Out of State Travel Database Instructions Feb 2011 - Pennsylvania

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Out of State Travel Database Instructions Feb 2011 - Pennsylvania Powered By Docstoc
					Online Out-of-State Travel Request System (OSTRS)
Table of Contents



ONLINE OUT-OF-STATE TRAVEL REQUEST SYSTEM (OSTRS)................................. 3

HOME PAGE ........................................................................................................ 4

GENERAL INFORMATION .................................................................................... 5

ORGANIZATION INFORMATION .......................................................................... 6

CONTACT INFORMATION .................................................................................... 7

EVENT INFORMATION ......................................................................................... 8

REQUEST JUSTIFICATION................................................................................... 10

GROUP ROSTER AND ESTIMATED COST INFORMATION .................................... 12

PAYMENT INFORMATION ................................................................................. 14

APPROVAL SIGNATURES ................................................................................... 15

ACTUAL - POST TRAVEL ..................................................................................... 19

APPENDIX 1: LEGEND ....................................................................................... 22

APPENDIX 2: TRAVEL MANAGEMENT DIRECTIVES AND POLICIES ..................... 23



NOTE: To go directly to a Section listed in the above Table of Contents, select the line with the left mouse button.
        ONLINE OUT-OF-STATE TRAVEL REQUEST SYSTEM (OSTRS)

This manual is designed for Travel Arrangers, Travel Power Users, Supervisors, Approval
Authorities, and other end-users. This manual will provide detailed information on the Online
Out-of-State Travel Request System (OSTRS) application and provide step-by-step instructions
on completing tasks associated with completing/processing the travel form, approving
requests, and entering post travel information. By reading through this manual prior to
accessing the system, users will be prepared to successfully navigate the system and complete
their intended task.

This form is used to request approval for Out-of-State Travel and Out-of-State Travel with
Training. The “Event Information” and “Request Justification” sections should be detailed and
explain the relationship of the event to the employee’s position.
                                         HOME PAGE




OSTRS Home Page - This is what the OSTRS Home Page will look like when you enter OSTRS.

Login – Use your CWOPA log in credentials to access OSTRS. Users must be using a PennDOT
computer to access OSTRS. Note: Not everyone has access to the reports. See your Travel
Power User if you need a report.

Submit New Out-of-State Travel Request - Click here to bring up a blank form to
complete/process a request.

Track Existing Request - Used to approve a request or check on the status of a request.
    Enter the tracking number for the request you want to approve or check on the status.
    Click on the magnifying glass to open it.

Help - This is where you go for help. It will open this manual.

Approval/Instructions - This is where approvers can go to for help on approving a request.
                             GENERAL INFORMATION




   Select the radio button indicating whether this is Out-of-State Travel or Out-of State
    Travel with Training. If the request is for Out-of-State Travel with Training, a separate
    Out Service Training Request Form (P-2) must be submitted.
   Select the radio button indicating whether this Out-of-State Travel/Training was
    initiated by Management or the Employee.
                       ORGANIZATION INFORMATION




   Click on the drop down box to select the employee’s organization number.
   The organization name will automatically populate when you choose the organization
    number.
                                CONTACT INFORMATION




The contact is the individual who will receive system generated messages regarding the
request. This individual will also be contacted if there are any questions at any step in the
Out-of-State Travel Request Approval process. Information can only be entered for one
contact. Examples of an appropriate contact are Travel Arranger (recommended contact
person), Traveler, or Supervisor.

      Name - Enter first and last name of individual to be contacted regarding trip
       arrangements or any other questions.
      Email - Enter the contact’s email address.
      Phone Number - Enter contact’s phone number. ONLY enter numbers, dashes are filled
       in by the system.
                               EVENT INFORMATION




   Event Name - Enter the name of the event that the employee is attending.
   Event Street Address - Enter the street address of the event. There are two lines
    available for street address. The first one is required.
   Event City - Enter the City in which the event is being held.
       For travel to multiple cities:
       o Type “Multiple” for the Event City;
       o Enter the cities in the event description.
       o

