UNSW TRAVEL PROGRAMInformation & Training Deck – Travel Arrangers and Users

January 2019

Table of Contents

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Travel Booking Journey

1. Prepare to Book

Pre Trip Approval

2. Book Travel

Domestic

International

3. I’m Travelling

4. I’ve Returned

Extras

Next Steps & Help

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Travel Booking Journey

WHY?

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Before

FBT Risk? 118%

Finance Risk? Allowance ANDReimbursement

Duplicating steps?

Customer Service?

80% unhappy

Where are my travellers?

70% Outside program

Integrated Pre Trip Approval with Travel Diary

Intuitive Online Tool

Central Billing Account

Duty of Care

One Travel Company

$ Price Matching

Confusing Policy?

After

Reconciliation burden?

Cheaper on the net?

Travel Booking Journey

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1

3

2

Book Travel

Prepare to Book

I’m Travelling

I’ve Returned

4

Four Booking Stages

Travel Booking Journey

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MyTravel Website MyPortal

Zeno Online

Pre Trip ApprovalPayment /

Reconciliation

MyTravel@UNSWTeam

Six Integrated Systems

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1. Prepare to Book

Prepare to Book

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myUNSW Access

Sign onto https://my.unsw.edu.au/

Click MyTravel to go to: unsw.to/mytravel

Prepare to Book

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1. Discuss the trip with your supervisor/budget owner

2. Seek Faculty/Division specific requirements and other procedures such as Fieldwork or Students if relevant

3. Read the updated UNSW Travel Policy and Procedures and Business Expense Procedure.

4. Become familiar with the MyTravel Website

MyTravel@UNSW Website

Prepare to Book

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Pre Trip Approval to commence the workflow

Manage My Bookings Access profile and previous bookings online

MyTrips to add any bookings to our risk reporting if booked outside the process

Documents for an indicative cost matrix and more

MyCredits (Travel Arrangers/Finance only) provide airline credits

MyPortal - Launch Pad

Prepare to Book

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Pre Trip Approval - Summary

Traveller Information

General Trip Information

Travel Diary

Travel Plan

Travel Allowance calculator

Travel Budget

Approval

Plan your trip and verify your details

Outline general dates and why you are travelling

Build Segments (Synch to ZENO online for domestic)

Initiate if needed and finalise on return

Risk Workflow to DFAT/iSOS to flag high risk

Select your funding source/s and cost estimates if needed

Submit to notify for domestic and approve for international

High Risk Form

Optional based on Business Expense Procedure

Prepare to BookPre Trip Approval - Dashboard

Chose Trip Request to start a new Trip

Summary of the trip requests that are pending an action

Summary of the trip requests that have yet to end

Change the approver?

Prepare to Book

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Pre Trip Approval – Traveller Info

If using Visitor (e.g. Volunteer, contractor,

guest speaker), a one off profile is

created using YOUR Faculty/Division and

Department.

Students may be traveling as an ‘employee’ where staff processes apply (They will need to pre-register for Pre Trip Approval access from

our Travel Website).Verify your PiMs data

Prepare to Book

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Pre Trip Approval – General Trip

Trip duration may trigger online Travel Diary

Reason/s for Travel and follow

the prompts

Use the Save Button at anytime!IMPORTANT – Return Arrival

date may be different to flying date if overnight.

i.e. required for complete trip dates for Travel Diary and

Insurance if applicable

50% or more personal travel

triggers action to avoid FBT.

Prepare to Book

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Pre Trip Approval – Travel Plan (synchronisat ion info)

Select Multiple segment types

Economy is the policy default

Start typing and city will appear

Self-booked segments or family flag will reroute workflow to

MyTravel@UNSW team to avoid duplicate booking or for personal

payment

Prepare to Book

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Pre Trip Approval - Risk guide

High Risk travel will:

• Flag DFAT and iSOS information

• Link to the Risk form

• If triggered , system will route the Trip request to the Risk team for Approval

Prepare to Book

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Pre Trip Approval – Travel Diary (Pre & Post)

Travel 6 nights or more in a row?

Use this online travel diary to initiate, finalise on return and store for the ATO.

