CMS Travel System



CMS Travel System

(HTS)

Preparer’s Guide

Table of Contents

HTS Logon Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

FIRST Logon Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Password Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Application Portal (Web Page) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

SECOND Logon Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

THIRD Logon Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

HTS Password Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Main HTS Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

HTS Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Travel Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Create a NEW Travel Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

General Document Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Trip Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Costs Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Cost Type Selection List Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Accounting Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Justify/Remarks Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Traveler Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Summary Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Submitting a Document For Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Travel Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Create a NEW Travel Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

General Document Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Trip Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Ticket Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Daily Lodging Costs and Meal Deductions Information . . . . . . . . . . . . . . . . . . . 24

ATM Withdrawals Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Costs Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Cost Type Selection List Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Receipt Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Justify/Remarks Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Traveler Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Summary Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Changes Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Submitting a Document For Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Local Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Create a NEW Local Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

General Document Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Trip Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Cost Selection List Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Costs Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Normal Commute Deduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Receipt Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Justify/Remarks Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Traveler Tab Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Submitting a Document For Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Other Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Copy Doc . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Modify Doc . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Retract Doc . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Delete Doc . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Cancel Doc . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

HTS Logon Procedures

To get into the HTS application, double click on the CMS Applications icon which is located somewhere on your PC desktop.

The Domain logon window (FIRST Logon Window) will be displayed.

FIRST Logon Window

Enter the following information and click the OK button:

User Name: Your LAN userid

Password: Your Domain password

Domain:

If you have entered the correct user name and password, the Application Portal web page will appear (see next page).

Password Tips

• Your Domain password should be the same as your LAN (PC login) password.

• For first time users, if your LAN password does not work, try the last 6 digits of your SSN.

• If neither one of the passwords mentioned above work, use EUA PassPort (see NOTE below) to reset your password or contact the Service Desk (410 786-2580 or 800 562-1963) for assistance.

• Passwords are case sensitive.

NOTE

1. All password changes should be made using the EUA PassPort software. EUA PassPort will synchronize your domain password, your HTS password and your LAN password. All the passwords used to log into HTS will be the same.

Application Portal (Web Page)

After entering the correct user name, password and domain on the FIRST Logon Window, you will be presented with a web page containing links to the Citrix applications you are authorized to access. If you are authorized to access HTS, an entry called HTS – Travel System (Production) will be included in the list.

Click on the HTS – Travel System [Production] link on the Application Portal web page.

A SECOND Logon Window will appear. This logon connects you to the MetaFrame server where the HTS application is located.

NOTES

1. If HTS – Travel System [Production] does not appear on your Application Portal list, contact your HTS Coordinator to make sure you have completed all the required access forms.

2. If HTS – Travel System [Production] does not appear on your Application Portal list and you have completed all the required access forms, contact the Service Desk (410 786-2580 800 562-1963) for assistance.

SECOND Logon Window

Enter the following information and click the OK button:

User name: Your LAN userid

Password: Your Domain password

Log on to:

NOTE: This is the same User name and Password you used on the FIRST Logon Window.

After clicking the OK button, the HTS logon window (THIRD Logon Window) will be displayed.

NOTE

1. If you have never accessed HTS through the Application Portal before, you may see the following ICA Client File Security window:

Click the radio button next to the following items and then click OK:

Full Access (top section)

Never ask me again for this

application (bottom section)

THIRD Logon Window

Enter the following information and click the Logon button:

User ID: Your LAN userid

Password: Your HTS password

HTS Password Tips

• Your HTS Password should be the same as your LAN (PC login) password.

• For first time users, if your LAN password does not work, try WELCOME.

• If neither one of the passwords mentioned above work, use EUA PassPort (see NOTE below) to reset your password or contact the Service Desk (410 786-2580 or 800 562-1963) for assistance.

• The HTS Password is not case sensitive.

NOTE

1. All password changes should be made using the EUA PassPort software. EUA PassPort will synchronize your domain password, your HTS password and your LAN password. All the passwords used to log into HTS will be the same.

Changing Your Password

If you are required to change your domain password, the following web page will appear. We strongly suggest, however, that you use EUA Passport to change your password so all your passwords are synchronized. If you change your password using this screen, your domain password may not be synchronized with your LAN and HTS passwords.

Changing Your Password Using EUA PassPort

The EUA PassPort icon should be located somewhere on your PC desktop:

If you do not see this icon on your PC desktop or need assistance using EUA PassPort, contact the Service Desk (410 786-2580 or 800 562-1963).

