Roles and Responsibilities | TRIPS Fact Sheet

Workflow of TRIPS

With Roles and Responsibilities defined

Roles and Responsibilities
Traveller (with ePass account)	Initiator of travel request. Responsible for preparing and signing the travel requisition.
Booking Officer	Completes the travel request for a traveller with no ePass account or on behalf of a staff member.
Endorser	A supervisor or line manager. Responsible for initial or intermediate endorsement of travel request. An endorser can send the travel request to another endorser and who in turn can send it to another endorser and so on before sending it to a delegate.
Delegate	An officer who has agency authorisation to approve travel. Responsible for final approval of travel. Delegates are responsible for ensuring they only approve travel that they have delegation for. A delegate can forward the travel request to another delegate with appropriate delegation.
Travel Clerk	A generic email account that booking officers or travellers have access to in order to arrange payment and/or confirms travel bookings. Responsible for checking travel details are correct.
Memorandums	Not required, as TRIPS is the formal request to travel.
Ministerials	Need to be approved by the Minister for overseas travel before travel request is submitted. Ministerials and any justifications can be attached to the travel request.

TRIPS

Travel Request Information Processing System

To log in to TRIPS go to http://trips.nt.gov.au or to trial a movement requisition in the test environment, go to http://tripstest.nt.gov.au and use your ePass logon details. To create a new Movement Requisition click on the ‘new requisition’ button on the first page when you log in. You can save at anytime by clicking the Save as a Draft button (top right of screen).

Traveller’s Details
	Your Official Movement Requisition number is on the top of the screen in blue text eg. 06-N2C-6MA52H. All fields with a red asterisk are mandatory fields. When you first login the details displayed will be your own. You only need to change the ‘Traveller’s Name’ to the officer travelling. By clicking on a ‘blue figure’ Icon you can change or add a name in that field. Travel costs will not be charged to this cost code – that is entered in later on. Attach any e-tickets, confirmation faxes, etc by clicking on 'Browse' (nothing can be attached after the MR has been approved). Click the ‘Next’ Button to access each screen.
Travel Itinerary
	Select the type of travel and then enter the itinerary details eg. 'Return'. To add another leg of the trip, select 'Multi-Destination' and click the 'Add Another Travel Leg' button. Other Travel Details Tab This section can be used to record cab charges etc.
Accommodation
	Enter details for accommodation. The total accommodation cost is worked out here. To have more than one accommodation venue, click the ‘Add’ button.
Payment / Allowances
	Enter the Travel Allowance details at the top. Enter all other travel costs and the appropriate cost codes. ‘Other Expenses' can be used for car hire and when travel costs need to be split over more than one cost code. Click the 'Preview Requisition & Submit for Approval' button and double check that all details are correct. Then click on ‘Send to Endorser’ or ‘Send to Delegate’ button in the top right corner of the screen.
	Click on the 'blue figure' icon to search for the appropriate endorser or delegate’s name. Any notes can be entered in the ‘Recommendation’ box. Click the 'Send' button. The endorser will receive an email requesting endorsement of the movement requisition. The endorser/delegate may request more information in the workflow, which you will receive by email. You can then edit the movement requestion, update as required, and then re-send to the endorser/delegate providing the requested information – this workflow will appear in the Information Request Log. The endorser can then process the travel to the Delegate requesting approval. – This occurs via email notification. When travel is approved, it is sent to a generic email account for on-forwarding to DCIS to process allowances to your nominated bank account. You will receive an email from DCIS advising you to acquit your travel “following the completion of your trip”.
Acquittals
	Open the acquittal request in TRIPS and click on the ‘Create Acquittal' button. Click appropriate boxes at the bottom of the screen (Acquittal Confirmation). If travel was in accordance with approved itinerary, click the ‘Fwd to DCIS Accounts Payable’ button. When prompted, select the appropriate DCIS office region then click the send button. If travel was NOT in accordance with approved itinerary, click ‘No’. The Movement Requisition will then display. Click the ‘Edit details’ button. Change the details as required and then forward to endorser/delegate to be approved then sent to DCIS with the changes.

	www.ntschools.net