If the duration of your Business activity is <3 hours, you need to

explain why

Prepare to Book

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Pre Trip Approval – Travel Allowance calculator

Checkboxes can be used to remove unnecessary daily

inclusions

For differing days, ‘Add

Activity’ to tailor daily inclusions

NOTE – This handy automated calculator creates a summary that

may be used to complete the required TR2 Travel Allowance

form.

Prepare to Book

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Pre Trip Approval – Budget allocation

Validated fields are populated from daily

Finance data

Indicate conservative estimate only if necessary

Actual accurate costs will be on the itinerary

Either Project and/or

Dept/Fund ID can be used

Correct combination of Dept. & Fund is

required This page is used to advise the Finance team of account allocation AND your Budget/Fund owner of

estimated costs.

NOTE: Actual costs will be shown on the booked itinerary with copy sent to the Budget/Fund owner selected from the Approvals page.

For personal payment, use this box to change workflow to MyTravel team who

can take the payment.

Prepare to Book

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Pre Trip Approval – Domestic notification

Domestic travel only notifies your HR PiMs

one-up manager

Add an additional notified or an optional Budget/Fund Owner for more oversight

The Traveller and those listed on the Notification

page will receive a Travel Request Summary and a

copy of the Travel Allowance calculations.

Prepare to Book

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Pre Trip Approval – International Approval

If needed, you can send a copy of the

Pre Trip Approval for review before sending

for approval

International travel requires an active approval returned before a travel request goes to the

travel team

The Primary Approver may be overridden with an alternate approver (initial Approver will then

not be advised at all).

Add an additional notified or an optional Budget/Fund Owner for more oversight

Prepare to Book

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Pre Trip Approval – Online or travel team?

Domestic synch to

ZENO online

If you select offline, an email is sent to MyTravel@UNSW team with the Pre Trip

information and they will call you.

For international travel, the team will only receive the email submission once approved.

Prepare to Book

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Pre Trip Approval – Travel Team assisted bookings

For bookings outside your control (e.g. conferences

arranged externally), there is an option to send for approval /

notification.

Where a booking cannot be fulfilled robotically (e.g. personal contribution), the online booking

option will disappear.

Prepare to Book

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Pre Trip Approval – Extra and Key messages

• Don’t click the BACK button near save or the browser < arrow. Use the menu on the side of the page and click on the page you wish to review.

• Once a trip request is submitted, certain information cannot be amended for audit purposes – e.g. where workflow advice changes or costs may have been charged.

• Material changes, may require you to cancel the travel request and start again.

• The travel diary may still be updated post trip to ensure accurate records.

• An alternate Primary Approver, must be to someone of higher HR delegation to the traveller.

No more TR1 form No domestic approval No more reconciliation for air/hotel Quicker budget allocation The process may seem longer at first glance.

However, completing the workflow up front:• Saves time and creates efficiency overall• Stores Documents centrally• Maintains Corporate governance• Improves Duty of Care

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2. Book Travel

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Domestic

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Pre-Populated domestic segments synch from Pre Trip Approval

Review and update your profile

Automatically flags Credit on hold to use (Once they reach 9 months old, they are opened up for all to use)

Confirm Air, Hotels and Car hire bookings instantly

Policy guidance built in

Payment to Central Billing Account with enhanced data

ZENO new online booking tool

uses intel l igent technology & predict ive

workf lows

Book Travel

Book Travel

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ZENO Air Options

Click List for more

flightsSynch’dFlights

Buffer Page - multi-threading: Pre Trip segments, policy,

supplier options, air, hotel, car, profile preferences, chart codes

etc...

More flexible fares

available

Shows two hours either

side

Book Travel

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Zeno will show you the closest and cheapest options near your destination.

You can change hotel or room type or select ‘Show all available’ to search.

Regular hotels not in ZENO? Contact MyTravel@UNSW to request

ZENO Hotels Options

IMPORTANT NOTE:Different rates have different conditions.