HTS Main Window

Select what you want to do by clicking an item in the Tool Bar:

• New Doc - create a new travel document

• Copy Doc - create a new Travel Order or Local Voucher by copying another one

• Modify Doc - modify an existing travel document (preparation stage only)

• Retract Doc - pull back a travel document that was recently submitted for approval

• Delete Doc - delete a travel document (preparation stage only)

• Cancel Doc - cancel a Travel Order that has already been completed

• View Doc - look at a travel document without making changes

• Doc Status - check the status of a travel document

NOTES

The “What’s New in HTS?” window contains information about recent updates to HTS and any planned down time.

1. You may leave this window open while you are working in HTS or close it by checking the Close button on the bottom of the window.

HTS Menu Options

You may use the HTS Menu items to access other features in HTS. The following are some of the HTS features you may find helpful:

• Change your HTS password (Edit Menu)

You may want to periodically change your HTS password to keep it synchronized with your LAN and/or passwords.

• Set up a Proxy (Maintenance Menu)

You may want to set up another preparer to act as your Proxy. Your Proxy has access to all the documents and travelers that you do. This can be helpful if you will be out of the office and someone else needs to create or modify a document for one of the people you prepare for.

Travel Order

Create a NEW Travel Order

• Click the New Doc button on the Tool Bar.

• Click the Travel Order picture and then the OK button on the New Document popup.

A Selection List window appears listing the people you are authorized to prepare documents for:

• Click on a person’s name in the list and then the New button to open a new Travel Order document for that person.

General Document Information (Travel Order)

The Travel Order Title Bar contains the following information which is viewable no matter where you are in the document: Document Type (Travel Order), Document Number and Traveler’s Name.

The Travel Order document contains information that is grouped together using Tabs located at the top of the document. The Tabs used in the Travel Order are: Trip, Costs, Accounting, Justify/Remarks, Traveler and Summary. Information entered on one Tab may change information on other Tabs.

Click on a Tab to view or enter the associated information. It is suggested that you enter your Travel Order information by going through the Tabs from left (Trip) to right (Summary).

At the bottom of the Travel Order document are the Save, Close and Submit buttons. These buttons are available no matter which Tab you are on and pertain to the document as a whole and not to specific Tabs.

Save Button – save the document without closing it

Close Button – close (and save) the document so you can come back to it later

Submit Button – submit the document for approval (Note: you cannot submit a document unless all required information has been entered.)

Trip Tab (Travel Order)

General Information Section:

• Select the appropriate Purpose Code from the drop-down list. Only one Purpose Code is required.

• Describe the Purpose of the trip.

Destination and Per Diem Information Section:

• Enter your official travel dates in the TDY Arrival Date fields. These dates should not include any personal days at the beginning or end of the trip.

• Select the Mode of Transportation from the drop-down list.

• Select the Destination State and City from the drop-down lists. If your Destination City is not in the list, type in the City.

• Click the Add Button to add additional destinations, if necessary.

• You must complete the Destination and Per Diem Information section before you can leave the Trip Tab.

NOTES

1. If you aren’t sure what Purpose Code to use, check with your HTS Coordinator.

2. If Actual and Necessary or Conference Lodging rates are being authorized, select the appropriate type from the A&N / Conference drop-down list and enter the lodging rate that is being authorized.

3. If you enter a City that is not in the list, the Max Lodging rate can be updated to use the Per Diem amount for the County in which the City resides, if known. To change the per diem rate, click the Change PD button and select the appropriate County from the list.

Costs Tab (Travel Order)

Ticket Information Section:

• Enter your total Ticket Amount in the first Ticket Amount field.

• Verify that the ticket Payment Method is correct.

Other Costs Information Section:

• HTS automatically adds a cost item for Taxi/Limo/Shuttle in the amount of $50. This amount can be increased or decreased, or the item can be deleted.

• A TMC Fees item will be added after you have entered your Ticket Amount. Fill in the TMC Fee amount.

• Click the Add button to bring up the Cost Type Selection List to add additional cost items, if necessary (see next page).

Travel Advance Section:

• If the traveler does have a government charge card (Govt Card is checked on the Traveler Tab), ATM Advance information will be displayed in the Travel Advance section.

