RMIT New Online Travel Management System
2010

‘How to create a complex travel requisition’

Instruction Manual

Table of Contents

1. Introduction 3

3. Log in, navigation and profile setup 4

3. 3.1 Log in to Travel Portal -Trobexis.com 4

4. 3.2 Before you start 4

4. Complex Travel Requisition 6

4.1 Create a domestic or international complex requisition as a traveller 6

Document: Create a complex TR update ab.doc v3

Author: Yolande Miller

Save Date: 17/11/2010

RMIT University Page 3 of 16

1. Introduction

The new RMIT travel management system is the Trobexis.com Travel System.

There are two ways to book travel using the new system:

1.  Complex travel requisitions - travel bookings that are multi segmented or require assistance from the Travel Management Company (TMC).

2.  Point to Point (P2P) travel requisitions - travel bookings for a single segment and do not require assistance from the TMC as the booking is completed and ticketed online.

This instruction manual will cover ‘How to create a complex travel requisition’.

2. Trobexis.com Travel System Legend

Send requisition to traveller
Delete requisition
View workflow route
Print requisition
Save requisition
Help
Attach documents to this requisition
Book travel with selected travel agent
Display the travel diary for this requisition
Provide Further Information to Approver
Per Diem calculator
View requisition
Show my preferences

Document: Create a complex TR update ab.doc v3

Author: Yolande Miller

Save Date: 17/11/2010

RMIT University Page 3 of 16

3. Log in, navigation and profile setup

3.1 Log in to RMIT Travel Portal - Trobexis.com

Step 1 / Go to http://www.rmit.edu.au/travel click on the Travel portal icon.
When the Shibboleth gateway displays, log in using your RMIT login.
You will be re directed to the Portal Home page.

3.2 Before you start

Step 1 / Ensure you are using a compatible internet platform
Compatible browsers are: Internet Explorer 6.0+, Safari, Google Chrome and Mozilla.
Note: Mozilla must be the latest version. If you are unsure contact the ITS helpdesk
for an upgrade.
Step 2 / Turn off the Pop-up Blocker
Go to the explorer menu and click on Tools then Pop-up Blocker and turn off Pop- up Blocker.
Step 3 / In the Portal Home screen, select the Show My Preferences icon next to your login name .
The My Preferences screen will display.
Step 4 / Using the horizontal toolbar to access each page, complete the relevant information:
·  Personal/workflow details
·  Booking preferences
·  Passport details
·  Emergency contacts.
Save details at the end of each page.

