Travel Management – Locomote user Contents

Travel Management – Locomote user Contents
Travel Management – Locomote user ‘Cheat Sheet’
Contents
1.
LOGGING INTO LOCOMOTE ............................................................................................................ 2
2.
SET UP / CONFIRM YOUR PROFILE .................................................................................................. 3
3.
YOUR DASHBOARD .......................................................................................................................... 5
4.
HOW DO I SUBMIT A TRIP REQUEST? ............................................................................................. 5
5.
INFORMATION REQUIRED FOR INTERNATIONAL TRIP REQUESTS .................................................. 9
6.
EXTERNAL FUNDING TRIP REQUESTS ............................................................................................ 10
7.
CHANGING AUTHORISERS ............................................................................................................. 10
8.
EDITING A TRIP .............................................................................................................................. 11
9.
CANCEL A TRIP............................................................................................................................... 12
10. WHAT DO THE STATUS LABELS MEAN? ........................................................................................ 13
11. INTERNATIONAL TRAVEL - HOW DO I SELECT A PREFERRED QUOTE / ITINERARY? ..................... 14
12. HOW DO I SELECT / REMOVE A TRAVEL ARRANGER? ................................................................... 15
13. ARRANGER - HOW DO I CREATE / EDIT TRAVELLER PROFILES? .................................................... 15
14. ARRANGER - HOW DO I ORGANISE TRAVEL FOR TRAVELLERS? .................................................... 16
15. AUTHORISER - HOW DO I APPROVE / DECLINE A TRIP REQUEST?................................................ 17
16. AUTHORISER - HOW DO I APPROVE / DECLINE A QUOTE / ITINERARY TRIP REQUEST OR
REASSIGN TO ANOTHER APPROVER? ................................................................................................... 18
17. AUTHORISER - HOW DO I DELEGATE MY DUTIES TO ANOTHER AUTHORISER? ........................... 19
18. CLASS OF TRAVEL AUTHORISATION .............................................................................................. 19
19. RISK AUTHORISATION ................................................................................................................... 20
20. USING DOMESTIC / NZ BOOK ONLINE (SERKO) ............................................................................ 20
21. TRIP PAYMENT(S) .......................................................................................................................... 23
22. LOGGING OUT OF LOCOMOTE ...................................................................................................... 24
23. PRIVATE TRAVEL ............................................................................................................................ 25
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1. LOGGING INTO LOCOMOTE
PLEASE ONLY WORK FROM ONE SCREEN WHEN IN LOCOMOTE AS A DUPLICATION OF PROFILES
AND TRIPS CAN ACCIDENTALLY BE CREATED.
The Locomote link is - https://utas.locomotetmp.com/users/auth/shibboleth
Enter your University of Tasmania Username and Password
The first time you logon you will be required to Accept the terms and conditions to get into the
system. If you do not wish to accept you will be unable to request travel. If you are unwilling to
proceed and select Reject please email [email protected] for assistance / additional
information.
If you still experience logging on difficulties please contact the ICT Service Desk (03) 6226 1818.
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2. SET UP / CONFIRM YOUR PROFILE
Any changes to profiles are made via Locomote with these changes transferring to SERKO (the
Domestic / NZ Booking tool).
If you are a new user you will be directed to a personalised welcome notice (apologies – a screen
shot of this page is unavailable), and if you click on the link you will be taken to your profile
information where you enter details as per the tabs below (for further information see the next
page). Mandatory fields have a * asterisk.
If you have an existing profile (as a previous traveller), you may be required to update your
profile. To do this click the Account menu on the top right hand corner of the screen. Select My
Profile from the drop-down menu options. Alternatively you can click on Welcome, [Your
Name] which is shown at the top of the Dashboard page. To save your profile information you
need to complete the mandatory fields in each tab. When finished click Update Profile.
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In the Personal Tab
of the profile please enter the appropriate details in the following areas of –
Personal Details

Should you or your traveller happen to have 2 or more First Names or a hyphenated First
name please ensure that you have entered these 2 names as 1 complete name with no
spaces but with the capitalisation of the First letter of each name. Please apply this principle
if there are 2 or more Surnames.
