E2 Travel Management Service User Guide

United States Agency for International DevelopmentBureau for ManagementOffice of Chief Information OfficerE2 Travel Management ServiceUser GuideRelease 1.0

E2 User GuideRevisionsRelease Number1.0AuthorLeslie MansirCommentPage 2 of 170

E2 User GuideTable of Contents1.Introduction . 141.1User Role . 141.2Travel Arrangement Functions . 141.2.1Trip-by-trip Travel Arrangement Functions . 141.2.2Trip Support Functions . 152. Accessing E2 Solutions . 163. Trip-by-Trip Authorization (E2 Solutions Traveler and Travel Arranger) . 183.1Create a Travel Authorization . 184. Approval Process For A Trip-by-Trip Travel Authorization. . 524.1Approving the Travel Authorization . 524.1.1Trip Type and Purpose Review. 544.1.2Trip Locations and Dates and Cabin Class Review . 554.1.3Estimated Lodging and Meal Expenses Review . 554.1.4Estimated Transportation and Other Expenses Review . 614.1.5Edit Total Allocated to Accounting Codes (Committer Only). 624.1.6Trip-by-Trip Approval or Return to Traveler . 745. Amendment of a Trip-by-Trip Travel Authorization . 805.1Amending a Trip-by-Trip Travel Authorization (Traveler or Travel Arranger) . 805.2Approval of an Amended Travel Authorization (Approver) . 855.2.1Approval of an Amended Travel Authorization by Funds Committer (Approver). 856. Travel Advance . 886.1Requesting a Travel Advance . 886.2Approval of Travel Advance . 917. Trip-by-Trip Travel Voucher (Traveler/Travel Arranger) . 967.1Creating the Travel Voucher . 967.1.1Lodging and Meals . 967.1.2Per Diem Meals and Incidental Expenses . 1037.1.3Official Days Off (Optional – Only for Official Days Off During Trip) . 1047.1.4Shared Lodging (Only Required if Traveler Used Shared Lodging) . 1057.1.5Transportation and Other Expenses . 1067.2Travel Voucher Approval (Approver) . 1197.2.1Approving a Travel Voucher . 1197.2.2Reducing a Claimed Expense . 1248. E2 Solutions User Account Creation . 1308.1E2 Solutions New User Access. . 1309. E2 Solutions User Profile. 1349.1Access Your E2 Solutions Profile. 1349.2Default Home site . 1369.3Address Information . 1389.4Email Address Information . 1399.5Adding Travel Arrangers . 1409.6Credit Card Information . 1429.7Travel Preferences . 1459.8Flight Preferences . 1479.8.1Hotel Preferences . 148Page 3 of 170

E2 User Guide9.8.2Rental Car Preferences . 1499.8.3Frequent Traveler Programs. 1509.8.4Passport and Travel Visas . 1529.8.5TMC Profile Complete. 1539.9Other Features . 1549.9.1View Approval Routing . 1549.9.2Favorite Accounting Codes (Place Holder -To Be Determined) . 1559.9.3Edit Password Information. 1619.9.4Printable Profile . 16210. Open Authorizations . 16411. Appendix A. Travel Authorization (TA): . 16512. Appendix B Travel Voucher (TV) . 16613. Appendix C Special Trip Types . 16814. Appendix D Acceptable Remarks. 16915. Glossary . 170Page 4 of 170

E2 User GuideTable of FiguresFigure 1. E2 URL. 16Figure 2. E2 Login Screen . 16Figure 3. User's Home Page . 17Figure 4. My Travel Link. 18Figure 5. Create Travel Authorization Link . 18Figure 6. Loading in Progress Window . 19Figure 7. Trip Planner Window . 19Figure 8. Select Travel Type - Drop-down Menu. . 20Figure 9. Specific Travel Purpose Window . 20Figure 10. Site 1 - Begin Window . 20Figure 11. Departing Calendar Icon. 20Figure 12. Departing Calendar Date . 21Figure 13. Select Departure Time . 21Figure 14. Departing Link. 21Figure 15. Site Search . 22Figure 16. Airport Icon . 22Figure 17. Select Country window . 23Figure 18. Air port Codes window . 23Figure 19. Calendar Icon. 23Figure 20. Going To link . 24Figure 21. Site Search window . 24Figure 22. Custom Per Diem Rate window . 25Figure 23. Standard US Rate Search windows . 25Figure 24. Foreign Areas link . 26Figure 25. TDY Destination and Airport window . 26Figure 26. Mode of Transportation field. . 26Figure 27. Reason for Stop . 27Figure 28. Travel Authorization Itinerary . 27Figure 29. Departing Calendar Icon. 28Figure 30. Calendar . 28Figure 31. Departure Time Menu . 28Figure 32. Departing From and Airport window . 28Figure 33. Mode of Transportation . 29Figure 34. Trip Planner window . 29Figure 35. Create Trip Summary Authorization window . 30Figure 36. Trip Summary . 31Figure 37. Save Reservation Details window . 32Figure 38. Reservation Details . 32Figure 39. Send to Travel Agent window . 33Figure 40. Trip Confirmation window . 33Figure 41. Reservations Details . 34Figure 42. Retrieve Reservation window. 34Figure 43. Confirmation Code . 34Figure 44. Reservation Details . 35Figure 45. Edit Lodging Estimation. . 35Page 5 of 170

