Job Aid. ESS - Create request for Self-ticketing (Low value fares)

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2 Table of Contents Overview... 3 Objectives... 3 Enterprise Roles... 3 Create self-ticketing for low value fares... 4 Approval Process by TPO Umoja Training 2/76

3 Overview This Job documents traveler s self-service creation of a travel request by a self-ticket for low value fares. Objectives This Job will walk the travelers through the process of creating a self-ticket for low values fares. Please note that this Job is a condensed version of the steps needed to perform this function. A more detailed version with steps simulation can be located here: To Create a Self-ticketing for low value fares Note: The above links will lead you to simulations, interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided Enterprise Roles Employee self-service (as traveller) Travel Processing Officer (as approver) Umoja Training 3/76

4 Create self-ticketing for low value fares Procedure 1. Start the transaction using the menu path or transaction code. 2. Click Employee Self-Service SM. A travel request for self-ticketing must be raised in Umoja Travel by the staff member or the Travel Administrator on behalf of a non-staff member no later than 21 calendar days prior to the anticipated trip start date. This simulation shows the travel request for self-ticketing created by the staff member. Umoja Training 4/76

5 3. Click Create Travel Request. 4. Click Create Official Travel. Umoja Training 5/76

6 5. Click Scroll Down. 6. Click to acknowledge that I have read and understand the above requirements. It is totally my responsibility to comply with them. check box. 7. Click I certify that my Supervisor/Manager has agreed to my leave and trip, accordingly. check box Umoja Training 6/76

7 . 8. Click Scroll Down. 9. Click Start Form. Umoja Training 7/76

8 10. Click Travel Type dropdown menu. The self-ticketing provision applies only to Official Business Travel with ticket values not to exceed USD or the equivalent in another currency. Additional charges like seat reservation are not reimbursable and must be covered by the traveller. 11. Click 01. Official business. Umoja Training 8/76

9 12. Click Overview. 13. Click Scroll Down. Umoja Training 9/76

10 14. Check the box to acknowledge. 15. Click General Data. Umoja Training 10/76

11 16. Click Traveller Type dropdown list. 17. Select Staff from the list. 18. As required, complete/review the following fields: Umoja Training 11/76

12 Field R/O/C Description Number of Travellers: Required Example: Click Journey Type dropdown list. Umoja Training 12/76

13 20. Select Round-Trip from the list. 21. As required, complete/review the following fields: Field R/O/C Description * Required * Required Example: Example: 09:00 Work End Date/Time: Required Example: Work End Date/Time: Required Example: 13:00 Umoja Training 13/76

14 22. Click Scroll Left. 23. For this example, type "SFT - Speaking engagement at the University of Las Vegas" In order to allow the approver to isolate a ticket request in his/her work center, the dessignated SFT for self ticket must be entered in the Travel Purpose followed by the reason for travel. Umoja Training 14/76

15 24. Click Scroll Down. 25. Enter the proposed low cost Carrier and Route to be used in the Comments/Special Instructions section to allow the TPO evaluate feasibility of the self ticket request. 26. As required, complete/review the following fields: Field R/O/C Description Comments/Special Instructions: Required Example: Umoja Training 15/76

16 27. Click Scroll Down. 28. As required, complete/review the following fields: Field R/O/C Description Umoja Training 16/76

17 Field R/O/C Description Departure Date/Time Required Example: Overview Required Example: new york 29. Select NEW YORK,NY,USA. 30. Click Mode of Travel dropdown list. Umoja Training 17/76

18 31. Select 01 Commercial Aircraft from the list. 32. As required, complete/review the following fields: Field R/O/C Description Required Required Example: Example: las vegas Umoja Training 18/76

19 33. Select LAS VEGAS,NV,USA. 34. Press "Return". 35. Click Scroll Right. Umoja Training 19/76

20 36. Click Subsitence Region match code. 37. Select Elsewhere. Travel Request 38. Click OK. Umoja Training 20/76

21 39. Click Create Itinerary line. 40. Click Scroll Left. Umoja Training 21/76

22 41. As required, complete/review the following fields: Field R/O/C Description Departure Date/Time Required Example: Overview Required Example: las vegas Umoja Training 22/76

