking travel for has granted you all the required permissions to arrange and submit travel on their behalf. See page 4 for details.
Is the date you are planning to travel less than 72 hours?
If plans include Air travel – DO NOT use Concur Travel. Contact American Express, USA Toll Free 1-888-272-9081 Canada Toll Free 1-800-608-8894
Hotel or Car Rental ONLY – USE Concur Travel
Is the travel you are planning considered to be complex?
Once you have an approved Request (Step 2) contact a travel agent at American Express, USA Toll Free 1-888-272-9081 Canada Toll Free-1-800-608-8894
NOTE: Request ID IS required
Does your travel contain Air, Hotel and/or Car Rental?
A Request is REQUIRED when completing expense reports that contain Air, Hotel or Car Rental. You will not be able to submit an expense report without attaching the related Request. See page 12 for details.
Update
CONTINUE
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BEFORE YOU BEGIN
CONTINUE
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CONTINUE
CONTINUE
3
Profile SET UP TRAVEL PROFILE
SET UP TRAVEL PROFILE: Required to Book Travel
Must be done by Traveler. Cannot be delegated to Travel Arranger
Name MUST match your Passport or other Legal ID
Ensure your manager is correct
Enable E-receipts
PROFILE INCLUDES: Name – be sure this matches your passport including Middle Name/Initial
Emergency Contact Info – important to have on file while travelling
Travel Preferences – o Air o Hotel o Rental Car o Frequent Traveler Program Information
Passport & Visa Information
Credit Card Information
4
Arranger SET UP TRAVEL ARRANGER / DELEGATE
SET UP TRAVEL ARRANGER / DELEGATE: 1) Allow Access as a Travel Arranger 2) Allow Access to Submit Requests
Two-step process is required, as outlined above to provide permission to submit Requests and book Travel.
Select: Profile – Profile Settings
Select: Travel Settings – Assistants/Arrangers
5
Select Add an Assistant Select Assistant Click “Can book travel for me”
Allow Access to Submit Requests
Select “Request Delegates” Select Assistant Click “Can Submit Requests”
6
Step
1
You must create a Request BEFORE booking Travel. You can utilize the Travel Tool to estimate the cost of your trip.
The Request notifies both your immediate supervisor and Tyco management of your upcoming travel plans.
NOTE: You can create multiple requests at the same time.
CREATING A REQUEST
Select REQUESTS tab
7
A) To start a new request, CLICK on “NEW REQUEST”
Requests should contain all information necessary and required by your manager to approve travel.
SEGMENTS include Air, Train, Rental Car, Hotel and Meals.
At least one segment is required to forward for approval.
Travel or the Internet can be used to obtain estimated costs for each segment.
For additional expense types, use the Expenses Tab.
Requests will be added to expense reports and will track Estimates to Actual spend. Once Submitted:
Manager receives an e-mail that a request is available.
Request will follow same DOA as Expense Reports.
You receive email when request is approved.
Complete Header Info (Red are Required Fields)
B) CLICK on “SEGMENTS” to estimate Travel Costs
This generates the REQUEST ID
Complete all applicable Segments
When Complete – click on “SUBMIT REQUEST”
8
C) SAMPLE SEGMENT COMPLETION
Estimate Cost of Air Fare
Complete all required information regarding your trip (Red cells) Click SAVE once complete
IMPORTANT NOTE: A request is NOT a Travel Reservation – it is merely seeking APPROVAL to Travel.
A request is NOT an Expense Report – you will not be reimbursed based on a request.
Requests are REQUIRED for all trips requiring Air, Hotel or Car Rental.
Requests will be added to expense reports and will track Estimated Spend to Actual Spend for all expense types included in the request.
All Requests can be found on the Manage Requests Tab including Request ID and approval status.
Request ID and Status
9
Step
2
You will receive an email when an Employee submits a Request for Travel.
Reminders will be sent if not approved in 5 Days.
APPROVING A REQUEST
Home Page indicates Requests Awaiting Approval
Open the trip you wish to approve & review the details provided
Option 1 – Approve
Option 2 – Send Back Report, which declines the request. Employee can then change & resubmit
10
Step
3
IMPORTANT NOTES: A Request ID is REQUIRED for all Travel Reservations made online or through American Express. You will not be
able to reserve travel without this number.
Trips can be put on Hold for 24 hours (in the US only) by selecting HOLD TRIP. This does NOT guarantee airfares. Airfare is not guaranteed until purchased.
Policy Violations – o Warning Notice Appears – you are required to select reason o Reported to management
All Trips can be reviewed in y our TRIP LIBRARY
BOOK TRAVEL RESERVATION
Select TRAVEL Tab Proceed with making your travel reservations
11
Click NEXT to reserve trip OR Place on HOLD (*US ONLY)
REQUIRED – Request ID
Travel Agency Confirmation Number
12
Step
4 EXPENSE REPORTS
IMPORTANT NOTES: Expense Reports with Air, Hotel or Car Rental require you to link to the related Request.
o You CANNOT submit the expense report without a Request.
Concur will compare Actual Expense to Requested Spend for all expense types included in the Request.
One Request can be attached to Multiple Expense Reports.
Multiple Requests can be attached to One Expense Report.
Expense Report Header: Select ADD Request Concur will list all available requests
13
Multiple Requests in one Expense Report
Select the Request that the Expense relates to
14
Step
5 MANAGING REQUESTS
CLOSE/INACTIVATE REQUESTS:
If your Request is NO LONGER NEEDED or has been FULLY SATISFIED (appended to your Expense entries), you can “Close/Inactivate Request”:
1. Go to the Requests tab 2. Click on Manage Requests 3. Click on the View drop-down > Active Requests
Then, select “Close/Inactivate Request” to remove the Request from your Active queue Note: Your Request will remain in your history
Click on the box next to the name of the Request you would like to Close/Inactivate
15
Help Desk
Travel & Expense Support