Next of Kin
Time Zone
Organisation Details




In this area you are required to enter your employee ID in the Employee ID field
If you are a booker you will be required to obtain this ID from your traveller to complete
their profile – for University staff it is their payroll number
If you are creating a profile for a student please enter the Students Identification number in
the Employee ID fiel.
For other University Travellers who do not have a University Identification Number (ID)
please ensure that you have entered the Travellers Surname and First name as 1 complete
name with no spaces but with the capitalisation of the First letter of each name.

In the mandatory field of Company Unit please select University Of Tasmania.

In Work Details please pay particular attention to the Email (noting that staff and student
email points must reflect the UTAS Directory – no generic emails or shared mail boxes
thanks) and the Job Title field.
Please ensure all tabs have the required information entered as requested noting that Passport
Details are essential for International Travel and travel to New Zealand.
In Set Password please enter a password of your choice noting that it is not required to be
remembered as it will not be required again.
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3. YOUR DASHBOARD
Once you have updated your profile, a dashboard similar to below will appear and you can start
to seek authorisation to travel using the blue buttons on the right of this page.
If you are a travel Booker your dashboard will look like the example below where you can select
your travellers from the Please Select field and see their arranged trips.
If you are a travel Authoriser your dashboard will look like the example below.
4. HOW DO I SUBMIT A TRIP REQUEST?
To submit a Trip Request click on the trip request buttons (workflows) which appear on the left
hand side of the Dashboard screen. Select either Domestic or International or External Funding.
All mandatory fields have a * asterisk.
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Enter a trip title if you wish or if the local area requires it for auditing / reporting purposes.
If you do not enter a trip title it will populate when the Reason for Travel information is selected
in the drop down menu that you will locate when you progress through the approval process.
Then sequentially enter the Travel Details (e.g. Flight, Hotel accommodation and / or Car hire).
Then select the Reason for Travel1 and the Cost Centre2 from the drop-down menus provided
ensuring that the Cost Centre is correct.
Then select the Authoriser Group from the drop-down menu provided and the Authoriser name
from the drop down menus provided.
If you are travelling with any other travellers, you can notify them of your travel details by
adding their name into the Group Bookings field provided. NOTE: Locomote does not yet have a
group booking workflow.
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Once you have completed the first page click Continue or click Cancel Trip to withdraw the Trip
Request or Save as Draft to save the Trip Request so that it can be edited at a later date.
If continuing, on the next page, complete the Travel Budget noting Total is a mandatory field. To
get a sense of travel costs please use the Domestic / NZ Online workflow to get a sense of costs
noting that you will be unable to accidentally make a booking
Then complete the required Funding field(s) below noting that these entries will flow onto the
invoices generated by Andrew Jones Travel. If there is a split in funds please add this information
in an additional line. OP stands for Operating and RT Research. Ensure Project Number accuracy.
Complete Travel Days fields and the Percentage of personal travel days will populate.
Then complete the Business Case for Travel. Noting: that if a traveller is coming to UTAS on
University Business and bringing their partner / family please put their details in the Business
Case. This alerts Andrew Jones Travel there are other travellers to be included in this booking
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If you have documents that support your case for trip approval please attach as below.
NOTE: the collective size of these documents is currently 5 KB and the preferred file type to be
uploaded is PDF – with emails requiring conversion. If you cannot convert an email to a PDF
document, ‘Cut and Paste’ the body of the email into a Word document then use the Snipping
Tool. The Snipping tool is found in the ‘All Programs’ area of the Microsoft ‘start’ button
Then use the Snipping tool to capture the name of the Sender, The Recipient and the Subject
and past into the top of the Word document containing the body of the email. Save the Word
document as a PDF using the Subject name of the email as the File Name to the Folder of
preference. Then attach the ‘email’ PDF as a Supporting Document.
Prior to clicking the submit button please check both of the Declaration buttons.
Once all the required information has been provided, a confirmation message will appear to
confirm that your trip has been successfully submitted and an email will be sent to the
nominated/pre-assigned approver.
