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Slide 1 FastFacts Feature Presentation October 29, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant.

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Presentation on theme: "Slide 1 FastFacts Feature Presentation October 29, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant."— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation October 29, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2015 The Johns Hopkins University. All rights reserved.

2 Slide 2 Today’s Topic We’ll be taking a look at… Central Bill Travel Card 101 Fast Facts A new payment option for the Johns Hopkins Community The Central Bill Travel Card (CBTC) The CBTC overview and uses Webform authorization process

3 Slide 3 Today’s Presenters Julie Farver Travel Services Manager, JHU Josh Abel Procurement Card Administrator, JHU

4 Slide 4 Session Segments Presentation In this session, Julie will provide an overview of acceptable forms of payment for travel for the Johns Hopkins community, concentrating on the Central Bill Travel Card (CBTC) During Julie’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Julie and Josh will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu

6 Slide 6 Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 How To View Full Screen Click Here

8 Slide 8 Central Bill Travel Card 101

9 Slide 9 Agenda After today’s presentation you will be able to: Identify all acceptable forms of payment for travel at Johns Hopkins Define characteristics of the Central Bill Travel Card (CBTC) – what it is, what it is not, etc. Outline the new CBTC process Examine selected travel scenarios to determine which CBTC webform to use Where to access webforms

10 Slide 10 Forms of Payment for Travel Personal card Traveler provides personal credit card to WTI, hotels, car rental companies, etc. to pay for travel related expenses Traveler pays statement and seeks reimbursement for business related travel expenses via SAP Trip within 90 days of travel Corporate travel card Traveler applies for card; does not impact personal credit Travelers uses JH Corporate Travel Card to pay for JH travel related expenses Traveler pays statement and seeks reimbursement for business related travel expenses via SAP Trip within 90 days of travel Best practice for those employees who travel often throughout employment (versus someone who may travel for a limited time) Executive card Very limited availability; travel dollar amount must be above certain threshold Traveler uses JH Executive Travel Card to pay for JH travel related expenses JH pays monthly statement; costs allocated to SAP cost centers or IOs in PaymentNet (like Pcards) Traveler includes all business related travel expenses in SAP Trip as “Paid by JH” within 90 days of travel Central Bill Travel Card School or department applies for JH CBTC to pay for JH travel related expenses via World Travel Inc. (WTI) Traveler or department uses CBTC web-form process to seek authorization to use a CBTC to pay for JH travel related expenses via WTI. JH pays monthly statement; costs allocated to SAP cost centers or IOs via PaymentNet (like Pcards) Traveler includes all business related travel expenses in SAP Trip as “Paid by JH” within 90 days of travel

11 Slide 11 Central Bill Travel Card What it is… Direct billing mechanism for the following purposes: Single traveler Best practice for a Johns Hopkins employee who travels frequently is to obtain a corporate card Guest of Johns Hopkins Group travel Student travel Ghost card – no plastic: you do not receive a physical card Used exclusively with World Travel Inc. (WTI)

12 Slide 12 Central Bill Travel Card What it is not… Not intended for JH employees who travel frequently Not for travel on behalf of another institution Not for travel that can go on a personal card Not intended for charges that can go on procurement cards (PCard)

13 - 13 - 7.0 Reconcile CBTC Statement 7.0 Reconcile CBTC Statement 9.0 Transactions Posted to SAP 9.0 Transactions Posted to SAP Travel Request / Central Bill Travel Card Program Overview Schedule Guest or Group Travel Single Traveler Access to CBTC 2.4 Complete / Submit Webform for Guest Travel 2.4 Complete / Submit Webform for Guest Travel 2.3 Complete / Submit Webform for Group Travel 2.3 Complete / Submit Webform for Group Travel 2.2 Complete / Submit Webform for Recurring Single Traveler Access 2.2 Complete / Submit Webform for Recurring Single Traveler Access 2.1 Complete / Submit Webform for Single Use Single Traveler Access 2.1 Complete / Submit Webform for Single Use Single Traveler Access 6.0 Complete Expense Process (SAP TRIP) 6.0 Complete Expense Process (SAP TRIP) 4.0 Book Itinerary with WTI Referencing Access Key (TRA001234) 4.0 Book Itinerary with WTI Referencing Access Key (TRA001234) 5.0 Complete Trip 5.0 Complete Trip 3.0 Complete Approval Workflow Process 3.0 Complete Approval Workflow Process 1.0 Log in to travel.jhu.edu, select Travel Request Webforms 1.0 Log in to travel.jhu.edu, select Travel Request Webforms 8.0 Allocate and Approve CBTC Transactions in PaymentNet 8.0 Allocate and Approve CBTC Transactions in PaymentNet

14 Slide 14 Webform Process Regardless of whether the single traveler access or guest/group access form is selected, the process is the same: The webform is completed by a requester in a user-friendly, flexible format A TRA number is created for reference (crucial to reference when contacting WTI) The requester is notified when the form has been approved by the authorizer and travel can begin WTI receives a copy of the form and TRA number

15 Slide 15 Single Traveler Versus Guest/Group Travel Single Traveler CBTC Guest/Group Travel CBTC One time or recurringOne time event Airfare and rail onlyAirfare, rail, hotel and ground transportation

16 Slide 16 Scenarios Let’s discuss some possible scenarios for when you may use the Central Bill Travel Card program. Each scenario provides a suggestion on which webform to use to request access to the CBTC and provide authorization, both to the traveler and WTI.

17 Slide 17 Professor Liu, JHU Researcher There’s been an infectious disease outbreak and there is concern of it quickly escalating to an epidemic. Professor Liu’s research is in this area; he needs to travel to Africa right away. This is short notice and therefore expensive air fare. Solution: Single Traveler Central Bill Travel Card Webform – Single Use Access

18 Slide 18 Rita, JHU Instructional Trainer Rita has been asked to deliver training to multiple campuses over a six month period. Housing will be provided on campus; however, multiple air and rail tickets will need to be purchased. Rita’s personal credit limit is low and this training will not be repeated in the future. Solution: Single Traveler Central Bill Travel Card Webform – Recurring Use Access

19 Slide 19 Guest Speaker - Neil deGrasse Tyson The Johns Hopkins Applied Physics Lab (APL) is hosting a speaker series on the New Horizons mission to Pluto. Neil deGrasse Tyson, a world renowned astrophysicist, has been invited to speak. APL wants to pay for his travel expenses: air, hotel, and ground transportation. Solution: Guest/Group Central Bill Travel Card Webform – Guest Travel

20 Slide 20 Students Travel To Florence, Italy As part of an advanced sculpture class at Krieger School of Arts and Sciences, 20 students will travel to Florence for two weeks. Because they are students with limited personal funds, Johns Hopkins is paying for airfare and lodging expenses. Solution: Guest/Group Central Bill Travel Card Webform – Group Travel Group travel template must be completed This lists all information required to book travel for everyone in the group

21 Slide 21 Reminder The Central Bill Travel Card can only be used in conjunction with World Travel Inc. (WTI) You will not receive a physical card Web-based authorization is required The TRA number must be referenced when contacting WTI My TRA number is 123456 Rita’s Trip Planning

22 Slide 22 Resources Travel Resources http://travel.jhu.edu Service Now https://itservices.johnshopkins.edu/catalog/travel.do LMS training videos on webform usage Request Single Trip Access for Single Traveler Request Recurring Access for a Single Traveler Submit Webform for Guest Traveler Submit Webform for Group Travel

23 Slide 23 We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

24 Slide 24 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

25 Slide 25 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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