UNSW TRAVEL PROGRAM...Prepare to Book 9 1. Discuss the trip with your supervisor/budget owner 2....
Transcript of UNSW TRAVEL PROGRAM...Prepare to Book 9 1. Discuss the trip with your supervisor/budget owner 2....
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
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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: [email protected]
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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 [email protected]
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