slide 1 fastfacts feature presentation october 29, 2015 to dial in, use this phone number and...
TRANSCRIPT
Slide 1
FastFactsFeature 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.
Slide 2
Today’s TopicWe’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
Slide 3
Today’s Presenters
Julie FarverTravel Services Manager, JHU
Josh AbelProcurement Card Administrator, JHU
Slide 4
Session Segments
PresentationIn 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.
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: [email protected]
Slide 6
Survey
SurveyAt 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.
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How To View Full Screen
Click Here
Slide 8
Central Bill Travel Card 101
Slide 9
Agenda
After today’s presentation you will be able to:Identify all acceptable forms of payment for travel
at Johns HopkinsDefine characteristics of the Central Bill Travel
Card (CBTC) – what it is, what it is not, etc. Outline the new CBTC processExamine selected travel scenarios to determine
which CBTC webform to useWhere to access webforms
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
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Central Bill Travel Card
What it is…Direct billing mechanism for the following purposes:
Single travelerBest practice for a Johns Hopkins employee who travels frequently is to obtain a corporate card
Guest of Johns HopkinsGroup travelStudent travel
Ghost card – no plastic: you do not receive a physical cardUsed exclusively with World Travel Inc. (WTI)
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Central Bill Travel CardWhat it is not…
Not intended for JH employees who travel frequentlyNot for travel on behalf of another institutionNot 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
9.0Transactions Posted to
SAP
9.0Transactions Posted to
SAP
Travel Request / Central Bill Travel Card Program Overview
Schedule Guest or Group Travel
Single Traveler Access to CBTC
2.4Complete / Submit
Webform for Guest Travel
2.4Complete / Submit
Webform for Guest Travel
2.3Complete / Submit
Webform for Group Travel
2.3Complete / Submit
Webform for Group Travel
2.2Complete / Submit
Webform for Recurring Single Traveler Access
2.2Complete / Submit
Webform for Recurring Single Traveler Access
2.1Complete / Submit
Webform for Single Use Single Traveler Access
2.1Complete / Submit
Webform for Single Use Single Traveler Access
6.0Complete Expense
Process (SAP TRIP)
6.0Complete Expense
Process (SAP TRIP)
4.0Book Itinerary with WTI
Referencing Access Key(TRA001234)
4.0Book Itinerary with WTI
Referencing Access Key(TRA001234)
5.0Complete Trip
5.0Complete Trip
3.0Complete Approval Workflow Process
3.0Complete Approval Workflow Process
1.0Log in to travel.jhu.edu, select Travel Request
Webforms
1.0Log in to travel.jhu.edu, select Travel Request
Webforms
8.0Allocate and Approve CBTC Transactions in
PaymentNet
8.0Allocate and Approve CBTC Transactions in
PaymentNet
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 formatA 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 beginWTI receives a copy of the form and TRA number
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Single Traveler Versus Guest/Group Travel
Single TravelerCBTC
Guest/Group TravelCBTC
One time or recurring One time event
Airfare and rail only Airfare, rail, hotel and ground transportation
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.
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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
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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
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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
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Students Travel To Florence, ItalyAs 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 TravelGroup travel template must be completedThis lists all information required to book travel for everyone in the group
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ReminderThe Central Bill Travel Card can only be used in conjunction with World Travel Inc. (WTI)You will not receive a physical cardWeb-based authorization is requiredThe TRA number must be referenced when contacting WTI
My TRA number is 123456
Rita’sTrip
Planning
Slide 22
Resources
Travel Resourceshttp://travel.jhu.edu
Service Nowhttps://itservices.johnshopkins.edu/catalog/travel.do
LMS training videos on webform usageRequest Single Trip Access for Single TravelerRequest Recurring Access for a Single TravelerSubmit Webform for Guest TravelerSubmit Webform for Group Travel
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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
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: [email protected]
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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/
Thanks again!