COMMISSION EUROPÉENNE DIRECTION GENERALE DE L’INTERPRETATION

Direction Resources and Administration – Unit S3

SCIC S/3 IRM TEAM NOVEMBER 2014

APR

HOW-TO MANUAL V1.07

APR (ACI Payment Request)

APR : How to – Manual –- SCIC S/3 IRM TEAM

page intentionnellement vide 2 - 23

APR : How to – SCIC S/3 IRM TEAM

Table of Contents 3 - 23

Table of Contents

INTRODUCTION ................................................................................................................................... 4 Purpose .................................................................................................................................................... 4 Organisation ............................................................................................................................................ 4 Responsibilities linked to the document .................................................................................................. 4 Chapter 1 Log on to APR .................................................................................................................. 5

1.1 Open the Inter-Institutional Web Calendar ................................................................................... 5 1.1.1 From SCIC NET .................................................................................................................... 5 1.1.2 Directly from the Inter-institutional Web Calendar page ...................................................... 6 1.1.3 Inter-Institutional NEW Web-Calendar ................................................................................. 7

Chapter 2 Within APR ....................................................................................................................... 9 2.1 The homepage ............................................................................................................................... 9

2.1.1 Duration ............................................................................................................................... 11 2.1.2 Transport .............................................................................................................................. 12 2.1.3 Other .................................................................................................................................... 18

REVISION HISTORY .......................................................................................................................... 23

APR : How to – SCIC S/3 IRM TEAM

INTRODUCTION 4 - 23

INTRODUCTION

Purpose

The goal of this document is to provide all regular and/or occasional users with APR

application documentation.

Organisation

This manual consists of an introduction and 2 chapters.

Responsibilities linked to the document

The directorate Resources and Support of DG INTERPRETATION (DG SCIC) is in charge

of writing this User Guide (including Technical Notes) as well as publishing, updating and

providing it to different groups of users.

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Chapter 1 Log on to APR

1.1 Open the Inter-Institutional Web Calendar

The first step consists of opening the Inter-Institutional Web calendar: this may be done either

from SCICNET or from the EUROPA web page.

1.1.1 From SCIC NET

Log on to SCICNET and enter

your login and password.

In the SCICNET left menu, open

the ACI section

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On the ACI Homepage, click on

'Inter-Institutional Web Calendar'.

1.1.2 Directly from the Inter-institutional Web Calendar page

To open the ACI webpage on Europa, you enter the address below. http://scic.ec.europa.eu/aic/aic_direct_en.htm

You can access the Inter-

Institutional Web Calendar

from the Europa Webpage by

clicking the button 'Inter-

Institutional Web Calendar'

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1.1.3 Inter-Institutional NEW Web-Calendar

You can access the Inter-

Institutional Web Calendar

from the Europa Webpage by

clicking the button 'new Inter-

Institutional Web Calendar'

Then you will have to log on

through the European

Commission Authentication

Service (ECAS)

After authentication, you are

redirected to the new

Webcalendar.

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The green cells represent the

days with contracts.

Click ‘Make payment

request’ in order to start a new

Payment request.

If you select a contract on the

calendar, and you click on the

'make payment request' button,

it will automatically redirect

you to that concrete contract

payment request in APR.

On this page, and still on the

new web calendar screen, there

is another way to access the

existing contracts but without

being redirected to a concrete

one.

This is the 'Payments' link on

top of the page (on the right

side of the calendar link) that

opens the SearchForm (the list

with all the existing contracts),

and will allow you to choose

one of the existing contracts to

sign the payment request

related to it.

After clicking ‘Make

payment request’ you are

redirected to another page

where you can choose the

contract for which you will fill

in a payment request.

The checkbox, when checked, allows you to open an existing pdf version of one contract on the list in

a different window. If it is not checked, the application will work as usually.

NB:

It may be possible that your navigator has a 'block pop-up' function enabled, so it would be necessary

to disable it if the pdf on a new window display is expected.

