A.2a Draft: Initiate TAs for travel plan. Create Draft and workflow when appropriate

 

 

Description

The Initiator can create a Draft which will include all of the needed arrangements for the Travel Authorization.  The Initiator can also create a Travel Authorization for Vendors if needed.

 

Outcomes

Once the Travel Authorization is initiated and submitted, it is workflowed to the Studio Lead if it contains no exceptions.  If the Travel Authorization contains exceptions it will workflowed to the Policy Exception Approver.

 

If you are an Initiator (Project Finance or Studio Core Team Lead) creating a travel plan Click Here.

If you are an Initiator with an existing Draft Travel Plan Click Here.

 

Detailed Steps

Step 1: Log in to NexGEN.

 

  1. Select Travel Authorization.

  2. Click Travel Authorization.

  3. Click Create Travel Authorization.

 

If this is Travel Authorization Request for a Vendor Click Here.

 

  1. Select Program.

  2. Select Project.

  3. Click Create.

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Step 2: Complete all required fields.

  1. Select Name from drop down.

  2. Select Studio Approver from drop down.

 

 

  1. Enter Origin City Code.

  2. Enter Destination City Code.

  3. Select Departure Date from date picker.

  4. Select Return Date from date picker.

  5. Select Attraction from List.

  6. Toggle all items that apply.

 

 

 

  1. Toggle all Arrangement Requirements that apply.

 

 You can review the Portfolio Travel and Business Policy by clicking the link.

 

If Exception is toggled to yes the Exception Description/Justification field becomes required.

 

 

  1. Select WBS/Network/Order from drop down for each row that applies to the Travel Authorization.

  2. Enter Quantity were required.

  3. Enter Rate were required.

  4. Enter Estimated Cost were required.

  5. Enter Notes and Comments if needed.

 

If a row is not needed or part of the Travel Authorization you can delete it by right clicking and selecting delete row.  Or when saved all rows that are not updated will auto delete.

 

Step 3: Save and Validate.

  1. Click .

 

Referencesattachments_Header_Bar

Step 4: Attach a support document (if applicable).       

  1. Click ADD ATTACHMENTS.

  2. Select the file to attach (Holding down Ctrl to select multiple attachments).

  3. Click Open to attach the document.

 

 

Step 5: Workflow Travel Authorization.

  1. Click Workflow drop-down list.

  2. Select Set to Studio Review.

 

  1. Type a message in the Message field to include in the Email notification (optional).

  2. Click Execute.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Travel Authorization for Vendor

 

  1. Select Program.

  2. Select Project.

  3. Select Contract.

  4. Check box for Is Vendor.

  5. Click Create.

.

 

 

Step 2: Complete all required fields.

  1. Select Name from drop down.

  2. Select Studio Approver from drop down.

 

 

  1. Enter Origin City Code.

  2. Enter Destination City Code.

  3. Select Departure Date from date picker.

  4. Select Return Date from date picker.

  5. Toggle all items that apply.

 

 

 

  1. Toggle all Arrangement Requirements that apply.

 

 You can review the Portfolio Travel and Business Policy by clicking the link.

 

If Exception is toggled to yes the Exception Description/Justification field becomes required.

 

 

  1. Select WBS/Network/Order from drop down for each row that applies to the Travel Authorization.

  2. Enter Quantity were required.

  3. Enter Rate were required.

  4. Enter Estimated Cost were required.

  5. Enter Notes and Comments if needed.

 

If a row is not needed or part of the Travel Authorization you can delete it by right clicking and selecting delete row.  Or when saved all rows that are not updated will auto delete.

 

Step 3: Save and Validate.

  1. Click .

 

Referencesattachments_Header_Bar

Step 4: Attach a support document (if applicable).       

  1. Click ADD ATTACHMENTS.

  2. Select the file to attach (Holding down Ctrl to select multiple attachments).

  3. Click Open to attach the document.

 

 

Step 5: Workflow Travel Authorization.

  1. Click Workflow drop-down list.

  2. Select Set to Studio Review.

 

  1. Type a message in the Message field to include in the Email notification (optional).

  2. Click Execute.