• If the traveler does not have a government charge card (Govt Card is not checked on the Traveler Tab), an advance can be requested by checking the Request Advance checkbox in the Travel Advance section.

Total Costs Section:

• The totals shown in this section are automatically calculated based on costs claimed on the Travel Order and the trip dates entered on the Trip Tab.

If the traveler does not have a government charge card, the Travel Advance section will look like this. The traveler may request a travel advance by checking the Request Advance checkbox. HTS will then compute the maximum advance amount that is allowed.

Cost Type Selection List (Travel Order)

You can add additional cost items to the Travel Order’s Costs Tab as follows:

• Click the Add button in the Other Costs Information section on the Costs Tab.

• The Cost Type Selection List popup window is displayed.

• Click on the cost item(s) you want to add.

• Click the Add button on the Cost Type Selection List popup window to add the selected cost items to the Costs Tab.

• Click the Done button when finished. You will be returned to the Costs Tab.

NOTE

1. If you choose the “Other” cost type from the Cost Type Selection List popup window, the description will appear on the Costs Tab as “ENTER DESCRIPTION”. This must be changed to a valid description for the cost item.

Accounting Tab (Travel Order)

CMS Sponsoring Components Section:

For each Accounting row:

• Select the appropriate Budget Category from the drop-down. If N/A appears in the Budget Category drop-down, contact your HTS Coordinator. N/A indicates that Budget Categories have not been set up for the selected CAN.

• Select the appropriate Object class code from the drop-down list.

• Select the appropriate Subobject class code from the drop-down list.

• If the default CAN shown is not the correct one, you can change it by selecting a different CAN from the drop-down list or entering another component’s CAN.

• Click the Add Button to add additional Accounting rows, if needed.

Other Non-CMS Sponsoring Organizations (Cash or Services in Kind) Section:

• This section is only used when Cash or Services in Kind are being provided. Contact your HTS Coordinator if more information is needed on this subject.

NOTES

1. If you aren’t sure what Budget Category or Object/Subobject class code to use, contact your HTS Coordinator.

2. HTS automatically creates an Accounting row with a Subobject class code of “219M” whenever TMC fees are claimed on the COSTS Tab.

3. HTS automatically creates an Accounting row with a Subobject class code of “252W” whenever a Registration Fee is claimed on the COSTS Tab.

Justify/Remarks Tab (Travel Order)

Required Special Justifications Section:

• If a Justification is required for any item on the Travel Order, it will appear on this tab. Enter a justification for any items that are shown.

• If no Justifications are required, this section will be blank.

Remarks (Hotel, Rental Car Info, Other) Section:

• The Remarks box is used to enter any additional information about the travel document. It can be used to show the traveler’s hotel information, rental car information, passengers traveling in the rental car, personal travel days, etc.

Traveler Tab (Travel Order)

The Traveler Tab is primarily informational.

• If any information is incorrect on the Traveler Tab, contact your HTS Coordinator to make the corrections. Once the correction has been made, click the Refresh button to bring in the updated information.

• The Change Traveler button can be used to select an entirely different traveler. This might occur if a decision is made to send a different person on the trip. The Change Traveler button can only be used when a Travel Order is in the preparation stage.

• The Change Traveler button can also be used with the Copy Doc feature to create a new Travel Order by making a copy of an existing document. You can change the name of the traveler shown on the copied document by clicking the Change Traveler button and then selecting a different traveler from the list.

Summary Tab (Travel Order)

The Summary Tab is informational only and cannot be modified.

The Summary Tab is a consolidation of all pertinent information entered on the other Travel Order Tabs.

Submitting a Document for Approval (Travel Order)

Once all required information has been entered into the Travel Order, the document may be submitted for approval.

• Click the Submit button on the bottom of the document to start this process.

• Select the appropriate Approval Chain, using one of the following two options, and then click the OK button.

➢ The option “Use traveler’s default approval chain” is selected by default. This is the option you will use most of the time.

➢ The option “Select different approval chain from traveler’s domain” should be used when you need to select an approval chain other than your normal approval chain. A list of approval chains for your domain will be displayed. Click on the appropriate one.

After selecting the appropriate approval chain and clicking OK, the following window will be displayed which tells you where the document is being sent for it’s first approval.

• Click the OK button to submit the document for approval.

• Click the Cancel button to cancel the action and return to the document.

Travel Voucher

Create a NEW Travel Voucher

• Click the New Doc button on the Tool Bar.

