Attachment 2- Travel and Expense Process Flow.pdf

Booking, Authorization, and Expense Flow – Government Custom – ETS2 & T&E Business Standards P re -T ri p A p p ro v a l

(A u th o ri z a ti o n

F u lf ill m e n t (T

M C

E x p e n s e R e p o rt

(V u c h e r)

F in a n c ia l

M a n a g e m e n t

(I n te g ra ti o n

R e s e rv a ti o n s

(O B

T

T M

C

Traveler books itinerary via OBT

Authorization granted?

PNR

created by

OBT or by

TMC

Final Itinerary confirmed / approval documented

TA, booking, and credit card data flow into voucher system

Voucher approved?

Traveler uploads receipts

(OCR,

Mobile)

Traveler completes

Voucher, updating actual costs and submits for approval

Completed

Travel

Voucher/

Voucher submitted to agency financial system for payment

Traveler is notified and using TAVS, modifies TA request as necessary for re-consideration

Supervisor receives notice of pending voucher approval

PNR is managed by Mid-Office automation for QC, file finishing, and continued monitoring for ticket usage

Traveler signs into the portal

Booking information populates the TA, Traveler completes

TA, and submits for approval

No

OK to Ticket

Supervisor receives notice of pending travel requests

Yes

Traveler is notified of

Completed Travel

Authorization and documented in PNR/ interface to financial system for obligation of funds

Authorization Data

Traveler modifies voucher in

TAVS

No

Yes

Traveler calls

TMC for travel planning and booking

PNR

When authorization is received, PNR is final checked. When complete and error-free, PNR is ticketed and confirmed with traveler

Mid-Office measures against Quality requirements. Notifies

QC or Booking agent of any PNR anomalies or remaining requirements

Funds Check and

Acknowledge ment

Funds Check

PosAck

Obligation

(PO) Created

Acknowledge ment

Funds Check and

Acknowledge ment

Payment

Created

(Invoice) &

Acknowledge ment

Obligation

Funds Check

PosAck Disbursement

Pos Ack

PosAck

Legend Red – OBT/Authorization (Pre-Trip Approval) Data

Orange – PNR/GDS Data

Green – Authorization/Voucher (Expense) FM Data

TA – Travel Authorization, PosAck – Positive Acknowledgement, TAVS – Travel Authorization & Voucher System

Booking, Authorization, and Expense Flow – Commercial

P re

-T ri p A p p ro v a l

(A u th o ri z a ti o n

F u lf ill m e n t (T

M C

E x p e n s e R e p rt

(V u c h e r)

F in a n c ia l

M a n a g e m e n t

(I n te g ra ti o n

R e s e rv a ti o n s

(O B

T

T M

C

Traveler books itinerary via OBT

Authorization granted?

PNR

created by

OBT or by

TMC

Final Itinerary confirmed / approval documented

Credit Card, E-

Receipt data flow into voucher system

Voucher approved?

Traveler uploads receipts

(OCR,

Mobile)

Traveler completes

Voucher, MANUALLY enter M&IE, updating actual costs and submits for approval

Completed

Travel

Voucher/

Voucher submitted to agency financial system for payment

Traveler is notified and using TAVS, modifies TA request as necessary for re-consideration

Supervisor receives notice of pending voucher approval

PNR is managed by Mid-Office automation for QC, file finishing, and continued monitoring for ticket usage

Traveler signs into the portal

Traveler manually enters booking information, completes TA, and submits for approval

No

Supervisor receives notice of pending travel requests

Yes

Traveler is notified of

Completed Travel

Authorization

Traveler modifies voucher in

TAVS

No

Yes

Traveler calls

TMC for travel planning and booking

PNR

PNR is final checked. When complete and error-free, PNR is ticketed and confirmed with traveler.

Mid-Office measures against QC requirements. Notifies

QC or Booking agent of any PNR anomalies or remaining requirements

Funds Check and

Acknowledge ment

Funds Check

PosAck

Payment

Created

(Invoice) &

Acknowledge ment

Disbursement

Pos Ack

PNR

ETS2 Authorization, Booking and Expense Flow

A u th o ri z a ti o n

F u lf ill m e n t

V o u c h e r

F in a n c ia l

M a n a g e m e n t

B o o k in g

Business requirement for travel

Traveler books itinerary via

ETS2 OBT

Authorization granted?

PNR

created by

ETS2 OBT

or by TMC

Final Itinerary confirmed / approval documented

TA and booking data flow into voucher system

Voucher approved?

Traveler uploads receipts

(OCR,

Mobile)

Traveler completes

Voucher, updating actual costs and submits for approval

Completed

Travel

Voucher/

Voucher submitted to agency financial system for payment

Traveler is notified and using TAVS, modifies TA request as necessary for re-consideration

Supervisor receives notice of pending voucher approval

PNR is managed by Mid-Office automation for QC, record finishing, and continued monitoring for ticket usage

Traveler signs into the

ETS2 travel portal

Traveler completes

TA, and submits for approval

No

OK to Ticket/TAW

Supervisor receives notice of pending travel requests

Yes

Traveler is notified of

Completed Travel

Authorization and documented in PNR/

Authorization interfaces to agency financial system for obligation of funds

Traveler modifies voucher in

TAVS

No

Yes

Alternatively, Traveler calls

TMC for travel planning and booking

When authorization is received, PNR is final checked. When complete and error-free, PNR is ticketed and confirmed with traveler

Mid-Office measures against ETS2 and TMC requirements. Notifies

QC or Booking agent of any PNR anomalies or remaining requirements

Funds Check and

Acknowledge ment

Funds Check PosAck

Obligation

(PO) Created

Acknowledge ment

Funds Check and

Acknowledge ment

Payment

Created

(Invoice) &

Acknowledge ment

Obligation

Funds Check

PosAck Disbursement

Pos Ack

Credit Card

Data

Populates the

Voucher