2. Objective: A clear understanding of TRAC for Local and Out of Town Reimbursement Did you know? All NYC DOE employees must use TRAC for travel reimbursement. SIPPS will no longer be accepted for travel reimbursement That a line in Galaxy must be scheduled under “Transportation of Staff” object code 451 before a TRAC can be completed It takes 3 people to complete one TRAC: 1. Traveler 2. Approver (supervisor, principal and/or Superintendent) 3. FAMIS initiator (procurement secretary, SBM, APO, etc.) AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION The Superintendent is always the approver for the Principal

3. AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION TRAC replaces all of the previously used Travel and Conference forms: Application to Attend Meeting, Conference or Convention Outside of NYC – OP221 Authorization to Use Personal Car Business Expense Report – OD-7 Exceptions to Regulations for Reimbursement Small Item Payment Process (SIPP) (former Imprest Fund Expenditure) Local Travel/Authorization for Imprest Fund Expenditure – Carfare

4. AN INTRODUCTION TO TRAC TRAVEL REIMBURSEMENT & APPROVAL CERTIFICATION The TRAC however does not replace: Travel Related Expenses Paid for by Non-Government Entities Form Travelers are asked to review all of the rules and regulations governing travel on official DOE business by reading the Standard Operating Procedures (SOP) chapter on “Travel and Conferences”

5. FAMIS LOGIN For Non-FAMIS Portal users: http://schools.nyc.gov/Offices/DFO http://schools.nyc.gov/Offices/DFO Click TRAC Login

6. FAMIS Home Page Screen

7. Welcome Screen

8. User Options Screen

9. Request for Use of Private Vehicle Screen

11. User Options Screen

12. Employee Details

13. Employee Details Screen STOP! You must fill in all fields or you will not be able to proceed

14. Employee Details Screen Click here to search for Reference #

15. Travel Details Screen

16. Click here to add more dates

17. Expense Details Screen

18. Confirm and Certify Screen

19. Approver Details Screen Once submitted, an email will be sent to the Approver’s Outlook Box

20. Confirmation Screen IMPORTANT! Print page and retain the TRAC tracking ID #

21. Employee Reference Number : 0285829 Employee Email : jmaggio@schools.nyc.gov Approver Email : KFraenz@schools.nyc.gov Travel Information (Description of the trip) : jjjjj Reasons and Justifications : Training Travel Destination : Brooklyn, NY Date: 10/19/2009 Expense Details for Travel Date : 10/19/2009 Personal Vehicle Mileage: 0 Mileage Cost: $0.00 Parking : $0.00 Tolls : $0.00 Meals : $0.00 Ground Transportation: $10.00 Others : $0.00 Total : $10.00 Grand Total : $10.00 The above-referenced employee seeks local travel reimbursement for approved Department of Education travel as described on the TRAC request. Click on Accept to accept the TRAC or Reject to reject the TRACAcceptReject From: tracadmin@schools.nyc.gov [mailto:tracadmin@schools.nyc.gov] Sent: Wednesday, October 21, 2009 1:29 PM To: Fraenza Katherine Subject: Approval of Local Reimbursements NOTE: This is an automated email. Do not reply to this email address. A new TRAC TR100000985 has been generated. The details are as follows Approver must scroll to bottom of email to accept or reject TRAC

22. Approval Confirmation Screen Approver Must choose Yes to Accept or No to Reject

23. FAMIS Entry Screen FAMIS Initiator clicks on “Select”, enters accounting details and submits for approval FAMIS Approver will go into FAMIS Portal Approval Box and approve the TRAC A check will be generated and sent to Traveler within 10 days.