E2 User GuideFigure 46. Edit Lodging Expenses . 36Figure 47. Reimbursement Type. . 36Figure 48. Estimated Expenses window . 37Figure 49. Daily Lodging Rate . 37Figure 50. Estimated Daily Expenses window . 38Figure 51. Estimated Daily Expenses - Official Days Off . 39Figure 52. Per Diem M & IE - Estimated Daily Expenses . 40Figure 53. Per Diem Meal window . 41Figure 54. Transportation and Other Expenses . 42Figure 55. Expenses window . 42Figure 56. Edit Expense link . 43Figure 57. Add Expense Amount window . 44Figure 58. Add Expense window . 45Figure 59. Expenses Pending window . 45Figure 60. Expense drop-down menu . 46Figure 61. Save Added Expenses window . 47Figure 62. Expense Authorization Summary . 48Figure 63. Expenses, Funding, and Travel Advances . 48Figure 64. Add Remarks . 48Figure 65. Close Remarks field. 49Figure 66. Field Display Remarks . 49Figure 67. Send to Approver . 49Figure 68. Confirmation window . 50Figure 69. Authorization Summary. 50Figure 70. Save Trip as Template . 50Figure 71. My Approvals link . 52Figure 72. Trip ID . 53Figure 73. Review Travel Authorization window . 53Figure 74. Approve Travel Authorization . 54Figure 75. Trip Locations and Cabin Class Review . 55Figure 76. Edit Estimated Lodging and Meals Expenses . 55Figure 77. Estimated Daily Expenses . 56Figure 78. Traveler's Daily Expenses . 57Figure 79. Shared Lodging. 58Figure 80.Official Days Off . 59Figure 81. Authorization Summary. 60Figure 82. Review Estimated Transportation and Other Expenses . 61Figure 83. Lodging and Meals Authorization Summary . 62Figure 84. Edit Total Allocated to Accounting Codes link. 62Figure 85. Add and Save Accounting Codes . 64Figure 86. Save Selected Accounts and Continue . 64Figure 87. Add Another Account Code . 65Figure 88. Add and Save New Accounting Code . 66Figure 89. Percent to Allocate. 67Figure 90. Remaining Amount to be Allocated . 67Figure 91. Zero Remaining Amount . 68Page 6 of 170

E2 User GuideFigure 92. Save and Continue . 68Figure 93. Split Funds . 69Figure 94. Split Finds Detail - Account Code. . 70Figure 95. Split-Funding Details - Continue. . 71Figure 96. Save and Continue . 71Figure 97. Slit Funds link. . 72Figure 98. Split-Funding Detail . 72Figure 99. Split-Funding Accounting Coses . 73Figure 100. Continue Split-Funding Accounting Codes . 73Figure 101. Save Split-Funding Accounting Codes and Continue . 74Figure 102. Approve Split-Funding . 74Figure 103. Add Remarks to Split-Funding . 75Figure 104. Optional Remarks . 75Figure 105. Add Remarks Confirmation. 76Figure 106. Pending Approved . 76Figure 107. Return to Travel - Add Remarks link . 77Figure 108. Return to Traveler link . 78Figure 109. Optional Remarks . 78Figure 110. Remarks Added Successfully . 78Figure 111. Confirm Return to Traveler . 79Figure 112. My Travel Link. 80Figure 113. Amend A Trip link . 80Figure 114. Select Trip ID . 81Figure 115. Proceed Amending Trip Confirmation . 81Figure 116. Appended Trip ID. 81Figure 117. Edit Estimated Transportation and Other Expenses. 82Figure 118. Add Expense . 82Figure 119. Enter and Save Pending Expenses . 83Figure 120. Lodging and Meals Authorization Summary . 83Figure 121. Save Reservation Details . 84Figure 122. Send Reservation Details to Approver. 84Figure 123. Reservations Confirmation . 84Figure 124. Approver Submittal Successful . 84Figure 125. My Approvals Link . 85Figure 126. Pending Approval . 85Figure 127. Total Allocated to Accounting Codes . 85Figure 128. Edit Total Allocated to Accounting Codes . 86Figure 129. Verify, Save and Continue Amount to be Allocated . 86Figure 130. Edit Total Allocated to Accounting Codes . 87Figure 131. Select MyTravel . 88Figure 132. Select Travel Advances . 88Figure 133. Select and Create Travel Advance. 88Figure 134. Send Travel Advance to Approver . 89Figure 135. Travel Advance Status . 89Figure 136. Pending Travel Advances . 90Figure 137. Select My Approvals . 91Page 7 of 170

E2 User GuideFigure 138. Select Advance ID . 91Figure 139. En

E2 User Guide. Revisions. Rele