• Click the Travel Voucher picture and then the OK button on the New Document popup.

A Selection List window appears showing all the Travel Orders that can be vouchered (i.e., Travel Orders that have been completed but not yet vouchered):

• Click on a Travel Order in the list and then the New button to open a new Travel Voucher document for that Travel Order.

General Document Information (Travel Voucher)

The Travel Voucher Title Bar contains the following information which is viewable no matter where you are in the document: Document Type (Travel Voucher), Document Number and Traveler’s Name.

The Travel Voucher document contains information that is grouped together using Tabs located at the top of the document. The Tabs used in the Travel Voucher are: Trip, Ticket, Costs, Receipts, Justify/Remarks, Traveler, Summary and Changes. Information from the associated Travel Order is copied to the Travel Voucher. This information can be modified, if necessary.

Click on a Tab to view or enter the associated information. Information entered on one Tab may change information on other Tabs. It is suggested that you enter your Travel Voucher information by going through the Tabs from left (Trip) to right (Changes).

At the bottom of the Travel Voucher document are the Save, Close, Submit and View Travel Order buttons. These buttons are available no matter which Tab you are on and pertain to the document as a whole and not to specific Tabs.

Save Button – save the document without closing it

Close Button – close (and save) the document so you can come back to it later

Submit Button – submit the document for approval (Note: you cannot submit a document unless all required information has been entered.)

View Travel Order – view the associated Travel Order document

Trip Tab (Travel Voucher)

Travel Dates Section:

• If the traveler took personal days at the beginning or end of the trip (i.e., left before or returned after the official travel dates), that time can be reflected in the Actual Start Date or Actual End Date fields.

Destination and Per Diem Information Section:

• The information in this section is picked up from the Travel Order. If anything has changed, it can be updated here.

• The TDY Arrival Dates should reflect the official dates of travel and should not include any personal days at the beginning or end of the trip.

Ticket Tab (Travel Voucher)

Detailed Ticked Information Section:

• Enter the ticket number or GTR number in the first Ticket or GTR # field. This information is available on the traveler’s ticket receipt.

• Select the airline/bus/train Carrier Code from the drop-down list.

• Verify that the Payment Method is correct and update if necessary.

• Enter the total Ticket Amount in the first Ticket Amount field.

NOTES

1. Information only needs to be entered on one ticket row unless multiple tickets were purchased.

2. If multiple tickets were purchased, enter the individual ticket amounts on the appropriate ticket row.

3. Any ticket amounts entered will be reflected on the Costs Tab.

Daily Lodging Costs and Meal Deductions (Travel Voucher)

This popup window appears any time you click on the Costs Tab if the Daily Room Rate or Daily Room Tax amounts have not been filled in.

Daily Lodging Costs Section:

• Enter the Daily Room Rate for the traveler’s hotel.

• Enter the total Daily Room Tax for the traveler’s hotel. This information is available on the hotel bill and may consist of multiple taxes.

Daily Meal Deductions Section:

• If the traveler was supplied any meals (i.e., while attending a conference, etc.) each meal that was supplied must be deducted from the authorized M&IE rate. This is done by clicking in the checkbox next to each meal that was supplied. HTS will deduct the Total Deduction amount from the appropriate Meals & Incidentals amount on the Costs Tab.

Click the Done button after entering all the required information. You will be returned to the Costs Tab. Any information entered on this popup will be reflected on the Costs Tab.

NOTES

1. You can return to this popup window any time by double-clicking on any Lodging, Meals and Incidentals or Lodging Tax row on the Costs Tab.

2. A calculator is available from this window by clicking the Calculator button in the Daily Lodging Costs Section. The calculator can be used to add up the daily lodging taxes listed on the traveler’s hotel bill.

ATM Withdrawals (Travel Voucher)

This popup window appears any time you click on the Costs Tab if the traveler was authorized to get an ATM Advance and the ATM Withdrawal Amount has not been filled in. It will appear after the Daily Lodging Costs and Meal Deductions popup window is closed.