23 42. Select LAS VEGAS,NV,USA. 43. Click the Mode of Travel dropdown list. 44. Select 01 Commercial Aircraft from the list. Umoja Training 23/76

24 45. As required, complete/review the following fields: Field R/O/C Description Required Required Example: Example: new york Umoja Training 24/76

25 46. Select NEW YORK,NY,USA from the list. 47. Click on Applicable Subsistence dropdown list. 48. Select 2 DSA/MSA Not Payable. Umoja Training 25/76

26 49. Click Save Draft. When there are any changes to the travel plan, the traveller is responsible for handling any associated changes and refund directly with the ticket provider. Travellers are expected to comply with United Nations travel policy as outlined in ST/AI/2013/3 and other related policy documents and shall ensure travel is undertaken via the most economical route. 50. Click Additional Data. Umoja Training 26/76

27 Attachments can now be entered as necessary. 51. Click the check box to Allow the system to calculate the Subsistence Allowance. 52. Click Yes to request Travel advance. Umoja Training 27/76

28 53. Select the Advance Payment Mode. In this case, select EFT. 54. Click on the Bank Account Selection dropdown list. Umoja Training 28/76

29 55. Select the appropriate Bank Account. 56. Click Scroll Down. 57. Click Scroll Right. Umoja Training 29/76

30 58. Select Self Ticket to confirm that the ticket will be purchased by the traveller (if approved by TPO). xxxx 59. Click Enter Estimated Costs. Umoja Training 30/76

31 60. Click Add New to enter the Airfare Self Ticket Cost This important step ensures the request for self ticket will not be routed to the TPO at the Expense Report submission stage. DO NOT use the default Airfare Ticket Cost line. 61. Click Expense Type text box. 62. Click Expense Type match code. Umoja Training 31/76

32 63. Select Airfare Self Ticket Cost. Choose Name of Travel Expense Type 64. Click OK. 65. As required, complete/review the following fields: Umoja Training 32/76

33 Field R/O/C Description Estimated Costs Required Example: In accordance with ST/AI/2013/3, Section 4.6, the Organization shall assume responsibility for surcharges that may be imposed after tickets have been issued if changes to the original travel plans were necessitated by the Organization or for any other compelling reason. This includes a total loss of the ticket (non-refundable). A request for reimbursement of expenses under this directive will, however, not be honoured if the self-ticket was purchased prior to the written approval of the TPO. The exact total ticket cost (including taxes and surcharges) should be entered. 66. Click Personnel # of the traveler dropdown list. Umoja Training 33/76

34 67. Select the Personnel Number. In this case HANA JACKY. 68. Click Calculate button to enter the Terminal Expenses. Umoja Training 34/76

35 Calculate Terminal Expenses 69. As required, complete/review the following fields: Field R/O/C Description New York : Number of trips for which transportation was NOT provided free of charge Required Example: 2 Other Locations : Number of trips for which transportation was NOT provided free of charge Required Example: Click Accept. Umoja Training 35/76

36 71. Click Save Draft. 72. Click Accept. Umoja Training 36/76

37 73. Click Scroll Down. 74. Select No. Umoja Training 37/76

38 75. Select No. 76. Select No Umoja Training 38/76

39 77. Select No. 78. Click Scroll Down. Umoja Training 39/76

40 79. Click Personal Deviation. 80. Click No radio button. Self-ticketing for low value fares is only authorized for trips with no personal deviations. Umoja Training 40/76

41 81. Click Review and Send. 82. Click Scroll Down. Umoja Training 41/76

42 83. Select Save and Send for Approval. 84. Click Save and Send for Approval. Umoja Training 42/76

43 85. All travellers must register with UNDSS ( to comply with the United Nations Security Policy Manual and request and obtain security Clearance for their approved travel using the Travel Request Information Processing system (TRIP). Information on TRIP can be found at At this point, no further action is required by the Traveller/Travel Administrator. The next steps will ilustrate the TPO approval/rejection process. Travellers should obtain medical clearance for travel where necessary Umoja Training 43/76

