Title: TRIP - Create Travel Request (Document)

Functional Area : Travel

Sub Area :

Work Instruction

TRIP - Create Travel Request (Document) TRIP, TP04

Purpose
Use this procedure to create a basic travel request.

This document describes a simple one-destination travel request. For examples of

requests for multiple destinations, see the following lessons:
“TRIP - Ex6A - Travel Request Including Personal Travel”
“TRIP - Ex6B - Change Travel Request”
“TRIP - Ex6C - Travel Expense Report - Additional Destinations”

Trigger
Perform this procedure when authorization must be requested for out-of-state travel to one
destination.

Prerequisites
• Before you use the TRIP transaction for the first time, be sure to change your settings in
IRIS according to the “TRIP - Initial Settings for Travel” document.
• You must have Adobe Reader installed on the computer

Menu Path
Use the following menu path to begin this transaction:
• Select Accounting Financial Accounting Travel Management TRIP - Travel
Manager to go to the Travel Manager screen.

Transaction Code
TRIP, TP04

Helpful Hints
Please see specific documentation for information about adding additional destinations,
alternative cost assignments, and comments.

Contact the Accounts Payable office for information on processing travel advances.

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Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click . The Travel Manager screen will appear.

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 Title: TRIP - Create Travel Request (Document)
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Welcome to the Travel Manager

The Travel Manager screen defaults to the user’s personnel number and displays their
trips. To enter trips for another employee, the personnel number must be changed.
Click on the (Change Personnel Number) icon to change the personnel number.

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3. Click (Change Personnel Number). The Travel Manager popup window will appear.

Travel Manager

4. Complete the following fields:

Field Name R/O/C Description

Enter a Personnel R The IRIS personnel number of the traveler.

Number:
If you do not know the personnel number, click
(Matchcode) to search for it.
Example: 10256567

5. Click (Continue). The Travel Manager screen now shows the trips for the requested
individual.

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Welcome to the Travel Manager

6. Click . The Travel Request screen now appears for the requested
individual with the following informational message at the bottom of the screen.

Information

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Travel Request Ms Bridgett 12-Delacroix

7. As required, complete/review the following fields in the General Trip Data section of the Travel
Request screen:

Do not enter information in the Request Transportation/Accommodation section of the

screen. That section contains functionality that is not currently being used.

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7.1 Complete the following fields:

Field Name R/O/C Description

Start of Trip R The date the trip will begin.

Example: 09/10/2009
Time R The departure and return times for the trip.
Example: 19:30
Times should be entered in military (24-hour clock) format.
Times entered on the Travel Request are only estimates.
These times are carried forward into the expense report and
can be corrected to the actual departure and return times
when the trip expenses are entered.

Times must be entered in these fields to preserve

the travel dates. If the time is left at 00:00, the date
will default to the previous day with a time of 24:00.

For information on how to enter time in standard (12-

hour clock) format and have IRIS translate that entry
to military (24-hour) clock format for you, see the
“TRIP - Initial Settings in Travel” document.

End of Trip R The date the trip will end.

Example: 09/13/2009
1st Destination R The city and state to which the person will be traveling.
Example: San Diego, CA

For foreign travel, enter the city and country to which

the person will be traveling.
Example: Paris, France
Country R The country to which to person will be traveling.
Example: USA
Reason R The purpose of the trip or the reason for the expense.
Example: Attend the 2009 National Education
Conference

To add more information than will fit in this field, use

the Comments section. For more information, see
the “TRIP – Comments for Trip” document.

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7.2 As needed, expand and complete the following sections of the screen:

Section Name Description

Additional Destinations Enter additional destination(s) if traveler has more than one
overnight destination.

Complete all fields for each destination.

For examples on entering additional destinations, see

the Travel Example lessons 6A and 6B.

Alternative Cost Assignment Add alternative cost assignment(s) if any portion of the traveler’s
for Entire Trip, If Different to expenses is to be charged to a cost center or WBS element
Master CA other than the primary responsible cost center.
Alternative cost assignments for the entire trip must be entered
as a percentage.

A 100% alternative cost assignment must be entered for

all guest travelers.

For examples on entering alternative cost assignments

for the entire trip, see the Travel Example lessons 2, 6A
and 7A.

Comments Use this section to enter information such as:

- Expanded information needed for the Reason field.
- An estimated cost of the trip.
- A list of funding sources and amounts to be charged.
- Additional explanatory information regarding the entire trip.

8. When all data is entered correctly, click (Save) to save the request and submit it for
approval through workflow. A trip number is assigned to the Travel Request when the
document is saved. The trip number now appears in the title of the Travel Request screen,
and the following informational message appears at the bottom of the screen.

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Information

Travel Request Ms Bridgett 12-Delacroix, Trip 1000003515

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The first two digits of the trip number vary depending on the traveler’s personnel area.
The trip number shown above starts with “01” because this traveler’s personnel area is
UT-Knoxville. IRIS does not display the leading zero in a trip number.

9. Click to view a summary of the Travel Request.

Travel Request Ms Bridgett 12-Delacroix, Trip 1000003515

The Cost Center shown on the Travel Request overview is the traveler’s primary
responsible cost center. Unless an alternative cost assignment is entered, this trip will
be charged to this cost center by default. If the trip should be charged to a different
cost center or to a WBS element, you must enter an alternative cost assignment for it.
An alternative cost assignment must be entered for all guest travelers.

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You can change the size of the displayed page by using the buttons on the Adobe
Page Display Toolbar:

• Click (One Full Page) to fit a page to one screen and minimize scrolling.

• Click (Scrolling Pages) to view a larger page.

Travel Requests will be routed for approval to the department head of the traveler’s
primary responsible cost center and to the department head of all cost centers and
WBS elements that are paying for any part of the expenses. If the request is for
foreign travel, the request will be routed for additional approval by the traveler’s
chancellor or vice president.

10. Click (Back) to return to the Travel Request screen.

Travel Request Ms Bridgett 12-Delacroix, Trip 1000003515

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11. Click (Back) to return to the Travel Manager screen.

Welcome to the Travel Manager

Note that the Travel Request for 09/10/2009 to San Diego, CA that was just entered is
now listed under Open Trips on both the left and right panels of the Travel Manager
screen.

12. You have completed this transaction.

Result
You have successfully created a basic Travel Request. This Travel Request has been
submitted for approval through workflow. After the Travel Request has been approved and the
trip has been completed, expenses for the trip can be entered and paid.

Comments

For assistance, please contact the IRIS Helpdesk at irishelpdesk@tennessee.edu.

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