• If the traveler did not get an ATM Advance using his/her Government Charge Card, the ATM Withdrawal Fee – 1.5% row should be deleted from the Costs Tab:

• Close the ATM Withdrawal popup window by clicking the Done button

• On the Costs Tab, click in the Date field for the ATM Withdrawal Fee – 1.5% cost item row

• Click the Delete button at the bottom of the Costs Tab to delete this row

• If the traveler did get an ATM Advance using his/her Government Charge Card:

• Enter the amount withdrawn from the ATM machine on this popup window. The ATM Withdrawal Amount(s) should include the actual amount withdrawn from the bank as well as the fee charged by the bank to use the ATM machine. The withdrawal amount and the bank fee will be shown on the traveler’s ATM receipt.

• Click the Done button after entering all the ATM Withdrawal information. You will be returned to the Costs Tab.

In the example below, the traveler withdrew $200.00 from the ATM machine and was charged a $2.00 fee by the bank. The ATM receipt would reflect $202.00 as the amount withdrawn.

NOTES

1. If the traveler was not authorized an ATM Advance, this popup window will not appear.

2. The Government Charge Card company charges the traveler a 1.5% withdrawal fee for getting an ATM Advance. This withdrawal fee will appear on the traveler’s government charge card bill. HTS uses the information from this popup window to compute how much the 1.5% withdrawal fee will be. This information is shown on the Costs Tab under the cost item: ATM Withdrawal Fee – 1.5%

Costs Tab (Travel Voucher)

• All cost items that were listed on the Travel Order are copied to the Travel Voucher Costs Tab but the amounts are left blank and must be filled in.

• HTS automatically adds a Ticket row for any Ticket Amounts claimed on the Ticket Tab.

• HTS automatically adds a Lodging, Lodging Tax, and Meals & Incidentals (M&IE) row for each day the traveler is entitled to lodging or M&IE.

• Fill in any zero dollar Claimed Amounts or delete the Cost row if the item is not being claimed.

• Delete a row by clicking on the row and clicking the Delete button.

• Add additional cost items by clicking the Add button on the bottom of the Costs Tab which brings up the Cost Type Selection List popup (see next section)

Cost Type Selection List (Travel Voucher)

You can add additional cost items to the Travel Voucher’s Costs Tab as follows:

• Click the Add button at the bottom of the Costs Tab.

• The Cost Type Selection List popup window is displayed.

• Click on the cost item(s) you want to add.

• Click the Add button on the Cost Type Selection List popup window to add the selected cost items to the Costs Tab.

• Click the Done button when finished. You will be returned to the Costs Tab.

NOTE

1. If you choose the “Other” cost type from the Cost Type Selection List popup window, the description will appear on the Cost Tab as “ENTER DESCRIPTION”. This must be changed to a valid description for the cost item.

Receipts Tab (Travel Voucher)

• If no receipts are required for the trip, the Receipts Tab will be blank.

• If the traveler has all the required receipts for the listed item, click the Receipt Attached checkbox.

• If the traveler does not have all the required receipts for the listed item, enter a Justification for the receipt(s) that are missing.

NOTE

1. If the traveler has multiple items of the same type that require a receipt, only one receipt Item will be displayed. The traveler must have all receipts in order to check the box indicating Receipt Attached. For example, if the traveler stayed at 2 different hotels, 2 hotel receipts are required.

Justify/Remarks Tab (Travel Voucher)

Required Special Justifications Section:

• Any Justifications that were entered on the Travel Order will be copied to the Travel Voucher. You do not have to enter another justification for those items.

• If a Justification is required for any item on the Travel Voucher, it will appear on this tab. Enter a justification for any items that are shown.

• If no Justifications are required, this section will be blank.

Remarks (Hotel, Rental Car Info, Other) Section:

• The Remarks box is used to enter any additional information about the travel document.

Traveler Tab (Travel Voucher)

The Traveler Tab is primarily informational.

If any information is incorrect on the Traveler Tab, contact your HTS Coordinator to make the corrections. Once the correction has been made, click the Refresh button to bring in the updated information.

Summary Tab (Travel Voucher)

Purpose Code Section:

• The Purpose Code is copied from the Travel Order. It can be modified on the Travel Voucher if necessary.

Accounting Information Section:

• The Accounting rows are copied from the Travel. Modifications can be made to the Accounting information if necessary.

• The Accounting amounts are broken out into two categories, the amount that will be Reimbursed to the traveler (Reimb.) and the amount that will not be Reimbursed to the traveler (Non-Reimb.). The Non-Reimbursible amount is for GTR items.

• Additional Accounting rows can be added by clicking the Add button in this section.

