1. Log into Trobexis Username is your staff ID, password is your Pheme password.

Transcription

1 1. Log into Trobexis Username is your staff ID, password is your Pheme password. 2. This will bring you to your Portal Home. You can come back here at anytime by clicking on the Portal Home link. 1

2 3. To view/amend/edit an existing requisition, click on the blue plane symbol next to it. 4. To start a new requisition, click on either Request Domestic Travel, or Request International Travel. 2

3 5. First, enter the Journey Title. This is the description that will appear on your Portal Home page. Please note, this can only be a maximum of 140 characters. 6. Enter the date of departure, and the date of return. This is to also include any private leave should you be taking it. 3

4 7. Click on the Create Requisition button. 8. You will notice that this will produce a Requisition Number. You can now come back to this requisition at any time. 4

5 9. If you have additional parties travelling on the same trip, click on the Associated Travellers button. 10. Enter in the details of all additional travellers. These can be Staff, students, adjuncts, etc. You can have up to 10 people listed on each requisition. 5

6 11. Click on the Next button. 12. Select the Nature of Travel. If you are taking private leave as a part of the travel, enter the number of days. 6

7 13. Select the Trip Reason from the dropdown menu and enter the Purpose of Travel / Additional Details. This should include information such as the conference/teaching details etc. 14. Click on the Next button. 7

8 15. The following screen will pop up. Check any relevant activities and enter in the details of any assets. 16. Click on the Save Activities button. 8

9 17. Click on the Close Window button. 18. Select the first flight destination by clicking on the button. 9

10 19. Type in the name of the city or country you are travelling to. 20. Select the city. Be sure to check the country and airport. 10

11 21. You can see the risk rating of the country once you have selected the city. If you are travelling to a high risk destination, then you will need to complete a High Risk Travel Form 22. Select the Flight Date by clicking on the calendar icon. 11

12 23. If you have a preferred time of day to fly, select the Flight Time from the drop-down menu. 24. If you have an airline that you would like the travel agent to quote on, then you can select it from the Airline drop-down menu. 12

13 25. Continue completing the form until all flights are listed. 26. If you have any specific flight requests, frequent flyer numbers etc, enter them in the Flight Comments box. 13

14 27. Click on the Next button. 28. Enter in the details of any required accommodation. You can simply type the name of the hotel in the Hotel Name field. For Australian cities and Singapore, a list of preferred suppliers can be selected from by clicking on the button. 14

15 29. If you have any specific accommodation requests, enter them in the Accommodation Comments box. 30. Click on the Next button. 15

16 31. If any car hire is required, enter in the details. 32. If you need additional rows, click on + More Rows. 16

17 33. If you have any specific car hire requests, enter them in the Care Hire Comments box. 34. If any other transport is required, enter in the details. 17

18 35. If you need additional rows, click on + More Rows. 36. If you have any specific transport requests, enter them in the Other Modes Comments box. 18

19 37. Click on the Next button. 19

20 38. Select the travel agent you would like to receive a quote from, and click on the Request Estimate button. 39. Click on the Close Window button. 20

21 40. Once you have received the saying that your cost estimate has been submitted, log back into Trobexis. Select the appropriate requisition and click on Cost Estimates. 21

22 41. Select the quote you would like to accept by clicking on the Select Estimate button that correlates with the quote. 42. Click on the Close Window button. 22

23 43. You will now see the selected cost estimates appear in the green fields. 44. You will now need to allocate the cost of the airfare, accommodation, etc to a Project Grant. Do this by first selecting the appropriate Project Grant from the pre-selected favourites drop-down menu. If you do not have your favourites menu populated, please contact Lorien Hunt on ext 5562 or lorien.hunt@uwa.edu.au for assistance. 23

24 45. You will now need to allocate where the funding will be coming from (UWA, a third party or from yourself). 46. If the costs need to be split across multiple Project Grants, you can do this by first changing the Travel Expense Category. 24

25 47. You can then select a second Project Grant and enter in the appropriate funding amount. 48. Continue allocating costs until all relevant expenditure for the trip is complete. 25

26 49. If you need additional rows, click on + More Rows. 50. Click on the Calculate button. 26

27 51. Scroll down and click on the Next button. 52. If you have travel criteria that will produce an FBT liability, you will get the following screens. If not, continue to step

28 53. The following calculator is an estimation of the FBT applicable to your trip. In this example, half of the trip that I am booking is private leave. As such, there is an FBT implication. You will see that the last field shows the amount that you can contribute towards the trip to reduce the FBT liability to nil. If you have any questions with regards to FBT, please contact the University s Taxation Department. 28

29 54. If you would like to contribute towards the FBT, then enter the amount in under Employee Contribution to Fares. If not, click on the Close FBT Calculator button. 29

30 55. Click on the Include FBT in Budget button. It is important to note that this is an estimation only. You will need to contact the University s Taxation Department upon your return to calculate the final amount of liability. 30

31 56. You will now see that the FBT liability is nil, and the amount of employee contribution is the total entered on the FBT calculator. 57. If you have not chosen to contribute towards the FBT Liability, select the PG that the FBT will be paid from. 31

32 58. Click on the Next button. 59. You will need to accept all of the policy conditions, and click on the button Accept Policy Conditions. 32

33 60. Click on the Submit for Approval button. 61. You will then receive notification via of approval, decline, or request for further information. 33