   Event State - From the drop down box, select the state the event will be held in.
    Selections include DC and Other for foreign countries. If “Other” is selected, the Other-
    State field must be completed.
        For travel to multiple states:
        o Select “Other” for the State;
        o Enter “Each States Abbreviation” (NJ, NY, DEL) in State – Other field.
   Event Zip Code - Enter the zip code of the event location. If there are multiple locations
    enter the zip code for the main destination. In a case where there is not one main
    destination, enter all zeroes (00000).
   Event Description - Enter the event description in this field. It should be a detailed
    description about the event. If there are multiple city destinations, enter all the cities.
   Event Start Date - Enter the actual day the event starts. (mm/dd/yyyy) DO NOT
    INCLUDE ANY EXTRA TRAVEL DAYS THAT MAY BE REQUIRED. Travel dates will be
    entered in the GROUP ROSTER AND ESTIMATED COST INFORMATION section.
   Event End Date - Enter the actual day the event ends. (mm/dd/yyyy) DO NOT INCLUDE
    ANY EXTRA TRAVEL DAYS THAT MAY BE REQUIRED. Travel dates will be entered in the
    GROUP ROSTER AND ESTIMATED COST INFORMATION section.
   Event Total Days - This field will automatically calculate and populate when you enter
    the Event Start and Event End dates.
   Event Start Time - Enter the start time of the event in a 24 hour format, Ex. 08:00.
   Event End Time - Enter the end time of the event in a 24 hour format, Ex. 16:30.
   Deadline Date for Payment - If a fee is required for the event; enter the last date that
    payment will be accepted. (mm/dd/yyyy). For a discounted fee entered in the GROUP
    ROSTER AND ESTIMATED COST INFORMATION this date is the due date to qualify for the
    discount.
   Event Sponsor - If applicable, enter the sponsor of the event.
   Billing Street Address - Enter the event sponsor’s billing address.
   Billing City - Enter the event sponsor’s billing city.
   Billing State - From the drop down box, select the event sponsor’s billing state.
   Billing Zip Code - Enter the event sponsor’s billing zip code.
   Billing Phone - Enter the event sponsor’s billing phone number. ONLY enter numbers,
    dashes are filled in by the system.
   SAP Vendor # - Enter the event sponsor’s 6 digit SAP vendor number. If unknown,
    contact the Fiscal Officer or Budget Coordinator for the SAP vendor number.
                               REQUEST JUSTIFICATION




Reason to Attend

      Primary Job Responsibilities - Enter the traveler’s major job duties/responsibilities.
      Justification - Enter a detailed justification as to why the employee is seeking approval
       to attend the event. Many of the details are included in the questions under the
       Explanation section. If this is the case, the answers do not need to be repeated here.
       However, anything pertinent not included elsewhere should be entered in this section.

Explanation

      How is this event related to your current position? - Describe how this event is related
       to the employee’s current job duties within the Department as described in Primary Job
       Responsibilities.
      Have you been to a similar event in prior years? - Select appropriate radio button. If
       the answer is yes, explain why attendance in multiple years is required in the
       Justification section.
   Is there similar training provided in-house? - Select appropriate radio button. If the
    answer is yes, explain why attending the in-house training is not sufficient in the
    Justification section.
   What is gained by your attendance? - Describe what is gained by the department if the
    employee attends the event.
   What is the effect on the Department if you do not attend? - Describe the effect on the
    Department if the employee does not attend this event.
   Is there more than one employee attending the same event? - Select appropriate radio
    button.
         o If more than one employee is attending the event, provide required justification.
   What is the method of travel being used? - Using the drop down box, select the
    method of travel being used.
   Is this the most cost effective way to travel? - Select appropriate radio button.
         o If the method of travel is not the most cost effective way, provide required
             justification for the method of travel selected.
   Is travel required for certification - Select appropriate radio button.
         o If travel is required for certification, describe the certification and whether it is
             required for the employee’s position.
            GROUP ROSTER AND ESTIMATED COST INFORMATION




Estimated cost information must be entered regardless of who is making the payment,
including third parties. GSA Rates must be used when estimating costs for lodging and
subsistence. See Appendix 2 for more information on GSA subsistence rates.

Account coding is a required field and must be completed. If unknown, contact the Fiscal
Officer or Budget Coordinator for the SAP account coding information.

