1. Financial Service  The Software Imoniteur is made for you to : prepare a travel budget order through the EPFL travel agency a flight, a car rental, an hotel, train tickets outside Switzerland. Draw up the expense claim  The Imoniteur system web address is : https://infowww.epfl.ch/imoniteur/menu.htm https://infowww.epfl.ch/imoniteur/menu.htm  If you do not have access please call 35050 20.07.2016 1

2. Financial Service  Here are some symbols used in the software and their meaning :  (*) : Mandatory fields  : the little Earth can be clicked on to search for information linked to the cells next to it.  : This symbol when clicked gets you to the next screen. 20.07.2016 2

3. Financial Service 20.07.2016 3 Choose option : « Gestion des voyages » Click now on « Gestion de voyages à l’étranger »

4. Financial Service 20.07.2016 4 For the next step : Click on « Créer un nouveau budget de voyage » You can also use the scrolling menu

5. Financial Service 20.07.2016 5 1 2 3 4 On this page you need to write down the accounting information: 1.Your funds number in which the expenses will be accounted for 2.Your financial center XXXX, unit number 3.Your own codification/information, which can be modified later on. 4.Do not use this cell if you have not been told to use it. The elements marked (*) are mandatory. Once done click on « Suivant »

6. Financial Service 20.07.2016 6 1 3 2 4 On this screen, you need to choose who will travel, so you have the following choice : 1.You are the travellers, click on this option 2.You prepare this budget for a guest, choose this option. However in this case no travel expense reclaim can be made with this system, you will need to prepare a payment order by bank transfer. 3.One of your colleagues will travel, you need to enter his name in this cell and then click on « Chercher », 4.On the list choose the correct name and by clicking on his name the next screen will core up.

7. Financial Service 20.07.2016 7 On this screen, you’ve got all the traveller’s information and you can state if part of the travel is private or not. If the trip is only professional, click on « Suivant » and you reach the next screen. If the trip is partially private, click on « Partiellement privée » and a new screen shows up which you will need to fill in.

8. Financial Service 20.07.2016 8 1 2 The following cells need to be filled in : 1.Indicate here the date of the private part. 2.The other persons also travelling? Once filled in, click on « Suivant »

9. Financial Service 20.07.2016 9 The purpose of the trip must be chosen between the different options: Conference, Visit or collaboration, workshop, Training, Person invited by the EPFL, EPFL employee invited (expert), Student trip, other. Once selected a new page will open for further information.

10. Financial Service 20.07.2016 10 All cells marked with (*) are mandatory : Reason Dates of event City Organizer Conference’s name

11. Financial Service 20.07.2016 11 On this screen, you can choose which of the features you’d like some help with or not from the EPFL travel agency. When chosen a new screen will show up.

12. Financial Service 20.07.2016 12 1 2 3 4 5 6 The following information has to be filled in : 1.Is it a one way trip ? 2.Departure and return dates, when is the flight scheduled, morning, afternoon, evening, hours of departure or return. 3.From which airport to which airport 4.Can be indicated if already known (frequent flights used) or when confirmation received by the travel agency 5.To be completed when received from the travel agency. 6.Add any comments / request for the flight. 7.Allows the travel agency to choose a flight before or after the given dates, non frequent flights. 7 Once completed, choose either « Suivant » or « nouvelle commande » depending if you’d like to add new features or want to follow on with the next screen.

13. Financial Service 20.07.2016 13 On the previous screen you chosed « Nouvelle commande » and now you the same screen appears, where you can decide which services you’d like to add to your travel budget and on the next screen you fill in the required information.

14. Financial Service 20.07.2016 14 2 1 3 4 5 6 For a conference, the following points have to be filled in : 1.Automatically filled with the information given at the beginning of the budget. 2.The dates should be the same as the ones of the conference. 3.Automatically filled in with the destination town given when starting the budget. 4.The hotel and the number of meals included in the registration have to be written down here. 5.Choose how the registration was paid : Invoice / bank transfer Corporate credit card Personal credit card 6.Amount and currency Click on « Suivant » for the next step

15. Financial Service 20.07.2016 15 Travel expense choice : Parking fees Private car expenses, reimbursed at CHF 0.70/km, ceiling at CHF 300.00 equivalent to KM 500.00 Meal with invited person Taxi expenses Budget for meals, CHF 25,00 per meal, lunch & dinner Fixed rate for breakfast, CHF 10.00 per day Fixed rate for small transportation CHF 5.00 per day Expenses for visas and vaccines Fixed rate for living in a flat, CHF 40.00 per day

16. Financial Service 20.07.2016 16 You can add as many expenses as you want simply by clicking « Autre frais », various screens will pop up one after the other and just fill them up, except for meals budget, fixed rate for breakfast, fixed rate for small travel and fixed rate while living in a flat, since for all of these the amount is automatically calculated.

17. Financial Service 20.07.2016 17 Two examples for the automated calculation Once all additional expenses have been added, you just click on « Terminer » to get the document shown in the next slide.

18. Financial Service 20.07.2016 18 Now you can fill in the missing amounts, add new services, new expenses or any comments that are needed, either by clicking on the corresponding or Nouvelle prestations or Autre Frais of on the blue links under « Commentaires » to open the concerned screen. You can modify, add new lines as many times as required.

19. Financial Service 20.07.2016 19 To order the services by the EPFL travel agency you need to click on « Envoyer une demande d’offre », a new screen will open and you will add the required information before sending.

20. Financial Service 20.07.2016 20 1 2 3 5 6 7 Here you can chose the traveller’ s preferences 1.Flight class, economic or business 2.Seats in the plane, window or corridor 3.Kind of meal, be careful not all of them are available on all flights 4.Single or double room 5.Traveller’s nationality for visa purposes 6.Any additional comments useful when ordering the tickets or booking an hotel. 7.If you tick here the traveller will receive a copy of the order and also ensure a follow- up 4 Once all preferences have been choosen, click on « Envoyer le mail »

21. Financial Service 20.07.2016 21 The system gives you the date and time when the offer was sent to the travel agency and can be opened and verified at any time to check the details

22. Financial Service 20.07.2016 22 On the side, copy of the mail sent to the travel agency with all services ordered.  Further to the mail, the travel agency will propose at least 3 flights in line with the EPFL directive and availability.  The traveller or the secretary discuss and finalize the trip with the travel agency.  The secretary fills in the budget with the price, flight, hotel name linked with the trip.  The budget will then be changed to the travel expenses report when the traveller is back.

23. Financial Service 20.07.2016 23 IMPORTANT INFORMATION Original tickets should be provided to get a refund. Tickets have to be stuck on A4 paper. Should you have any problems with the software, please contact : Mrs Perrin at 36086, Mrs Lamnafaa at 36085 Useful websites : http://polylex.epfl.ch http://voyages.epfl.ch/welcome http://sf.epfl.ch

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