4. Complex Travel Requisition

4.1 Create a domestic or international complex requisition as a traveller

Step 1 / Create a Travel Requisition
From the horizontal toolbar, select Request Travel →Full Request
The Full Request screen displays.
Step 2 / Your Travel Details
On this screen complete the following information.
* Journey Title
* Departure and return dates
To create the travel requisition, click .
The system creates the requisition and provides a unique requisition number.
Step 3 / Note: Ensure your profile name matches the name on your passport. If not, change to match. This field will need to be updated each time you create a requisition to override the name that is extracted from the HR file.
Step 4 / Adding Associated Travellers
To add associated travellers click Associated Travellers.
Complete the information in the search box and click Add Traveller.
Note: This doesn’t add the traveller for booking purposes but includes them by association to this requisition. Each traveller must have their own requisition created for booking purposes.
Click Next and go to the Purpose of Travel screen.
Step 5 / Purpose of Travel
On this screen complete the following information:
Nature of Travel
Trip Reason
Supporting documentation (if required)
Click Next and go to the Flights screen.
Step 6 / Flight Details
On this screen complete the journey information:
Flight departures and destinations, date, time and airline carrier.
Note: Home base will always appear for the first outbound leg.
Note: The flight number field is not required to be filled out.
Click Next and go to the Accommodation screen.
Step 7 / Accommodation Details
On this screen complete the following information:
Hotel name, City, check in and out dates.
Click Next and go to the Car Hire/Other screen.
Step 8 / Car Hire/Other Details
Click vendor name to access preferred supplier.
Enter collection location and dates for pick up and return.
Click Next and go to the Cost Estimates screen.
Step 9 / Providing a Cost Estimate
The travel provider Cost Estimates Screen defaults.
Select the Travel Agent from the drop down menu and click Request Estimate.
Select OK to confirm that you want the selected travel agent to provide a request.
Click Close Window.
Click Return to Portal Homepage.
An automatic email is generated and sent to the TMC for two quotes. The 1st quote will be the “best logical fare” and the second will be a traveller requested carrier or comparison fare.
Note: Seats for the requested carrier flight or default “best logical fare” will be held for up to 72 hours.
Step 10 / The TMC provides two quotes and notifies the traveller that the quotes are in the travel system.
Step 11 / Traveller receives an email generated by stating Estimate Received. The traveller then logs into the Travel System via the RMIT intranet travel page, selects the required requisition and clicks the Display Requisition icon.
Step 12 / The Traveller Details screen displays.
Click the Cost Estimates option. This will take you straight to the quote.
Step 13 / The Travel Provider Cost Estimates screen displays.
Select the required quotation and and click Select Estimate icon.
Step 14 / The cost details default into the Cost Estimate screen.
On this screen complete the following:
Allocate each travel expense that has loaded into the green bar to the correct funding column (split the funding if required).
Note: Include decimal point and zeros. All fields with a cost must have an IO number attached.
To obtain your internal order number, click the magnifying glass to search.
Click Add Favourite
The selected IO number will remain in your cost estimates page for future use.
Step 15 / To calculate the Per Diem spend, click Show Travel Allowance Estimator
Select the defaulted destination from the drop down menu under Location.
Enter number of days at each destination in Days Claimed field.
Use the drop down menu to select full or half days in the Depart/ Return Adj. field or un-tick the boxes to indicate required meals and incidentals.
Alternatively, you can enter an amount in the Agreed Total Amount field and the Rate Adj. % will automatically calculate or just enter the % based on your school’s requirements.
When completed, click Post Claim to Requisition and Close Per Diem Calculator.
Step 16 / In the Cost Estimates screen, apply an IO number to the cost of the Per Diem and click Calculate.
Click Next and go to the Confirmation screen.
Step 17 / Adding supporting documentation
At any stage of the travel requisition, a traveller can upload supporting documentation to assist with their travel approval.
To do this the traveller should click on the icon (always located on the top right corner of the travel requisition).
The following screen will display for the traveller to browse and attach the file.
Step 18 / Submitting Requisition for Approval
To confirm that you would like to proceed with the travel booking, select each of the check boxes so that a green tick appears.
Click Accept Policy Conditions
Click Submit for Approval
A system message will display and request population of the travel diary if travelling for over 5 days.
Note: You must complete your travel diary within 21 days from your return date as this is an Australian Tax Office requirement.
Step 19 / If completing the travel diary at the time of booking your travel, enter the travel activity details for the each part of your trip and add supporting documentation by clicking on the icon.
Select Close diary.
A message box will confirm your travel requisition for approval.
Click OK.
Click Return to Portal Homepage.
You will receive a system generated email from confirming that your travel requisition has been sent to your finance officer for Budget/Finance validation.
Step 20 / Finance Officer validates the travel requisition.
After the Finance Officer has approved the travel requisition, the system will automatically send the requisition to the Level 1 Approver and will notify them via email.
Where further approval is required, the travel requisition will automatically be sent to the next level of approval until complete.
Note: Domestic travel requires Head of School approval and International travel requires PVC approval.
Step 21 / The approver receives an email from and approves the travel requisition by logging into Trobexis.com-Travel Portal.
The system will automatically generate an email from to the traveller to confirm that the travel has been approved.
Step 22 / Traveller receives an email and logs into the Portal Home Page via the RMIT Travel Intranet. The travel requisition status is now set to Approved
Step 23 / The traveller selects the approved requisition and clicks the icon Book Travel with Selected Travel Provider to confirm the travel booking through the selected Travel Agent .
The Travel Booking Confirmation screen displays.
Click Yes to confirm the booking.
Step 24 / The TMC receives the email to finalise the booking and issues the tickets and itinerary to the traveller.
The traveller receives the tickets and itinerary via email
Document: Create a complex TR update ab.doc
Author:
Save Date: 17/11/2010
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