Checking this box is necessary for Ipad users, because pdf displayed according to "the usual way"

(checkbox not checked) would not allow scrolling and checking the pdf file properly.

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Chapter 2 Within APR

2.1 The homepage

The Payment request:

If you use the printout only version of this APR then it has to be returned, completed and signed, with

the original supporting documents (or a copy of the boarding passes for tickets issued by the

European Parliament's approved travel agency and paid by the European Parliament) and

derogations if any, within 4 months following the end of the services provided, to the following

address: European Commission, Office C 107 01/58, B-1049 Brussels.

Any query or complaint concerning a payment must be received within 4 months from the date of the

payment. Expenses and/or allowances not indicated will not be paid. If you use the online facility the

same time limits apply.

The homepage of APR contains the following elements:

- the personal data of the ACI

- a tab bar which contains 5 items (Duration, Transport, Accommodation, Other, Summary)

On the right side of the tab bar, you will find four icons (Return to the web

calendar, contact SCIC, leave the application, help)

Icon folder : returns to the contract list form (searchform), not directly to webcalendar screen

Contact : Contact SCIC, the same icon can be found on the SearchForm screen.

Close : It closes the popup window, or the tab.

Help : Help.

- the option to choose between a fully electronic version (upload of supporting documents included)

and a version to print out and send by ordinary mail.

It also contains the first part of the payment request: 'Duration'.

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- On the upper-right corner of the APR homepage, you find an email icon that opens a dialog box

as seen below to begin an email conversation with the SCIC PAYMENT GROUP linked to the

contract.

A click on the email address can open your e-mail client and fill in the 'To' and 'Subject' field of your

message.

If your e-mail client cannot be directly launched from your browser although you wish to use the e-

mail address to contact the group, it is possible to copy the email address and the reference text into

the subject line of your e-mail.

Next to the icon, you see the 'log off' icon that will close your web browser. The help

icon leads to the present user-manual.

There are two ways to fill in the payment request. As you see above, two options are available

Fully electronically.

To print out and send by ordinary mail; if you choose this option, you will be notified

by this message box below that by applying this change, the process of your request

will be slower than by electronic means. Furthermore, you must not forget to attach all

the original supporting documents per request.

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2.1.1 Duration

When you have completed this section you can click on 'Next step' to access and fill in the next page.

In case of missions involving several locations you have to specify the travel schedule by date and

location for each day during the period covered by those missions.

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2.1.2 Transport

This is the 'Transport' section where the Travel Schedule and travel expenses have to be entered.

In case of assignment to an itinerant mission, you will be requested to detail the locations day by day.

To add a new item in the Travel Schedule, click 'Add location & date'.

To add a new item in the Travel Expense section, click 'Add an item'.

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If you choose 'Bus' the system will ask you to specify whether this bus served as Shuttle from/to the

airport, if 'yes' then 'Bus' is replaced by 'Shuttle from/to the airport'.

If you choose 'Plane' the system will ask you to specify whether the ticket was prepaid by the

Institution's travel agency, if 'Yes' then 'Plane' is replaced by 'Prepaid ticket'.

If you choose 'Train' the system will ask you to specify whether this train served as Shuttle from/to

the airport, if 'Yes' then 'Train' is replaced by 'Shuttle from/to the airport'. If 'No', then the system

will ask you to specify whether the ticket was prepaid by the Institution's travel agency, if you answer

'Yes' to that question then 'train' is replaced by 'Prepaid ticket'.

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With very few exceptions, supporting documents are always mandatory.

Click 'Add the item' after you have entered the data, this will also upload the supporting documents.

With very few exceptions, supporting documents are always mandatory. Deleting (let's call it Doc_A)

a document is only possible when at least one other supporting document is still associated to that very

expense. In the case of there being only one supporting document, you will have to first add the new

supporting document (let's call it Doc_B) before you will be able to delete the so called Doc_A

document.

If you have travelled by car and are requesting the payment of a flat-rate travel allowance please

upload your supporting document(s).