• Accounting rows can be deleted by clicking on a row and then clicking the Delete button.

Voucher Totals Section:

• This section shows the total amount claimed on the Travel Voucher and breaks it down into various categories. It also shows how much is payable to the traveler or how much the traveler owes CMS, if applicable.

Changes Tab (Travel Voucher)

The Changes Tab is informational only and cannot be modified.

If any pertinent changes were made on the Travel Voucher that were not authorized on the Travel Order, they will be shown on this tab.

This information is mainly used by approvers.

The information on this tab can be printed by clicking the Print Changes button.

Submitting a Document for Approval (Travel Voucher)

Once all required information has been entered into the Travel Voucher, the document may be submitted for approval.

• Click the Submit button on the bottom of the document to start this process.

• Select the appropriate Approval Chain, using one of the following two options, and then click the OK button.

➢ The option “Use traveler’s default approval chain” is selected by default. This is the option you will use most of the time.

➢ The option “Select different approval chain from traveler’s domain” should be used when you need to select an approval chain other than your normal approval chain. A list of approval chains for your domain will be displayed. Click on the appropriate one.

After selecting the appropriate approval chain and clicking OK, the following window will be displayed which tells you where the document is being sent for it’s first approval.

• Click the OK button to submit the document for approval.

• Click the Cancel button to cancel the action and return to the document.

Local Voucher

Create a NEW Local Voucher

• Click the New Doc button on the Tool Bar.

• Click the Local Voucher picture and then the OK button on the New Document popup.

A Selection List window appears listing the people you are authorized to prepare documents for:

• Click on a person’s name in the list and then the New button to open a new Local Voucher document for that person.

General Document Information (Local Voucher)

The Local Voucher Title Bar contains the following information which is viewable no matter where you are in the document: Document Type (Local Voucher), Document Number and Traveler’s Name.

The Local Voucher document contains information that is grouped together using Tabs located at the top of the document. The Tabs used in the Local Voucher are: Trip, Costs, Receipts, Justifications and Traveler. Click on a Tab to view or enter the associated information.

Information entered on one Tab may change information on other Tabs. It is suggested that you enter your Local Voucher information by going through the Tabs from left (Trip) to right (Traveler).

At the bottom of the Local Voucher document are the Save, Close and Submit buttons. These buttons are available no matter which Tab you are on and pertain to the document as a whole and not to specific Tabs.

Save Button – save the document without closing it

Close Button – close (and save) the document so you can come back to it later

Submit Button – submit the document for approval (Note: you cannot submit a document unless all required information has been entered.)

Trip Tab (Local Voucher)

• Multiple local trips can be claimed on a Local Voucher. Each trip is shown as a separate line item on the Trip Tab.

• Click the Add button to add a new Trip line.

• For each Trip:

• Enter the Trip Date.

• Enter the purpose of the trip and the destination in Purpose/Destination.

• Enter any Remarks that are pertinent to the trip (optional).

• Select a Purpose Code from the drop-down list. Only one Purpose Code is required.

NOTES

1. Local Vouchers may only be used for local trips that have already occurred.

2. If you did not claim a normal commute deduction on the Costs Tab, use the Remarks section to explain why. See the Costs Tab section for an explanation of the normal commute deduction.

3. A Local Voucher can be used to reclaim trip expenses that were left off a previously completed Travel Voucher. To do a reclaim using a Local Voucher, enter the original Travel Order Number in the Purpose/Destination section and select “Reclaim” from the Purpose Code drop-down list.

Cost Selection List (Local Voucher)

• The Cost Selection List popup window is displayed the first time you click on the Costs Tab.

• Each trip listed on the Trip Tab will be shown in Trip Date drop-down list on the Cost Selection List popup window.

• For each Trip Date select the appropriate cost items from the list:

• Click on a Trip Date in the drop-down list.

• Click on the cost items in the list that should be associated with that Trip Date.

• Click the Add button on the Cost Selection List popup to add the items to the Costs Tab.

• Click the Clear button to deselect the items in the list. If the items for the next Trip Date are the same, it is not necessary to deselect (Clear button) and reselect the items.

• After adding all the appropriate items for each Trip Date, click the Close button to close the Cost Selection List popup window and return to the Costs Tab.

• You can bring up the Cost Selection List popup window at any time by clicking the Add button on the Costs Tab.

