Tyco Travel Booking Tool – Revised Procedures North America January 2016

In this guide, you will find:

Revised travel booking procedures – effective January 21, 2016

Step-by-step instructions on how to properly and successfully create a Request, Book Travel and Expense Approved Requests

North America Travel & Expense Support Information

Table of Contents:

(please click on the section titles you would like to reference)

Before You Begin 2

Set Up Travel Profile 3

Set Up Travel Arranger (Delegate Travel & Request Access) 4

Step 1: Create a Request before Booking Travel 6

Step 2: Approve a Request 9

Step 3: Book Travel Reservation 10

Step 4: Submit Expense Reports with Travel Request 12

Step 5: Manage Requests 14

Travel & Expense Support Information 15

2

ISSUE YES NO ANSWER

Are you a Tyco employee?

The Tyco Travel Tool in North America is only for use by Tyco employees that are listed in Workday.

Are you set up as a Concur Expense user?

You must be set up as a Concur Expense user in North America to use the travel tool. Email T&ENA.Tyco@Jira.ihost.com for more information. You must be set up in Workday to receive Concur access.

Have you set up your Concur Travel profile?

In order to use the Travel Tool you must set up your profile. If you need assistance with your profile, contact the Concur Travel Support Desk at 1-844-289-4688.

Is your immediate suppervisor listed in your profile correct?

If the supervisor listed in your Concur profile is missing or incorrect, please contact your Tyco HR represenataive to update Workday. Once completed in Workday, email T&ENA.Tyco@Jira.ihost.com to update Concur.

Are you arranging travel for other employees?

Make sure the person you are booking travel for has granted you all the required permissions to arrange and submit travel on their behalf. See page 4 for details.

Is the date you are planning to travel less than 72 hours?

If plans include Air travel – DO NOT use Concur Travel. Contact American Express, USA Toll Free 1-888-272-9081 Canada Toll Free 1-800-608-8894

Hotel or Car Rental ONLY – USE Concur Travel

Is the travel you are planning considered to be complex?

Once you have an approved Request (Step 2) contact a travel agent at American Express, USA Toll Free 1-888-272-9081 Canada Toll Free-1-800-608-8894

NOTE: Request ID IS required

Does your travel contain Air, Hotel and/or Car Rental?

A Request is REQUIRED when completing expense reports that contain Air, Hotel or Car Rental. You will not be able to submit an expense report without attaching the related Request. See page 12 for details.

Update

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BEFORE YOU BEGIN

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3

Profile SET UP TRAVEL PROFILE

SET UP TRAVEL PROFILE: Required to Book Travel

Must be done by Traveler. Cannot be delegated to Travel Arranger

Name MUST match your Passport or other Legal ID

Ensure your manager is correct

Enable E-receipts

PROFILE INCLUDES: Name – be sure this matches your passport including Middle Name/Initial

Emergency Contact Info – important to have on file while travelling

Travel Preferences – o Air o Hotel o Rental Car o Frequent Traveler Program Information

Passport & Visa Information

Credit Card Information

4

Arranger SET UP TRAVEL ARRANGER / DELEGATE

SET UP TRAVEL ARRANGER / DELEGATE: 1) Allow Access as a Travel Arranger 2) Allow Access to Submit Requests

Two-step process is required, as outlined above to provide permission to submit Requests and book Travel.

Select: Profile – Profile Settings

Select: Travel Settings – Assistants/Arrangers

5

Select Add an Assistant Select Assistant Click “Can book travel for me”

Allow Access to Submit Requests

Select “Request Delegates” Select Assistant Click “Can Submit Requests”

6

Step

1

You must create a Request BEFORE booking Travel. You can utilize the Travel Tool to estimate the cost of your trip.

The Request notifies both your immediate supervisor and Tyco management of your upcoming travel plans.

NOTE: You can create multiple requests at the same time.

CREATING A REQUEST

Select REQUESTS tab

7

A) To start a new request, CLICK on “NEW REQUEST”

Requests should contain all information necessary and required by your manager to approve travel.

SEGMENTS include Air, Train, Rental Car, Hotel and Meals.

At least one segment is required to forward for approval.

Travel or the Internet can be used to obtain estimated costs for each segment.

For additional expense types, use the Expenses Tab.

Requests will be added to expense reports and will track Estimates to Actual spend. Once Submitted:

Manager receives an e-mail that a request is available.

Request will follow same DOA as Expense Reports.

You receive email when request is approved.

Complete Header Info (Red are Required Fields)

B) CLICK on “SEGMENTS” to estimate Travel Costs

This generates the REQUEST ID

Complete all applicable Segments

When Complete – click on “SUBMIT REQUEST”

8

C) SAMPLE SEGMENT COMPLETION

Estimate Cost of Air Fare

Complete all required information regarding your trip (Red cells) Click SAVE once complete

IMPORTANT NOTE: A request is NOT a Travel Reservation – it is merely seeking APPROVAL to Travel.

A request is NOT an Expense Report – you will not be reimbursed based on a request.

Requests are REQUIRED for all trips requiring Air, Hotel or Car Rental.

Requests will be added to expense reports and will track Estimated Spend to Actual Spend for all expense types included in the request.

All Requests can be found on the Manage Requests Tab including Request ID and approval status.

Request ID and Status

9

Step

2

You will receive an email when an Employee submits a Request for Travel.

Reminders will be sent if not approved in 5 Days.

APPROVING A REQUEST

Home Page indicates Requests Awaiting Approval

Open the trip you wish to approve & review the details provided

Option 1 – Approve

Option 2 – Send Back Report, which declines the request. Employee can then change & resubmit

10

Step

3

IMPORTANT NOTES: A Request ID is REQUIRED for all Travel Reservations made online or through American Express. You will not be

able to reserve travel without this number.

Trips can be put on Hold for 24 hours (in the US only) by selecting HOLD TRIP. This does NOT guarantee airfares. Airfare is not guaranteed until purchased.

Policy Violations – o Warning Notice Appears – you are required to select reason o Reported to management

All Trips can be reviewed in y our TRIP LIBRARY

BOOK TRAVEL RESERVATION

Select TRAVEL Tab Proceed with making your travel reservations

11

Click NEXT to reserve trip OR Place on HOLD (*US ONLY)

REQUIRED – Request ID

Travel Agency Confirmation Number

12

Step

4 EXPENSE REPORTS

IMPORTANT NOTES: Expense Reports with Air, Hotel or Car Rental require you to link to the related Request.

o You CANNOT submit the expense report without a Request.

Concur will compare Actual Expense to Requested Spend for all expense types included in the Request.

One Request can be attached to Multiple Expense Reports.

Multiple Requests can be attached to One Expense Report.

Expense Report Header: Select ADD Request Concur will list all available requests

13

Multiple Requests in one Expense Report

Select the Request that the Expense relates to

14

Step

5 MANAGING REQUESTS

CLOSE/INACTIVATE REQUESTS:

If your Request is NO LONGER NEEDED or has been FULLY SATISFIED (appended to your Expense entries), you can “Close/Inactivate Request”:

1. Go to the Requests tab 2. Click on Manage Requests 3. Click on the View drop-down > Active Requests

Then, select “Close/Inactivate Request” to remove the Request from your Active queue Note: Your Request will remain in your history

Click on the box next to the name of the Request you would like to Close/Inactivate

15

Help Desk

Travel & Expense Support