NATIONAL UNIVERSITY OF SINGAPORE

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NATIONAL UNIVERSITY OF SINGAPORE

• Travel Request And Claims Management System
• Simplified Guidelines To Use TRAC
• Last updated on 11th Mar 2009, 9am

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Introduction to TRAC

• Web based self-service solution for STAFF

• Who can use TRAC?
• NUS Staff holding a SAP ESS ID (employee self
  service), i.e. a staff who is able to check
  pay-slip online.
• Note
• TRAC applies to Academic, Administrative
  Professional and Non-Academic Staff
• Staff who are eligible for leave benefits will
  be able to submit travel request
• TRAC is not applicable for other members of the
  University, for example visiting staff, students
  etc. They will continue to use the current manual
  processing.

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Introduction to TRAC
What is TRAC used for?
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What Is The Value Proposition?
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Introduction to TRAC

• What is the minimum PC / Laptop software
  requirement to use TRAC?

• TRAC is fully supported under Microsoft Windows
  (both XP and Vista) with Internet Explorer
  Version 7.0
• For Macintosh, it is partially supported with
  Firefox 2.0. Other versions currently not
  supported
• Adobe Reader Version 8.0 and above
• Turn off any pop-up blockers in the internet
  browser settings

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TRAC Helpdesk Travel Request Process
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TRAC Helpdesk Travel Agent Process
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TRAC Helpdesk Claims Process
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ESS Travel and Expense Homepage
Where can I find TRAC services? Staff gt Admin,
Prof Non-Acad (or Faculty Research) gt Travel
and Expenses
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TRAC Common Terms
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Travel Request - Process

• What do I do if I want to travel? ( Recommended
  steps)
• Step 1
• Call or email NUS Travel Agent to make a travel
  booking for the intended travel dates and
  destination (For more information click here Air
  Travel Procedures)
• Step 2
• Submit a travel request using TRAC services (For
  a user guide click here Submit Travel Request)
• Step 3
• After receiving the approval notification,
  authorize the travel agent to issue the tickets.
  You can do this using an email or using the TRAC
  service (For a user guide on TRAC service click
  here Notify Travel Agent)

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Travel Request - Process

• What information I should have to submit a travel
  request?
• Travel dates Start date and end date of the
  travel. It excludes any personal leave period
  used before or after the trip.
• Funding for the trip. Available options are
• NUS Operating Budget
• Other NUS Managed Fund / External Fund
• NUS Operating Budget Other NUS Managed Fund /
  External Fund
• Self-Funded (ie expenses fully borne by the
  staff)
• Country of travel and the destination. More than
  one country and destination is allowed.
• Type of travel. Available options are
• Admin Duties/Official Leave
• Conference / Seminar / Workshop
• Research / Fieldwork / Short Course
• Purpose of the travel and estimated costing
  details if required

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Travel Request - Process

• What other information I need to know about
  travel request?
• Make reference to the approved travel request to
  submit a travel claim, if any. Do this after the
  end date of the trip.
• While submitting a travel claim, you are not
  allowed to make any changes to travel dates or
  country of travel.
• For any changes to an approved travel request,
  delete the approved travel request and submit a
  new request with the revised information. It
  should be done before submitting any travel
  claims.
• Only one travel claim submission is allowed for
  each approved travel request.

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Travel Request - Process

• What other information I need to know about
  travel request?
• Grace period of 21 days (after the end date of
  the trip) is given to staff for submitting a back
  dated travel request. This is to facilitate last
  minute urgent trips and to allow resubmission for
  any amendments.
• Staff can delete a travel request during this
  grace period of 21 working days if it is not
  processed for claims.
• To amend or delete a travel request after this
  grace period, contact TRAC Helpdesk
• Use the TRAC overview service My Travel/External
  Training Requests and Expense Claims to display,
  change, delete and to track travel requests
  (click here for the user guide Overview)

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TRAC Claims Process Flow Chart
Submit Claims / Supporting Documents
Process Payment
Verify Claims
Approve Claims
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TRAC Claims Process

• What do I do if I want to submit a Travel
  claim?
• ( Recommended steps)
• Step 1
• Prepare the details for submitting a travel
  claim. Refer to the checklist for details Travel
  Claim Checklist
• Step 2
• Make reference to the approved travel request and
  submit the travel claim using TRAC service (For a
  user guide click here Submit Travel Expenses
  Claim)
• Step 3
• Print the travel claim form, attach all
  supporting documents and receipts and send it to
  the Claims Verifier indicated in the claim
  form. (Click here for a user guide Display/Print
  Claim)

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TRAC Claims Process

• What do I do if I want to submit a General
  Reimbursement claim? ( Recommended steps)
• Step 1
• Prepare the details for submitting a general
  reimbursement claim. Refer to the checklist for
  details General Reimbursement Claim Checklist
• Step 2
• Submit the claim using TRAC service (For a user
  guide click here Submit General Reimbursement
  Claim)
• Step 3
• Print the travel claim form, attach all
  supporting documents and receipts and send it to
  the Claims Verifier indicated in the claim
  form. (Click here for a user guide Display/Print
  Claim)

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TRAC Claims Process Submission Steps
Claim submission is a 4 step guided process
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TRAC Claims Process

• What other information I need to know about
  claims process?
• Claim can be submitted in SGD or foreign currency
  listed in TRAC. Reimbursement to staff will
  always be in SGD.
• Details on the list of expense types in TRAC and
  its mapping general ledger account (GL account)
  is available here Expense Types
• Staff holding appointments in multiple
  departments can submit claim through relevant
  department. However, it should be informed to OFS
  before making any such claim to authorize the
  staff.
• All claims must be charged to a department WBS
  and the verifier / approver selected for the
  claim must match to the department of the WBS
  used.

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TRAC Claims Process

• What other information I need to know about
  claims process?
• Claims charged to a research project account
  should use the expense types defined for research
  projects. Such expense types can be identified
  from the description with words (Res Proj). The
  list is given below
• Airfare(Res Project)
• Course/Reg Fee-Ovrs(Res Proj)
• Course/Reg Fee-Loc(Res Proj)
• Hotel (Res Project)
• Other Misc Costs(Res Project)
• Other Transports(Res Project)
• Online Search Services
• Subs Allowance(Res Project)

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TRAC Claims Process

• What other information I need to know about
  claims process?
• WBS used in the claims submission must have
  enough budget for the amount claimed during
  submission. Check with your departments finance
  administrator for details.
• Any general reimbursement claims not submitted
  for approval (claims saved as draft or rejected
  claims) must be deleted by the staff. (User
  guide Delete Claim)
• Any travel claim not submitted for approval
  (claims saved as draft or rejected claims) should
  be changed and saved with zero amount (User
  guide Change Claim)
• Use the overview service to display, change,
  delete, resubmit and to track the status of the
  claim. ( User guide Overview)

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TRAC Claims Process

• What other information I need to know about
  claims process?
• When entering a subsistence allowance expense
  type, use the Allowance Calculator function
  provided to compute the subsistence allowance.
  You are allowed to amend the amount computed
  after exiting from the allowance calculator but
  not before. (User guide Allowance Calculator)

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Other Useful Links

• TRAC Circulars
• OFS/2008/022 dt 08.08.2008
• OFS/2008/026 dt 01.09.2008
• OFS/2008/027 dt 04.09.2008
• TRAC User Guides