      Travelers Name - Enter the Traveler’s name exactly as it appears on their corporate card
       (if they have one).
      Travelers Email - Enter the Traveler’s email address.
      Personnel # - Enter the Traveler’s 8 digit personnel number. If the employee’s
       personnel number is less than 8 digits, enter leading zeros to make it 8 digits.
      Registration Amount - Enter the registration amount for the event, if applicable. If a
       discounted fee is available that amount should be entered here and the due date to
       qualify for the discount must be entered in Deadline Date for Payment in the EVENT
       INOFORMATION section.
      Lodging Cost - Enter the estimated lodging cost for the event.
      Transportation Cost - Enter the estimated transportation cost for the event. Be sure to
       include shuttle service, taxi, bus, train, tolls, parking, etc.
      Meals - Enter the estimated subsistence cost for the event.
      Estimated Total - This amount will automatically calculate and populate when you enter
       the Lodging, Transportation, and Meal expenses.
      Classification - Position title of Traveler.
   SAP Fund - Enter 10 digit SAP Fund code to be charged for the expenses. This field is
    required if the responsible party is PennDOT, Other Commonwealth Agency, or Third
    Party Reimbursement.
   SAP Cost Center - Enter 10 digit SAP Cost Center code for organization to be charged for
    the expenses. This field is required if the responsible party is PennDOT, Other
    Commonwealth Agency, or Third Party Reimbursement.
   Internal Order - Enter internal order number (5 digits) or work order number (8 digits).
    This field is required if the responsible party is PennDOT, Other Commonwealth Agency,
    or Third Party Reimbursement.
   WBS Element - If applicable, enter the 24 digit WBS Element.
   Add a Row - By selecting this button, information for additional travelers attending this
    event can be entered. After adding rows, another button will appear “Delete a Row”
    that can be used to delete added rows if not needed.
   Travel Start Date - Enter the actual day that the employee will begin traveling for this
    event. (mm/dd/yyyy) This date may be different than the event start date.
   Travel End Date - Enter the actual day that employee will finish traveling for this event.
    (mm/dd/yyyy) This date may be different than the event end date.
                             PAYMENT INFORMATION




   Responsible Party - Select the applicable radio button.
       o Third Party 100% Direct - Total costs will be paid upfront by a third party. Third Party
          Reimbursement - State funds will be used to cover the upfront costs and later be
           reimbursed to the Commonwealth by a third party.
       o If a third party will be paying for travel expenses directly or if a third party will be
         reimbursing the Commonwealth, the following information must be completed:
               Third Party Name
               Third Party Email
               Third Party Phone Number
               Estimated Reimbursement Amount
               Estimated Direct Payment Amount
                                   APPROVAL SIGNATURES




ONLY FILL IN THE APPROVAL SECTION FOR THE FIRST LEVEL APPROVER. DO NOT FILL IN
ANY OTHER APPROVAL SECTIONS! The First Level Approver will generally be the Supervisor
field and no other entries should be made at this point. An example of an exception would
be if the employee is a Bureau Director or District Executive, the first level approver would start
at the Deputy Secretary level.

NOTE: If the request is denied at any point, the contact will be notified by the system. Denied
requests must be reentered and restarted if it is determined that the trip still needs to take
place.
   Supervisor - The traveler’s Supervisor is entered here. This field does not allow direct
    entry by typing the Supervisor name.
       o Select the button “Pick a Name”, it will then take you to a search area in which
           you can locate the Supervisor name.
       o After locating and selecting the Supervisor name, select “OK”.
       o The name will automatically populate into the form.
       o Type in the Supervisor title.
       o Click on “Submit OST” button.

   Upon receipt the Supervisor may approve or deny the request.
       o When the Supervisor approves or denies the request, the electronic signature
          will automatically populate with the name of the person that is signed into the
          system.
       o A field is available to enter any comments, the date of approval or denial should
          be entered in this field.
           If “Denied” – Select “No” for approval and click on “Submit OST” button.
              This will end the request process.
           If “Approved” – Select “Yes” for approval.
        Blanket waiver - A blanket waiver has been granted for employees traveling out
          of state to inspect materials at plants or test them for ongoing projects. This
          waiver allows for internal Department approval. This is the only waiver that has
          been granted. If the travel is covered by a blanket waiver, it only requires first
          level supervisor approval.
           Select “Yes” for covered by blanket waiver, click on “Submit OST”. This will
              stop the approval process and an email will be sent to the contact by the
              system. If the request is covered by a blanket waiver STOP HERE!
           Select “No” if not covered by blanket waiver. If the request is not covered by
              a blanket waiver MOVE ON to Bureau Director/District Executive selection.

   Bureau Director/District Executive - The Bureau Director/District Executive is entered
    here. This field does not allow direct entry by typing the Bureau Director/District
    Executive name.
       o Select the button “Pick a Name”, it will then take you to a search area in which
           you can locate the Bureau Director/District Executive’s name.
       o After locating and selecting the Bureau Director/District Executive’s name, select
           “OK”.
       o The name will automatically populate into the form.
       o Type in the Bureau Director/District Executive’s title.
       o Click on “Submit OST” button.

