About this resource . This resource sets out the concepts for editing and/or finalising a travel diary, accommodation and contacts. Prerequisite learning: Create Travel Request course. Key. Look out for hints and tips, wherever you see this symbol .
Look out for hints and tips, wherever you see this symbol
Look out for important information, marked with an
The next slide demonstrates this
There are two services for maintaining a Travel Diary, accommodation and contacts to allow you to continue to make changes after approval, without the need for your travel request to be re-workflowed for approval.
After 1 June 2010, a Faculty/Departmental Officer will be able to make changes to an approved travel diary on behalf of another.
Once the travel request is approved, the system copies the Travel Diary to a new transaction.
This transaction is not workflowed in the system. That is, the information is not automatically sent to the Finance Officer or CFD Taxation.
Nonetheless, the information contained in the Business Travel Diary is available for checking/auditing by the relevant roles, to ensure that ATO requirements for Business Travel Diaries are met.
What is the process flow? (1)
to reveal the following Trip Diary List screen:
Log into ESS
Edit and/or Finalise
If your travel plans have changed by more than +/- 2 days then please attach a scanned manual travel diary signed by your travel approver.
Save and Finalise will declare your Business Travel Diary final and available for checking/audit by CFD Taxation. If you are only changing accommodation and contact information, then select Save only.
Changes may be made to a finalised travel diary up until CFD (Taxation) audit the travel diary.
If you added days to your travel diary, you may need to synchronise your travel diary days with your contact days – click
Alternatively, you could click in contacts and manually add each additional day.
Sync. Contact with Diary
When your Print options display,
Save a copy of your Travel Diary to your local hard-drive.
Email your Travel Diary to your credit card processor.
If the Email icon is ghosted, right click on the Adobe toolbar, select More tools > Email.
When you have finished entering or reviewing your travel requests, please log off your ESS session. Just click
The number of open sessions slows down the response time for all ESS users, that’s why it’s important to log off your ESS session when finished.
Frequently Asked Questions – Travel Management project’s website http://www.adm.monash.edu.au/procserv/travel/project/index.html
Strategic Procurement’s travel website http://www.adm.monash.edu.au/procserv/travel
Need further help?
Contact Corporate Business Systems –
SAP Help Desk
Phone: 990 51777 (press 2 for SAP)