Your Trip Request will appear under the Upcoming Travel heading on your Dashboard as below.
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Please see the next section for the additional information required for an International trip.
5. INFORMATION REQUIRED FOR INTERNATIONAL TRIP REQUESTS
The additional fields requiring completion are Country of Risk. If travelling to a Country where
the risk rating is DFAT Level 3
or 4
, Risk Approval will be required.
Fields of International SOS, Visas and Vaccinations require completion prior to trip submission.
NOTE: SOS International is authenticated when tickets are issued.
NOTE: the passport field below will auto populate when valid so please ensure this information
is accurate in the Documents tab in the profile.
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The 4 steps in this process are: 1 Submit the trip for an Itinerary by Andrew Jones Travel, 2 Select
preferred Quote / Itinerary when received from Andrew Jones Travel, 3 Forward Trip for
Approval, 4 Once approved please contact Andrew Jones Travel immediately to book this trip.
6. EXTERNAL FUNDING TRIP REQUESTS
NOTE: If funding for a trip is jointly funded by the University and an External Organisation and
the Externally Organisation is contributing more than 75% of the trip – the Externally Funded
Approval workflow is used.
In addition Students Travelling on University Business using OS-HELP loans must use the
Externally Funded workflow.
This Externally Funded Approval workflow is used for Domestic / International Travel approval
with users required to complete the External Funding Approval prompts as below and taking care
in accurately advising the name of the External Organisation.
c
Additional and clarifying commentary can be entered into the Business Case free text field as
below.
c
7. CHANGING AUTHORISERS
To change your trip authoriser you can forward a request to another authoriser in your area.
In your dashboard click on the trip request that requires a change of authoriser.
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Scroll to the bottom of the Trip Details page until you see the Forward Approval button.
Select the Authoriser who you need to forward the approval of the trip request and add an
explanation to the receiver of this request. When completed, click Submit.
When submitted the following message will appear.
8. EDITING A TRIP
NOTE: if a trip is edited it will by necessity require re-approval. This means that the trip will be
progressed to an approver once the editing has taken place if the trip is Domestic and if the trip
is International another Itinerary / Quote will be reissued.
To edit a trip request, click on the trip to be changed.
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Scroll to the bottom of the Trip Details page and click Edit Trip.
A Warning notification will appear to advise that any changes will result in a reissue of your trip
request and will require re-approval (if already approved). Click Continue Editing to edit.
Complete your edits and click Submit.
A message will appear to advise that your request has been successfully submitted and your
dashboard will be automatically updated with your new request with the trip Status Label
reflecting the update.
9. CANCEL A TRIP
To cancel a trip request, click on the trip to be cancelled.
Scroll to the bottom of the Trip Details page and click Cancel Trip.
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A pop-up box will appear. State reason for cancellation in Message field box, then click Submit.
10.WHAT DO THE STATUS LABELS MEAN?
On the dashboard all trips have a label state indicating their status. Below is a summary of the
label state meanings:
SAVED – a Domestic / International or Externally Funded trip has been saved before being
submitted for approval
CHANGE SAVED - a Domestic / International or Externally Funded trip has been saved after
modification
PENDING APPROVAL – a Domestic trip request has been submitted and awaiting pre-trip
Authorisation
PRE TRIP APPROVED – a Domestic trip has been approved and is awaiting booking
REQUEST DECLINED - a Domestic / International has been declined
RISK APPROVAL REQUIRED – an International Trip request requires a Risk Approval due to the
risk rating DFAT 3 or 4
REQUEST FORBIDDEN – an International trip request has been declined by the Risk Authoriser as
a result of DFAT 3 or 4
PENDING ITINERARY – an International pre-trip Approval is pending itinerary/quotes by a Travel
Consultant prior to Approval
QUOTE ISSUED – an International Trip itinerary / quote has been issued and awaiting approval
by an Authoriser
ITINERARY REVIEW - an International Trip itinerary has been issued and is awaiting review by
the Traveller / Booker
PENDING BOOKING - an International Trip itinerary quote approved and pending booking/ticket
issuing by a Travel Consultant
BOOKING COMPLETE - tickets issued
TRIP CANCELLED - a Domestic / International trip has been cancelled by Traveller, Travel
Arranger or Travel Consultant
BOOKING INCOMPLETE - requires itinerary from Travel Consultant
To view the history / audit trail of the trip request - i.e. when the trip was submitted, approved,
cancelled, ticketed, etc. - go to the Messages section of the trip request.
