FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation August 21st, 2008

2. Today’s Topic • We’ll be taking a look at… • Tips and tricks for travel and expense reimbursement

3. Today’s Presenter • Bob SicoliSAP Trainer for the Johns Hopkins Health System

4. Session Segments • Presentation • Bob will show you some tips and tricks for travel and expense reimbursement • During Bob’s presentation, your phone will be muted. • Q&A • After the presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Bob will answer as many of your questions as time allows.

5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At the end of this FastFacts session, we’ll ask you to complete a short survey. • Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Tips and Tricks for Travel and Expense Reimbursement

8. Session Introduction About this session: Today’s session is a collection of solutions to problems we have collected from users. The session will also cover some of the best practices we have learned from 18+ months of using the system. This session was created to help people use the Travel and Expense Reimbursement module more efficiently.

9. Agenda Today we will cover … • Settings for displaying all trips • Infocenter to get per diem rates • Personnel number search using TRIP • Locating a personnel number with the trip number • Locating a personnel number if your hindered by an HR role restriction • List of all trips • Open trips – displaying, deleting, accessing, editing, services for object icon, and history • Paid trips – interpreting, accessing, adding receipts, saving

10. 1. Settings

11. To access the settings: WinGUI WebGUI Settings

12. Display All Trips – will display all trips. You can view paid trips from prior periods. Display all Subsequent Activities – Displays the “Suggested Activities” on the first page of the Travel Manager. Also will enable to access the expense report quickly. Settings

13. Settings – Display All Trips

14. Settings – Display Subsequent Activities

15. 2. The Infocenter

16. Use the Infocenter to look up per diem rates by date. To access the Infocenter: WinGUI WebGUI Infocenter

17. Click the “PDs/FRs” tab, then click in the “Region” field. Information Center

18. 2. Click the search button next to the field. Information Center

19. 3. WinGUI - Click the arrow in the middle of the screen. Information Center

20. 3. WebGUI -Click the arrow next to “Search Criteria.” Information Center

21. 4. WinGUI- Use the “Name of Trip Country” to search for the city or region. Then click the green check. Information Center

22. 4. WebGUI - Use the “Name of Trip Country” to search for the city or region. Then click “Start search.” Information Center

23. 5. When you locate the region, double click it. Information Center

24. 6. Put in the first date of the trip, click on the green check; that will display the per diem rates. Information Center

25. 3. Personnel Number Search Using TRIP

26. Personnel Number Search Using TRIP • WinGUI- Access the “Personnel Number” search screen as you would normally. Click the “category” icon on the far right.

27. Personnel Number Search Using TRIP • WinGUI - A list of search categories will open. Select “TRIP” from the category list.

28. Personnel Number Search Using TRIP • WebGUI- Access the “Personnel Number” search screen as you would normally. Click the “Category” dropdown.

29. Personnel Number Search Using TRIP • WebGUI - A list of search categories will open. Select the “TRIP” category.

30. Personnel Number Search Using TRIP • After you complete the search, the results will appear. The results of the TRIP search include: name, work address, organizational unit, and position.

31. 4. Locating a Personnel Number With a Trip Number

32. Locating a Personnel Number With a Trip Number • The transaction is ZMAPR_MD_PERS_TRI - Query: Personnel/Trip Number. • Use this transaction when you have a trip number and want to find the personnel number of the person who was reimbursed. • Use that personnel number to go back into the Travel Manger to research the trip. • You can use this transaction from the WinGUI and WebGUI.

33. Locating a Personnel Number With a Trip Number WinGUI - At the main menu, scroll down and open the “Enduser Role” folder. Double click on “Query: Personnel/Trip Number.”

34. Locating a Personnel Number With a Trip Number WebGUI – • Open the Travel Manager • Open the command bar by selecting the arrow next to the menu button • Type in /nsmen • Press the enter key

35. Locating a Personnel Number With a Trip Number WebGUI – Access the “Enduser Role” folder at the end of the menu, then select transaction “Query: Personnel/Trip Number.” Double click to open the transaction.

36. Locating a Personnel Number With a Trip Number WinGUI - Enter the trip number and execute the report.

37. Locating a Personnel Number With a Trip Number WebGUI - Enter the trip number and execute the report.

38. Locating a Personnel Number With a Trip Number The report will display a trip number with a personnel number that you can use in the Travel Manager to further research the trip.

39. 5. Locating a Personnel Number if You’re Hindered by an HR Role Restriction

40. Locating a Personnel Number Use this transaction if you are a person with HR roles and cannot find personnel number through the TRIP search due to access issues. 1. Access the assistant role in the main menu. Double click on the “Travel Work List” role.

41. Locating a Personnel Number 2. Search for the person by last name and/or first name.

42. Locating a Personnel Number 3. You will be given a list of personnel numbers for use in the Travel Manager.

43. 6. List of All Trips

44. List of All Trips Use list of all trips to: • Locate open and paid trips • Display open and paid trips • Access open and paid trips • Delete open trips

45. List of All Trips Click on the “List of All Trips” link.

46. List of All Trips The “List of All Trips” screen will open with the “Open Trips” folder expanded and the “Paid Trips” folder closed.

47. List of All Trips Notes about the “List of All Trips” screen: 1. You may need to expand and collapse columns to see the data. 2. Statuses – “Trip Completed/to be Settled” - Could be anywhere from just saved, up to in the approvers inbox in Workflow. Check Workflow for the details. “Trip On Hold” – Has been approved by a department approver(s) and awaiting review in Accounts Payable Shared Services.

48. List of All Trips 1. To expand columns, click next to them and drag. 2. Status will help you see where the expense report is in the process.

49. 7. The Open Trips Folder

50. The Open Trips Folder To change an open trip, highlight “Travel Expenses” of the trip; click the “Change” button.