Staff Training Travel Authorization electronic approvals Patty Stoddard October 2, 2013

Learning Objectives Using Viking Shoppes for Travel Authorizations Similar Process Same Policies Added Benefits After this training is complete you will be able to use forms in Viking Shoppes with a process similar to the paper process and the same travel policies, but with added benefits. For example, with the current paper process, you have to call around to find out where the form is in the approval process. In Viking Shoppes, you can track the progress of the authorization in the PR Approvals tab. Viking Shoppes will document the date/time for each action and reduce the time to approve your travel and make prepayments.

Same Form – New Approval Process Same Travel Form on ECSU website Use Viking Shoppes to submit form for approval approve Email Notifications You will use the same Excel Travel from located on the ECSU website. Then you will log onto Viking Shoppes and attach this file to the form to submit for approval and see how it moves through the approval process. Viking Shoppes will send email notifications to approvers, but you also have the option to view their contact information from the purchase requisition (PR) approval tab and give them a friendly reminder.

Same Form The only difference in the form is the use of the signature area. However, keep in mind that all required fields on the form must be completed electronically or it will be returned.

Viking Shoppes From the home page in Viking Shoppes, click on View Forms. You may have to expand the Shared folder and the Forms subfolder to see a list of the forms. Clicking on the Travel Authorization Form name opens the form.

Authorization Form You will enter the total estimated cost of the travel in the Viking Shoppes form. Then you can add the Excel travel form and any other required supporting documentation in the form itself. Please note from the Step-by-Step Instructions that when you get to the checkout, you will be routed to the accounting codes tab where you will enter the fund code from the travel form and the word ‘travel’ for the account.

New Field in Viking Shoppes We added a new field in Viking Shoppes to indicate your supervisor so the form can go to them for their approval first. This is displayed in your profile. If this information is incorrect, contact Patty/System Administrator.

Supervisor Required The Supervisor is identified automatically from the user who initiates this form even if the cart is assigned to the traveler for processing. If this supervisor is different for the traveler, the traveler must change the Supervisor in the General section of the requisition document before placing the order. Please note that the work flow process will stop at the Initial Travel Approval step if the Supervisor is not identified on the Requisition.

Work Flow Process There is one new step to the work flow – the initial travel office approval. This is to ensure that your form is complete and all required documents are attached. New

Review History For the complete history on the approval process for the travel authorization form, please view the History tab.

Today’s Overview 1 2 3 Attach Excel File to the Viking Shoppes Form Update Supervisor and Review Approval Flow Process 2 View History Tab for details 3 The first step is to attach the Excel file to the Viking Shoppes Travel Authorization Form. The traveler should then check the Supervisor identified on the requisition and make changes if necessary. You can review the work flow steps in the PR Approvals tab. For complete details of every action taken on the requisition, please see the History tab.

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