   Upon receipt the Bureau Director/District Executive may approve or deny the request.
       o When the Bureau Director/District Executive approves or denies the request, the
          electronic signature will automatically populate with the name of the person
          that is signed into the system.
       o A field is available to enter any comments, the date of approval or denial should
         be entered in this field.
              If “Disapproved” - Click on “Submit OST” button.
              If “Approved” - Forward to the Deputy Secretary/CIO Resource Account.

   Deputy Secretary/CIO - The Deputy Secretary/CIO Resource Account is entered here.
    This field does not allow direct entry by typing the Deputy Secretary/CIO Resource
    Account.



       o Select the button “Pick a Name”, it will then take you to a search area in which
         you can locate the Deputy Secretary/CIO Resource Account for your Deputate.
              Resource Accounts are:         PD, OSTRS-Admin/Exec Off
                                              PD, OSTRS-Aviation
                                              PD, OSTRS-Highway Admin
                                              PD, OSTRS-Local & Area Trans
                                              PD, OSTRS-Planning
                                              PD, OSTRS-Safety Admin
       o After locating and selecting the Deputy Secretary/CIO Resource Account, select
         “OK”.
       o The resource account name will automatically populate into the form.
       o Type in the Deputy Secretary/CIO’s Title.
       o Click on “Submit OST” button.

   Upon receipt the Deputy Secretary/CIO may approve or deny the request.
       o When the Deputy Secretary/CIO approves or denies the request, the electronic
          signature will automatically populate with the name of the person that is signed
          into the system.
       o A field is available to enter any comments, the date of approval or denial should
          be entered in this field. Example of Comments - [Date] – Approved on behalf of
          Deputy Secretary [Deputy’s Name].
               If “Disapproved” - Click on “Submit OST” button.
               If “Approved” - Forward to the Deputy Secretary for Administration
                  Resource Account.

   Deputy Secretary for Administration/Office of Administration - The Deputy Secretary
    for Administration Resource Account is entered here. This field does not allow direct
    entry by typing the Deputy Secretary for Administration resource account.
        o Select the button “Pick a Name”, it will then take you to a search area in which
           you can locate the Deputy Secretary for Administration Resource Account (PD,
           OSTRS-Admin/Exec Off).
        o After locating and selecting the Deputy Secretary for Administration Resource
           Account, select “OK”.
           o The resource account name will automatically populate into the form.
           o Type in the Deputy Secretary for Administration’s title.
           o Click on “Submit OST” button.

      Upon review and approval by the Deputy Secretary for Administration, the request is
       sent to Office of Administration. If approved, approval information is entered into the
       comment field and an email is sent to the contact by the system.

NOTE: When the request is approved and submitted at one level it will automatically be
forwarded to the next level for review and approval or denial. The next level of approval will
receive an email similar to the one below:

       Any Who has submitted an Out-of-State Travel Request

       Reference Number:   20100519-85ERNV

       The request can be viewed by following this link -
       http://dot1.state.pa.us/Intranet/OST.nsf/alldocs/1071A5AC0B510485257799006EDDC4?opendocument&login


The link provided in the email will take you right into the OSTRS web site. Use your CWOPA log
in credentials to access OSTRS and the next screen will be the Travel Request.
                                ACTUAL - POST TRAVEL




After the trip has been taken and the travel expense has been entered in SAP the Travel
Arranger must forward the Trip Number to their Travel Power User for input to the Actual –
Post Travel section.

Actual – Post Travel

      Did Travel Occur - Select appropriate radio button.
      If Not, Why - If travel did not occur, explain why not. This field can also be used for any
       other notable post travel comments.
      SAP Trip Number - Enter the number assigned by the SAP System when you entered the
       travel expense reportfor the trip.
     Paid by Company - Enter the actual amount that was paid by the Commonwealth (plane,
      hotel, etc.).