44 Approval Process by TPO 86. Click Travel / Shipment / Claims Officer. The following simulation will ilustrate the action by TPO. 87. Click Approver Work Center for Travel Request. Umoja Training 44/76

45 88. Click Filter to isolate the SFT travel request(s). In order to allow the approver to isolate a ticket request in his/her work center, the traveller was instructed to enter SFT for self ticket in the Travel Purpose followed by the reason for travel. IMPORTANT: Request for Self-ticketing are time sensitive because travellers can only purchase tickets upon approval by TPO. To this effect, TPO can search and process Self-ticketing requests using the Filter functionality. 89. As required, complete/review the following fields: Field R/O/C Description Umoja Training 45/76

46 Field R/O/C Description Travel Purpose Required Example: SFT* Asterisks can be used in place of unknown information in the searched parameter. 90. Highlight the corresponding line. Umoja Training 46/76

47 91. Click Review and Approve. 92. Click Scroll Down. Umoja Training 47/76

48 93. Click Additional Data. Umoja Training 48/76

49 94. Click Enter Estimated Costs. The TPO shall evaluate whether the anticipated cost savings of the self-ticket option outweigh any savings that could be achieved through the application of negotiated fares. Scenario 1: If self-ticket is in the financial interest of the Organization, the TPO will approve the self-ticket request, as described next. Umoja Training 49/76

50 95. Click Scroll Right. The TPO shall evaluate whether the anticipated cost savings of the self-ticket option outweigh any savings that could be achieved through the application of negotiated fares. If self-ticket is in the financial interest of the Organization, the TPO will approve the self-ticket request. Umoja Training 50/76

51 96. As required, complete/review the following fields: Field R/O/C Description * Required * Required Example: NYC/CHI/LAS/CHI/NYC Example: SW Umoja Training 51/76

52 97. Click Class of Service dropdown list. Umoja Training 52/76

53 98. Select Economy Class from the list. Umoja Training 53/76

54 99. Click Scroll Left. Umoja Training 54/76

55 100. Click Accept. Umoja Training 55/76

56 101. Click Enter Estimated Costs. Scenario 2: If the self-ticket is not in the financial interest of the Organization, the TPO will change the request from self-ticket to Organization purchased ticket and instruct the travel agent to ticket the travel accordingly, as described next. Umoja Training 56/76

57 102. Select the Airfare Self Ticket Cost line to delete it. TPO decides that Self-ticket should not be approved and will modify the Estimated Costs accordingly. Umoja Training 57/76

58 103. Click Delete. Umoja Training 58/76

59 104. Click Accept to return to the previous page and change the Tickets to be issued through option. Umoja Training 59/76

60 105. Click Commercial Travel Provider radio button to activate the Vendor table. Umoja Training 60/76

61 106. Click Enter Estimated Costs. Umoja Training 61/76

62 107. Click Add New to reinstate the Airfare Ticket Cost line. Umoja Training 62/76

63 108. Click the match code to select Airfare Ticket Cost. Choose Name of Travel Expense Type Umoja Training 63/76

64 109. Select AIR2 - Airfare Ticket Cost. Choose Name of Travel Expense Type 110. Click OK. Umoja Training 64/76

65 111. As required, complete/review the following fields: Field R/O/C Description Estimated Costs Required Example: 230 Umoja Training 65/76

66 112. Click Scroll Right. Umoja Training 66/76

67 113. Click the Services Provider dropdown list. Umoja Training 67/76

68 114. Select American Express Travel. Umoja Training 68/76

69 115. As required, complete/review the following fields: Field R/O/C Description * Required * Required Example: NYC/LAS/NYC Example: UA Umoja Training 69/76

70 116. Click on Class of Service dropdown list. Umoja Training 70/76

71 117. Select Economy Class. Umoja Training 71/76

72 118. Click Scroll Left. Umoja Training 72/76

73 119. Click Accept. Umoja Training 73/76

74 120. Click Scroll Down. Umoja Training 74/76

75 121. Click Approval. Umoja Training 75/76

76 122. Perform one of the following: If Then Go To Click Approve and award if the ticket will be provided by UN through the Travel Agency (Scenario 2). Click Approve if the self-ticket is authorized (Scenario 1). Umoja Training 76/76