Please choose the rate most applicable

Book Travel

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Once all the elements of your itinerary have been chosen, chose ‘Continue to Extras’ or ‘Express Checkout’

‘Continue to Extras’ will allow you to add in Special Requests e.g. a bag, meal or seating request ** This is only a request, the airline will need to confirm.

‘Express Checkout’ will take you to the final page before you end the booking.

ZENO Extras

Book Travel

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Review your itinerary or amend

Payment will be automatically charged to the central billing account

ZENO Confirm & Pay

ZENO Policy Guidance

If you have booked outside the UNSW policy guidelines, you will be prompted to choose a ‘break policy reason’ (exception code)

Please choose the most appropriate code to help identify your exception

IMPORTANT NOTE:Exception codes and lost savings will be reported on to help with ongoing governance

Book Travel

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Under this section you will be able to:

Provide reasons not booking hotels (if applicable)

Write a note to the MyTravel@UNSW team.

NOTE: The Booking details automatically capturefrom the Pre Trip Approval.

This includes the mandatory Chart field coding and other information required to charge to the central payment system.

ZENO Special Requests & Additional Info

Include any notes to the MyTravel consultants

Book Travel

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Once the booking has been confirmed, your booking reference will appear and an itinerary is sent to you

Share your trip with your Budget/Fund manager so they receive updated costs, click on ‘Manage’ and then ‘Manage Booking’

ZENO Booking Completion

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International

Book Travel

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MyTravel@UNSW travel team - a dedicated travel team including an account manager onsite at Kensington campus

New access to a wide range of negotiated fares and hotel rates

A price match guarantee

For international, complex domestic, and general booking information

Automatic emails sent from Pre Trip Approval with pre-populated air, accommodation, car hire & Rail/Ferry transfers

MyTravel@UNSW team

MyTravel@UNSW TeamEmail: travelteam@mytravelunsw.com

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3. I’m Travelling

I’m Travelling

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Check if additional Travel Insurance is required

Download the Assistance App

Print the iSOS contact card

Check data/global roaming options

Advise your credit card provider

For bookings outside the MyTravel Program, use MyTrips

Before you Go

VERY IMPORTANT NOTE:

It is a FUNDAMENTAL requirement for UNSW Duty of Care that you record all sectors booked outside of MyTravel @UNSW Program into MyTrips.

This is to allow for a comprehensive view of the traveller's whereabouts in times of an emergency

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4. I’ve Returned

I’ve Returned

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The Central billing account is auto reconciled and managed by Finance.

Access UNSW Finance information and NS Financials:

• Reimbursement Staff and Students

• Credit Cards (if you have paid using a corporate card)

• Payments

• Procurement – information on contracted suppliers

Payment & Reconciliation

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Extras

Extras

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Review and update your ZENO profile

• Title, First, Middle & Last Names (as per passport)• Mobile number• Gender (Check upload and note full title may not be possible for

airlines)• Passport details• Date of Birth• Personal information (including preferences and loyalty

programs)

First Time Only

IMPORTANT NOTE You MUST review and update the

traveller’s profile before you start a Travel Request (for the first time you use the

system)

Click “Manage My Booking” to review and update your or the traveller’s Profile details

My Profile

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If you book for others within UNSW, please check you have access to their profile or arrange by completing the form below and sending to MyTravel@UNSW team

You must review and update your travellers’ profile details before launching the Pre Trip Approval process

Travellers need to allocate you as a Travel Arranger for privacy reasons

Travel ArrangersExtras

Important note:You MUST complete these steps before you can book for others

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MyTravel@UNSW team have a dedicated Groups specialist

Complete an online enquiry form to get started or call the Groups team to explore the options

Approval should be sought outside the Pre Trip Approval system. Note you may need to pay for groups separately and not through the central billing account

Call 1300 135 541 or emailgroups@businesstravelbysta.com

GroupsExtras

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Next Steps & Help

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MyTravel@UNSW website unsw.to/mytravel and become familiar before “Go Live”

Watch short 2 minute video on Travel program overview

Ensure you follow the Pre Trip Approval process

Credits on Hold will be moved across to MyTravel@UNSW Team

Review and Update your Profile Details

Next StepsNext Steps

Help

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Contacts

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Thank you