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11.INTERNATIONAL TRAVEL - HOW DO I SELECT A PREFERRED QUOTE /
ITINERARY?
To view an itinerary quote, click on the Status Label, ‘Itinerary Review’ on your dashboard.
The Quotes page will open; scroll down the page until you reach the Itinerary Quotes section. To
review the itineraries, click View next to each quote:
To mark an itinerary as the preferred option, click Select Preferred.
If you would like to discuss the quotes with a Travel Consultant, click Discuss.
Once you select a preferred quote, the Authoriser will receive an email advising of these quotes.
When the Authoriser checks the email the quote that was selected will appear as follows.
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12.HOW DO I SELECT / REMOVE A TRAVEL ARRANGER?
To add a Travel Arranger to your account click the My Profile link in the Account menu which can
be found at the top right hand corner of the screen.
Click on the Assignments tab.
Type in the name of the Travel Arranger in the field of the same name and the Arranger name
will appear in a menu.
Add them as a travel arranger by clicking on the
To delete a Travel Arranger click on the
button.
next to their name to remove them.
13.ARRANGER - HOW DO I CREATE / EDIT TRAVELLER PROFILES?
To create and/or edit profiles click View Profiles from within the Account menu, located on
the Dashboard.
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If you wish to add a new profile click Add New Profile:
If unsure how to proceed please see section 2 in this document and complete all of the
mandatory fields under each tab and click Update Profile button located at the bottom of
the Personal tab page to save any changes to the profile.
14.ARRANGER - HOW DO I ORGANISE TRAVEL FOR TRAVELLERS?
All workflows will remain in-active (blank), until you select a Traveller.
Select a traveller from the drop down field which is on top of your workflows in your dashboard.
Then follow the steps of 4, 5, 6, 7, 8 and 10 in this document.
If you do not have Travellers or the Travellers you require to book trips for please contact the
Travel Team via [email protected] for assistance.
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15. AUTHORISER - HOW DO I APPROVE / DECLINE A TRIP REQUEST?
To approve or decline a Trip Request either respond to the email via your computer, smartphone
or tablet as per the screen shot below select the ‘click here to review’ button which will take you
through your dashboard.
Or click on the relevant trip shown on your Dashboard.
As an Authoriser you can review the details of the Trip Request and either: Approve the Trip by
clicking Approve; Decline Travel; or send a message back to the Traveler/Travel arranger about
this trip by clicking Discuss. NOTE: the initiator of the travel request is the only person who will
receive this message.
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16.AUTHORISER - HOW DO I APPROVE / DECLINE A QUOTE / ITINERARY TRIP
REQUEST OR REASSIGN TO ANOTHER APPROVER?
To approve or decline a quote/itinerary click Trip Request with the status ‘Itinerary Issued’.
Once you have reviewed the details as an Authoriser you have three options. If you wish to
approve a particular quote / itinerary, click Approve. If you wish to decline various quote /
itinerary requests, click Decline All. If you wish to discuss these options further, click Discuss.
Please see the screen shot below.
If you decline a quote/itinerary, you will need to submit a reason as to why it has been declined.
Once you have added a reason, click Submit to finalise the process.
If you as an Approver either do not have the authority to Authorise a trip and need to reassign to
another Authoriser will need to select the Forward Approval Button
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In the Forward Approval screen that pops up select the correct Authoriser Group and then the
Authoriser and enter the relevant comments in the free text field and then Submit.
17.AUTHORISER - HOW DO I DELEGATE MY DUTIES TO ANOTHER
AUTHORISER?
To ensure that delegations of Authority in Locomote are seamless with staff activity i.e. planned
or unplanned leave please either phone the Travel Team on
or email the Travel Team via [email protected] noting that a formal email will be
required to progress this action.