NOTES

1. If you choose the “Other” cost type from the Cost Selection List popup window, the description will appear on the Costs Tab as “ENTER DESCRIPTION”. This must be changed to a valid description for the cost item.

Costs Tab (Local Voucher)

Trip Costs Section

• Add cost items for each trip claimed on the Local Voucher (see previous section).

• Enter an Amount for each appropriate cost item.

• Enter the number of Miles for mileage items. HTS computes the Amount.

• Enter destination information for each Mileage, Train Ticket, Bus Ticket or Rental Car item. Click after From/To in the Description field and type in the information.

• Deduct your normal commuting costs (see next section).

Accounting Information Section:

• Click the AutoCalc button to compute the Accounting Totals. (NOTE: any time changes are made to cost items, click the AutoCalc button to recalculate the Totals.)

• For each Accounting row:

• Select the appropriate Budget Category from the drop-down. If N/A appears in the Budget Category drop-down, contact your HTS Coordinator. N/A indicates that Budget Categories have not been set up for the selected CAN.

• Select the appropriate Object class code from the drop-down list.

• Select the appropriate Subobject class code from the drop-down list.

• If the default CAN shown is not the correct one, you can change it by selecting a different CAN from the drop-down list or entering another component’s CAN.

• Click the Add Button to add additional Accounting rows.

NOTES

1. If you aren’t sure what Budget Category or Object/Subobject class code to use, contact your HTS Coordinator.

2. HTS automatically creates an Accounting row with a Subobject class code of “219M” whenever TMC fees are claimed on the COSTS Tab.

3. HTS automatically creates an Accounting row with a Subobject class code of “252W” whenever a Registration Fee is claimed on the COSTS Tab.

Normal Commute Deduction

If you leave from home when traveling on a local one-day trip, you are required to deduct your normal commuting costs to and from work from the commuting costs you are claiming on your local trip. If you leave from and return to your duty station, it is not necessary to deduct your normal commuting costs. The following describes different ways to deduct your normal commuting costs:

• If you commute to work using some method other than driving (i.e., taking a bus) use the Normal Commute Deduction cost item to deduct your commuting costs.

For Example: Bus Fare to and from work = $3.00

Normal Commute Deduction cost item = $3.00

• If you commute to work by driving your car, you can subtract your normal commute mileage from the mileage you are claiming for the local trip. In this instance it is not necessary to use the Normal Commute Deduction cost item. You need to explain in the trip Remarks field that you have already deducted your normal commute costs.

For example: Normal commute mileage = 20 miles (round trip)

Actual Local trip mileage = 80 miles (round trip)

Mileage claimed on Local Voucher = 60 miles

• If you commute to work by driving your car, you can use the Normal Commute Deduction cost item to subtract your normal commute costs. In this instance you must calculate your daily normal commute costs by multiplying your daily mileage, times the Standard POV Mileage rates that are currently in effect. Enter this amount in the Normal Commute Deduction cost item. HTS will deduct the amount you enter from your trip costs.

For example: Normal commute mileage = 20 miles (round trip)

Standard POV Mileage Rate = .375 (37 ½ cents)

Normal Commute Deduction (20 miles X .375) = $7.50

Local Trip = 80 miles (round trip)

Mileage claimed on Local Voucher = 80 miles

Receipts Tab (Local Voucher)

• If no receipts are required for the trip, the Receipts Tab will be blank.

• If the traveler has all the required receipts for the listed item, click the Receipt checkbox.

• If the traveler does not have all the required receipts for the listed item, enter a Justification for the receipt(s) that are missing.

NOTE

1. If the traveler has multiple trips on one Local Voucher and therefore has multiple items of the same type that require a receipt, only one receipt Item will be displayed. The traveler must have all receipts in order to check the box indicating Receipts are attached. For example, if the traveler took a train on 3 different days, 3 train ticket receipts are required.

Justifications Tab (Local Voucher)

• If a Justification is required for any item on the Local Voucher, it will appear on this tab. Enter a justification for any items that are shown.

• If no Justifications are required, this window will be blank.

Traveler Tab (Local Voucher)

The Traveler Tab is primarily informational.

• If any information is incorrect on the Traveler Tab, contact your HTS Coordinator to make the corrections. Once the correction has been made, click the Refresh button to bring in the updated information.

• The Change Traveler button can be used to select an entirely different traveler. This might occur if a decision is made to send a different person on the trip. The Change Traveler button can only be used when a Local Voucher is in the preparation stage.

