1. Welcome to State of Michigan Managerial and Supervisory Travel Requisition Approval Tutorial Brought to you by the Office of Financial Management

2. Approval Window The Managerial Approval Window is used to approve:  Advances  Expenses  Travel Requisitions For approving Advance or Expense requests, please see the Advance Approval and Modification Tutorial Expense Approval and Modification Tutorial This tutorial will focus on approving Travel Requisitions

3. When approving travel requisition requests, there are three tabs on the Travel Requisition Page. ID Tab Coding Block Tab History Tab Travel Requisition Approval Window Used for additional review of the travel requisition request prior to approval or to change coding during. Used to review general information about the travel requisition request.

4. Managerial Travel Requisition Approval Scenario Denise Maughan submitted her travel requisition requests for pre-authorized travel to Benton Harbor, to perform an audit. Total expenses of $98.81 are estimated for this trip. The request is now ready for managerial review and approval. This example will show the managerial approval process for her travel requisition request. It will also show how to approve travel requisitions without an advance request.

5. Home Page Managers can reach the Approvals Screen through the Manager/Approvals Menu.

6. Manager Approval Page Select Employee – defaults to ‘My Employees’. Managers can search for Travel Requisition requests two ways: Click ‘Select’. This will bring up all employee names and Tran Types in the Search Results window, for only your employees. Note: Select ‘All Employees’ to retrieve all employees within your security scope.

7. Manager Approval Page Managers can search for Travel Requisition requests two ways: Click ‘Define filter’. Select Column ‘Trans Type’ Enter Value ‘TREQ’ Note: Select ‘Define filter’ to create a filter on any Column title in the Search Results window. This will further define your search and bring in results based upon your filter criteria. This field defaults to ‘No filter applied’. Click ‘Filter’.

8. Manager Approval Page - Search Results Click View to access the ‘TREQ’ tab where you can review the travel requisition request prior to approval. If you have created an approval queue this will start it. Note: Clicking any of the (blue) column titles will bring up an arrow allowing you to sort the column in ascending or descending order. You can click the employee name to access General Information about the employee. Only TREQ Tran Type was returned from filter. If you plan on approving more then one item you can select the items you wish to approve by checking this box next to each item. This will create an approval queue of all the select items so you do not need to return to this screen to select each one individually. You can create this before the filter is applied or after the filter is applied.

9. RETURN

10. Approve Travel Requisition - ID Tab Note: Error messages can accompany the expense and will be displayed when there are insufficient and/or invalid inputs.(Severity: W = Warning E = Error) Next, click ‘Coding Block’ tab. Note: All the tab fields are in “read only” mode during the approval process. The ‘ID’ tab shows Travel Requisition Request Date. From/To dates, Office/Program, Destination, Transportation, Estimated Expenses, Nature of Business, and if the Travel Requisitions were for Out of state travel. Related Expense and Advance fields are displayed with document links, if an Expense/Advance is associated with Travel Requisition.

11. Review Travel Requisition - Coding Block Tab Default Standard Travel Requisition Coding Block is indicated by a check mark in the Std field. Click ‘ID’ tab to complete the approval.

12. Approve Travel Requisition - ID Tab cont’d ‘Print’: Opens the printable requisition. ‘Approve with Comments’: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined previously. ‘Approve- Next’: queues the Requisition to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined previously. ‘Skip’: allows you to review the requisitions at another time. After skip you are taken to the next item in the approval queue if defined previously. ‘Approve’: Queues the Requsition to the next step in the approval path and returns you to the Manager- >Approval screen.. ‘Reject’: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously. ‘Modify’: Used to modify data in the Travel Requisition. This will create a new version of the request. After new version is submitted user can approve.

13. Approve Travel Requisition - ID Tab cont’d Click preferred Action.

14. Review Travel Requisition - History Tab The ‘History’ tab shows the actions associated with the Travel Requisition. Note: The Action Code changes to APRW when approved by the Manager/Supervisor. Note: Status: Awaiting Web Central Finance Primary Approval indicates that the travel requisition has continued on the approval path. Previous Page will return you to the Manager Approval Page. Version shows the number of times the Travel Requisition was modified after being submitted the first time. Action Code shows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the userid that performed the listed action. Action Date is the date the listed action was done.

15. Note: Once you approve a Travel Requisition, it clears off your Manager/Approvals Search Results listing as shown below. Only remaining approval requests will display. If you need to view it later, you can access it via the Manager/Non-Routine Travel Requisitions menu. Note: You can always access employee travel requisitions via your Manager/Non-Routine Travel Requisitions menu. The Non-Travel Requisition Select Employee section will be slightly different than the Approve Select Employee Section. Employee Travel Requisitions are viewable by the manager (via the Manager/Non-Routine Travel Requisitions menu) immediately after the employee saves them and remain as viewable records as they process. In fact, Travel Requisitions remain viewable/accessible until purged. Manager Approval Page After Approval

16. Where To Get Help Users with questions or needing help should call the OFM Help Desk at: 517-373-6222 1-800-856-6246 (not local) At the welcome message press “8” then press “3” for HRMN Payroll/DCDS/Time & Expense. We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial.

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