The information required to provide to enable effective Locomote management must have:



the name and role of the substantive authoriser and the name and role of the staff member
backfilling
ensure the staff member backfilling the leave is 100% in the backfill role i.e. Acting Dean
provide the beginning and end dates of leave and backfill
18.CLASS OF TRAVEL AUTHORISATION
If you (as a traveller) or an Arranger / Booker selects a class of fare other than Economy
the Authoriser will send the trip will be sent through to the Chief Financial Officer for
Authorisation for the higher level Class of Travel.
NOTE: Those staff who have either a medical condition or a clause within their contract of
employment which enables them to fly in a class other than economy will be required to
provide evidence when requested.
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19.RISK AUTHORISATION
If the Whole Country of Risk has a DFAT Level 3 (Reconsider your need to travel) or 4 (Do not
travel) the trips in question will be automatically work flowed through to the appropriate Risk
Authoriser prior to the trip itself being Approved.
20.USING DOMESTIC / NZ BOOK ONLINE (SERKO)
Once your Domestic trip has been approved the Status Label will be.
To proceed with a booking click on the Domestic / NZ Book Online button as below.
When the following screen appears – click on the Accept button.
In the following screen click on Quick Booking.
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Confirm you select an Available Policy from the drop down menu prior to clicking on Next.
Unless travelling to a regional town i.e. Lismore select Australian Main Cities.
Enter required flights and departure times and click on Search Air Availability.
The following screen will appear.
In the next screen select the most logical flight which will become highlighted in GREEN and
once selections have been made click on Next.
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If you are satisfied with the flight selection made click on Next.
In the next screen select the Additional Data link.
You will find the Authorisation Code in the emails sent by Locomote of the approved trip.
Noting that the Trip ID is generated irrespective of the trip status as below.
Enter the Authorisation Code, the Trip ID and the OP / RT codes in the fields as below.
Remember the OP / RT codes are in the trip details
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Making a payment for Trips is covered in the next section.
21.TRIP PAYMENT(S)
Flights:
When booking / paying for trips purchase orders are NOT required.
All travel is paid for by University credit card. Local area cost centres have differing
administrative structures regarding the use of cards for travel noting that the reports from
Locomote are matched to the cards used in the area.
 Credit card can be held on traveller
 Credit card can be entered each time
If you are making a travel booking via the agent Andrew Jones Travel they can hold a UTAS local
card that is linked to a specific area for all travel payment.
 A credit card can be held on file or can be given at time of booking
Using a single card facilitates ease of reconciliation against travel expenses for each cost centre.
For consistency of card use please familiarise yourself with the Use of Credit Card Procedure.
Card details are entered into the SERKO fields below – when all details are entered select Next to
enable payment.
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Accommodation



When booking accommodation through Serko a credit card is needed at check-in/out
Travellers / bookers are free to contact the hotel directly and provide card details over the
phone for payment
Travellers can make a booking using Expedia or Wotif via Andrew Jones Travel which will
require credit card details for payment at time of booking
Car Hire



Bookings are made online with payment made using a credit card when picking up the car
Details of who travelled available via report from AJT if there are reconciliation issues
People should not be using this account without bookings being made via AJT
o Unless in Tasmania (this should be fleet).
22.LOGGING OUT OF LOCOMOTE
To log out of Locomote you MUST close the Browser and Clear browsing data
To do this select the drop down tab of the Browser and the select History.
In History select Clear browsing data
v
Ensure the Browsing history, Download history, Cookies and other site and plugin data and the
Cached images and files are checked then select Clear browsing data to complete log out.
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23.PRIVATE TRAVEL
Private Domestic travel for recreational purposes can be booked through Andrew Jones Travel.
Locomote approval is not required and bookings can be made using the Domestic / NZ Book
Online button. In these cases please ring Andrew Jones Travel for a Trip ID and an Authorisation
code in order to complete the booking noting that you will need to use your personal Credit Card
to complete this booking.
Private International Travel - please contact Andrew Jones Travel directly to make arrangements.
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