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You may afterwards either edit or remove the item . It is also possible to view the supporting

document for an item as shown below by clicking this icon . When you have completed 'Transport',

click 'Next step'.

Prepaid Ticket: These tickets are already paid by the accredited travel agencies of the European Institutions.

Shuttle: Reimbursement is made automatically based on public transport between the airport and the city centre.

In the comments box, if a specific fare is mentioned, then it will be necessary to upload the corresponding

supporting document.

Car: In most cases, reimbursement is made automatically. However, in case of missions please indicate the fare

and upload the corresponding supporting document. Supporting documents are also necessary in order to benefit

from the payment of flat-rate travel allowances.

Visa & Vaccine: Supporting documents are mandatory.

Other: Price + Supporting documents

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Accommodation

The 'Accommodation' sub-form is similar to the previous sub-form. To add an 'expense' in the

accommodation expense list, click on 'Add the expense'

Click 'Add the expense' after you have entered the data, this will also upload the supporting

documents. With very few exceptions, supporting documents are always mandatory. Deleting (let's

call it Doc_A) a document is only possible when at least one other supporting document is still

associated to that very expense. In the case that there is only one supporting document, you will have

to first add the new supporting document, (let's call it Doc_B), before you will be able to delete the so

called Doc_A document.

You may afterwards either edit or remove the expense . It is also possible to view the supporting

document for an expense as shown above by clicking this icon .

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Concerning contracts with the European Parliament in Luxemburg, Strasburg and Brussels it

is either possible to specify the price per night (as shown on the previous page) or to specify a

number of days with flat-rate nightly allowance as shown below.

When you have completed 'Accommodation', click 'Next step'.

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2.1.3 Other

You may also specify whether non-working days have been requested during this period and also if

any allowances and/or expenses have been paid by another organisation or employer and add

supporting documents as shown below.

In case of Article.11: If at least 1 non-working-day has been granted then it is mandatory either to

upload supporting documents or (if there are no supporting documents) to enter the justifying

comments in the 'Justification' field.

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You may enter further details into the general remarks about the contract.

Click on "Add supporting documents" to add your document. A further click on the button allows you

to collapse/unfold the frame containing the list of uploaded ‘general remarks’ documents.

When you have completed this tab, click 'Next step'.

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The last sub-form entitled

'summary' contains a

summary of your payment

request.

As a precaution, you may

review and verify the

previous steps by clicking

'Previous Step'.

This may avoid the payment

manager having to send you

back the form to ask you to

add more details.

You have now to click on 'Send to PAYMENTS OFFICE' to validate and sign your payment request

by entering your ECAS password.

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From that moment on, as soon as you have sent your request, it is no longer possible to modify this online

payment request form. Consequently, if any data need to be rectified, you will have to contact your

payments manager.

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It is possible to print out the summary and/or save it as a local .pdf file.

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REVISION 23 - 23

REVISION HISTORY

Version Date By Description

1.0 08/10/2010 Emmanuël

DUBRULLE

EN Version

04/11/2010 Maria Glynn Review

1.01 28/02/2011 Emmanuël

DUBRULLE

Update

1.01 03/03/2011 Maria Glynn Review

1.01 11/03/2011 Emmanuël

DUBRULLE

Corrections

1.01 21/03/2011 Emmanuël

DUBRULLE

Update after review by Suzanne Van Damme

1.02 20/10/2011 Emmanuël

DUBRULLE

Update

1.02 25/10/2011 Maria Glynn Review

1.03 12/02/2012 Emmanuël

DUBRULLE

Update

1.04 19/06/2012 Emmanuël

DUBRULLE

Update

1.05 21/11/2013 Emmanuël

DUBRULLE

Update

1.05 11/02/2014 Emmanuël

DUBRULLE

Update

1.06 25/02/2014 Emmanuël

DUBRULLE

Update

1.07 18/09/2014 Emmanuël

DUBRULLE

Update