1. Getting You There Travel Management Project 1 23/04/10 SAP Travel Management Switch Personnel Number

2. Getting You There Travel Management Project 2 23/04/10 This resource sets out the concepts for switching to another personnel number to enter/change a travel request on their behalf. Prerequisite course: Create Travel Request. About this resource Look out for important information, marked with an Look out for hints and tips, wherever you see this symbol Key

3. Getting You There Travel Management Project 3 23/04/10 The Switch personnel function is a transaction that allows you to switch to another traveller so that you may enter a travel request on their behalf. Only travel checkers/administrators will have authorisation to perform this task. To switch to another person, you must know the traveller’s personnel number. Overview It is important to reset the personnel number once you have finished maintaining the travel request on behalf of someone else. When performing any Travel Management task, keep an eye on the top of the ESS screen as it will display the traveller you are maintaining.

4. Getting You There Travel Management Project 4 23/04/10 Authorised travel checkers. Authorised travel administrators / travel bookers. Who can complete the switch process?

5. Getting You There Travel Management Project 5 23/04/10 The switch function may be used for all types of travel and travellers. It is particularly useful for entering travel requests on behalf of HDR students or other travellers (e.g. adjuncts or contractors). When to complete the switch process You must use a personnel number not a student number. Please contact HR (ext 20400) if you don’t know the traveller’s personnel number.

6. Getting You There Travel Management Project 6 23/04/10 Once you have switched to another traveller, the process flow is identical to the task you are completing. For example, if you are lodging a normal-risk travel request then it will workflow to the travel checker and then to the travel approver. What is the Process Flow?

7. Getting You There Travel Management Project 7 23/04/10 Log into ESS On the Employee Services homepage, select Then, select Getting started If you do not see the switch personnel number function then you currently do not have authorisation to perform this task. Please contact Corporate Business Systems Email: finance.systems@adm.monash.edu.au to confirm access.finance.systems@adm.monash.edu.au

8. Getting You There Travel Management Project 8 23/04/10 Navigation 1.From the switch personnel number screen select: 2.Enter the other personnel number, for example: 3.Click to switch, or simply if you do not make any changes. The personnel number and/or traveller name is displayed at the top of the screen. Always keep an eye on the personnel number/name when switching between persons. 4.When finished, switch back to yourself by selecting: ExitApply and Exit

9. Getting You There Travel Management Project 9 23/04/10 Finishing up When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.

10. Getting You There Travel Management Project 10 23/04/10 Related information Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html http://www.adm.monash.edu.au/procserv/travel/project/index.html Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel http://www.adm.monash.edu.au/procserv/travel

11. Getting You There Travel Management Project 11 23/04/10 Help Need further help? SAP Help Desk Email: sapservice@its.monash.edu.ausapservice@its.monash.edu.au Phone:990 51777 (press 2 for SAP)