Job Aid. ESS - Create Travel on an UNHAS Flight

Transcription

1 ESS - Create Travel on an UNHAS Flight

2 Table of Contents Overview... 3 Objective... 3 Procedure... 3 Steps to follow... 4 General Overview on the Subsequent Approval Process... 8 Umoja Training 2/8

3 Overview The following document describes travel undertaken via United Nations Humanitarian Air Services (UNHAS Flights) and the process to settle payment of relevant invoices. NOTE: Each traveler is responsible for requesting the appropriate absence type through the HR Portal in Umoja. The traveler must also obtain approval from his/her supervisor to undertake the trip prior to raising a Travel Request in Umoja. Security Clearance must be obtained through TRIP ( prior to departure. NOTE: Some screens may have been modified in production and may therefore differ slightly from the ones displayed in this job aid. Objective This Job will assist the staff member and/or the Travel Administrator in the process of arranging travel via UNHAS Flights and settling relevant invoices through Accounts Payable. Procedure 1. Obtain approval from your supervisor. 2. Complete Umoja Travel Request indicating UNHAS Flight under Mode of Travel. 3. Obtain Security Clearance. 4. Obtain Medical Clearance if required. 5. Undertake the trip. 6. Come back safely. 7. Immediately upon return (but no later than 14 calendar days thereafter) submit your Expense Report in Umoja. Umoja Training 3/8

4 Steps to follow 1. Log into Umoja Employee Self-Service Portal using your account credentials. 2. Click Travel, Shipment and Expenses button, then Create Official Travel. 3. On Important Information page, select the two boxes at the bottom of the page to acknowledge that you have read and understood the requirements and that you certify that your Supervisor/Manager had agreed to your absence and trip accordingly. 4. Scroll down Umoja Training 4/8

5 5. Click on Start Form button to move onto the next screen. 6. On Start Form page, select the appropriate Travel Type from the drop-down menu, then click Overview button to proceed to the next page. We have selected Official Business in the below example. For example: Official Travel Training etc 7. On the Overview page, select the box at the bottom of the page to acknowledge you have read and understood the requirements and that it is entirely your responsibility to comply with them. Then click General Data to move onto the next screen. Umoja Training 5/8

6 8. Scroll down. NOTE: In the absence of a Memorandum of Understanding (MOU) between the UN Secretariat and WFP (the entity administrating UNHAS flights), all associated travel costs for UNHAS flights must be obligated through a Funds Commitment in Umoja. This approach gives the UN entity using UNHAS flights the flexibility of processing invoices independently from the actual travel request/travel date. Once the UN Secretariat enters into a global standard MOU with WFP this practice can be reevaluated and automated to the feasible and practical extent. 9. On General Data page under Special Instructions Section, enter the Funds Commitment (FC) number related to UNHAS Flight, if already known to the traveler. If unknown, the Travel and Shipment Approver (TSA) is to associate the FC number when he/she receives the Travel Request for approval. Furthermore, while entering the itinerary for your trip, choose UNHAS Flight from the drop-down menu in Mode of Travel. Click Save Draft, then click Additional Data button to move on. Umoja Training 6/8

7 10. Complete the remaining steps and proceed to submit your Travel Request without entering any cost under Estimated Costs for the leg(s) of your trip undertaken by UNHAS Flight. Umoja Training 7/8

8 General Overview on the Subsequent Approval Process 11. The Travel Request will be routed through Umoja workflow to TSA and Travel Processing Officer (TPO) respectively for review and approval. 12. TSA must raise a FC in the ECC Portal to obligate funds for the trip undertaken by UNHAS Flight. You can refer to Job- How to Create a Fund Commitment for more details. 13. The FC should be approved prior to the certification of the Travel Request by the TSA. Once the Accounts Division receives the invoice for UNHAS Flight, they process the invoice manually through Accounts Processing (AP) using the FV60 T-code in ECC Portal. Umoja Training 8/8