• The Change Traveler button can also be used with the Copy Doc feature to create a new Local Voucher by making a copy of an existing document. You can change the name of the traveler shown on the copied document by clicking the Change Traveler button and then selecting a different traveler from the list.

Submitting a Document for Approval (Local Voucher)

Once all required information has been entered into the Local Voucher, the document may be submitted for approval.

• Click the Submit button on the bottom of the document to start this process.

• Select the appropriate Approval Chain, using one of the following two options, and then click the OK button.

➢ The option “Use traveler’s default approval chain” is selected by default. This is the option you will use most of the time.

➢ The option “Select different approval chain from traveler’s domain” should be used when you need to select an approval chain other than your normal approval chain. A list of approval chains for your domain will be displayed. Click on the appropriate one.

After selecting the appropriate approval chain and clicking OK, the following window will be displayed which tells you where the document is being sent for it’s first approval.

• Click the OK button to submit the document for approval.

• Click the Cancel button to cancel the action and return to the document.

Other Features

Copy Doc

The Copy Doc feature can be used to create new Travel Orders and Local Vouchers from existing travel documents. This can be helpful when it is necessary to create similar travel documents for several travelers (i.e., if going on the same trip), or for recurrent trips for the same traveler.

• From the HTS toolbar, click on the Copy Doc button. A Selection List will appear.

• Select the document you want to copy, and then click the Copy button. A copy of the selected document will be opened.

• Go through each Tab and change the information, as necessary.

• To change the Traveler:

➢ Go to the Traveler Tab

➢ Click the Change Traveler button

➢ Select the appropriate Traveler from the list

➢ Click the Change button

➢ You are returned to the Traveler Tab which shows the new traveler information

NOTE

1. Use caution when using the Copy Doc feature. Be sure to review all information to ensure that the new document reflects the correct information for the new trip.

Modify Doc

The Modify Doc feature applies only to documents in Preparation stage. Once a document has been submitted for approval, it cannot be modified until it returned to the preparer’s inbox.

• From the HTS toolbar, click on the Modify Doc button. A Selection List will appear. (NOTE: If no documents appear in the Selection List, then there are no documents in Preparation stage.)

• Select the document you want to modify, and then click the Modify button.

• Modify the document as necessary and Save it. When ready, Submit the document.

Retract Doc

The Retract Doc feature can be used to retract or “take back” a document that has been submitted for approval, as long as it has not been opened by the first approver. Once an approver has opened the document, it cannot be retracted.

• From the HTS toolbar, click on the Retract Doc button. A Selection List will appear. (NOTE: If no documents appear in the Selection List, then there are no documents eligible to be retracted. At this point, it would be necessary to contact the approver and request that the document be Returned for modification.)

• Select the document you want to retract, and then click the Retract button.

• Use the Modify Doc feature to modify the document.

• Resubmit the document.

Delete Doc

The Delete Doc feature can be used to delete a travel document from HTS as long as the document has not yet been completed. A travel document can only be deleted when it is in the Preparation stage.

• From the HTS toolbar, click on the Delete Doc button. A Selection List will appear. (NOTE: If no documents appear in the Selection List, then there are no documents in Preparation stage that can be deleted.)

• Select the document you want to delete, and then click the Delete button.

• You will be asked to confirm that you want to delete the document. If you do, click the Yes button, otherwise, click the No button.

• If you click Yes, the document will be deleted and all traces of the document will be removed from HTS. The document no longer exists in HTS.

Cancel Doc

The Cancel Doc feature differs from the Delete Doc feature in that 1) it can only be used for Completed Travel Orders that have not yet been vouchered, and 2) the Travel Order document is retained in HTS. The Cancel Doc feature changes a documents status to “Cancelled”, and frees up funds previously obligated for the trip.

• From the HTS toolbar, click on the Cancel Doc button. A Selection List will appear. (NOTE: If no Travel Orders appear in the Selection List, then there are no Travel Orders that can be cancelled.)

• Select the Travel Order you want to cancel, and then click the Cancel button.

• You will be asked to confirm that you want to cancel the Travel Order. If you do, click the Yes button, otherwise, click the No button.

• If you click Yes, the document will be marked as “Cancelled” but remain in HTS. You will no longer be able to create a Travel Voucher for this document.

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