Commonwealth Reimbursement

     Employee Name - enter the employee’s name exactly as it appears on their corporate
      travel card (if they have one).
     Employee Email - Enter the employee’s email address.
     Personnel Number - Enter the employee’s 8 digit personnel number. If the employee’s
      personnel number is less than 8 digits, enter leading zeros to make it 8 digits.
     Registration - Enter the actual amount paid for registration, if applicable.
     Lodging - Enter the actual amount paid for lodging.
     Transportation - Enter the actual amount paid for transportation. Be sure to include
      shuttle service, taxi, bus, train, tolls, parking, etc.
     Meals - Enter the actual amount paid for subsistence. NOTE: ONLY ACTUAL AMOUNTS
      SPENT MAY BE CLAIMED.
     Actual Total - This amount will automatically calculate and populate when you enter the
      Registration, Lodging, Transportation, and Meal expenses.
     Classification - Enter the position title of the employee.
     SAP Fund # - Enter the actual 10 digit SAP Fund code that was charged for the expenses.
     SAP Cost Center - Enter the actual 10 digit SAP Cost Center code of the organization
      charged for the expenses.
     Internal Order - Enter the actual internal order number (5 digits) or work order number
      (8 digits) charged for expenses. This field is required if the responsible party is
      PennDOT, Other Commonwealth Agency, or Third Party Reimbursement.
     WBS Element - If applicable, enter the actual 24 digit WBS Element number charged for
      expenses.
     Add a Row - If applicable, click to enter information for additional travelers that
      attended this event. After adding rows, another button will appear “Delete a Row” that
      can be used to delete added rows if not needed.
     Total Actual Registration Amount - This amount will automatically calculate and
      populate as information is entered above.
     Total Actual Lodging - This amount will automatically calculate and populate as
      information is entered above.
     Total Actual Transportation Costs - This amount will automatically calculate and
      populate as information is entered above.
      Total Actual Meals - This amount will automatically calculate and populate as
       information is entered above.
      Total Actual Costs - This amount will automatically calculate and populate as
       information is entered above.
      If Actual Employee Reimbursement Amount is different than Estimated
       Reimbursement Amount, explain why - If applicable, enter reason for the difference. If
       the difference is simply because amounts submitted for approval were estimated, enter
       “Estimated amounts adjusted to actual”. If there is another explanation or a significant
       difference the information is entered here. For example, travel plans were changed and
       resulted in higher costs. In this example, the reason the travel plans were changed must
       also be entered.

Third Party Reimbursement

      Actual Amount of Third Party Reimbursement - Enter the actual amount that was
       reimbursed by the Third Party.
      If Actual Third Party Reimbursement Amount is different than Estimated
       Reimbursement Amount, explain why - If applicable, enter reason for the difference. If
       the difference is simply because amounts submitted for approval were estimated, enter
       “Estimated amounts adjusted to actual”. If there is another explanation or a significant
       difference the information is entered here. If there is another explanation or a
       significant difference the information is entered here. For example, third party
       reimbursement policies were different than previously understood. In this example,
       information summarizing the differences must be entered.
   
      Check or Direct Deposit - Enter if reimbursement was made by check or direct deposit.
      If Check, Payable to - Select to whom the check is payable, the Commonwealth/DOT or
       the employee.
      Date sent to BCPO - Enter the date the check was sent to BCPO.
      Refund SAP Document Number - Enter the SAP document number for the refund. See
       EUP XXX-NN for instructions to find the SAP document number for the refund.
                         APPENDIX 1: LEGEND

Symbol                                     Description
         A red asterisk indicates a required field. OSTRS will generate an error
  *
         message if a required field is not complete upon submission.
         Selecting the blue triangle pointing down at the beginning of a section will
         collapse the section.
         Selecting the blue triangle pointing right at the beginning of a section will
         expand the section.
     APPENDIX 2: TRAVEL MANAGEMENT DIRECTIVES AND POLICIES


MANAGEMENT DIRECTIVE 230.10

MANAGEMENT DIRECTIVE MANUAL 230.1

MANAGEMENT DIRECTIVE 535.3

TRIPS

SUBSISTENCE ALLOWANCES - Subsistence allowances follow the GSA Meals and Incidental
Expenses table. The Commonwealth will only reimburse the meal portion of the GSA rates and
will not reimburse the incidental amounts, which are defined on the GSA web site. Travelers
can view the per diem rate for the destination and then subtract the incidental amount to
calculate the commonwealth’s subsistence rate. For Federal Fiscal Year 2011 (10/1/2010-
9/30/2011), the GSA incidental expense amount is $5.00.

PROHIBITION ON OUT OF STATE TRAVEL AND RESTRICTION ON IN STATE TRAVEL MEMO

REQUEST FOR 50 MILE LODGING EXCEPTION MEMO

POWER USERS CONTACT LIST

				
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