Transportation Requisition (On-Line)

The On-Line Transportation Requisition is used to confirm and initiate payment for airline reservations made through the University’s authorized travel agency and Billiken AirExpress flights.

To initiate travel, call the Billiken AirExpress (618-337-9550) or the University's authorized travel agency (The Travel Company, 314-432-6020, effective August 2002) to make reservations and obtain detailed flight information, including departure times, flight numbers, and airlines. This information will be used to complete the on-line transportation requisition. Travelers are expected to obtain a 21-day advance or lower purchase price.

If the traveler’s immediate supervisor does not have electronic access to approve On-Line Transportation Requisitions, the initiator of the form is expected to obtain internal approvals, as necessary.

Reminder: Travelers who choose to purchase their own airline tickets without going through the transportation requisition process are required to obtain an advance purchase printed fare quote (21-day, if possible) from The Travel Company to establish a maximum reimbursement amount. Following the trip, the quote and purchase receipt should be attached to the Travel Expense Reimbursement Voucher as backup. Maximum reimbursement is limited to the amount actually paid for the ticket, not to exceed the advance price quotation.

Note:

Transactions not completed within 24 hours after booking will be cancelled by the airlines. To avoid re-booking and to retain fare, expedite Transportation Requisition and approval.

On-Line Transportation Requisition

1) At SCREEN, type 290 and press enter to begin an on-line session.

2) Tab to SESSION STATUS, type O (letter O) for Open and press enter. Look for SESSION IS OPEN bar across lower third of screen.

3) At SCREEN, type 291 and press enter.

4) At PR, type R0 (R-zero). Tab to VEND and type up to 11 letters of the agency name, The Travel Company, or Billiken Air Express. Press enter.

5) Verify that the correct agency name appears in the upper right-hand corner of the screen and that CREATING A NEW DOCUMENT appears at the top of the screen.

6) Ignore PO NUMBER and CHANGE NO and tab to ACCOUNT NO.

7) At ACCOUNT NO, type the account number and object code to be charged (no dashes). At PCT, type the percentage of the total order to be charged to this account. Percentages must add up to 100% on Screen 291. Account distribution options are listed below:

Example 1: Cost is distributed by percentage; no dollar amounts are entered (do not use percent sign):

Example 2: Cost is distributed by dollar amount and percentage (do not use dollar sign):

In this example, $75 of the airline ticket will be charged to 2-11555-3610. The remainder will be charged to 2-11999-3610.

8) Ignore the DELIVERY DATE field.

9) At DELIVER TO, type the department number of the requesting department. At ATTN and PHONE, type the name and phone number of the individual who should be contacted with questions about the requisition.

10) At NOTES TO PURCHASING/VENDOR, enter any special instructions to the University Travel Office. Press enter. (The travel agency will not see these notes.)

11) At SCREEN type 29T and press enter.

12) At QUANTITY, enter 1, followed by a decimal point. (Quantity will equal one even if there are separate legs to the trip.)

13) Tab to UOM (Unit of Measure) and type EA.Tickets will always be measured in individual units.

14) Tab to PRICE QUOTE and enter the amount quoted by the University-approved travel agency. (Always use a decimal point.)

15) Tab to TRAVELER NAME and enter the traveler’s first, then last name.

16) Tab to SSN and enter the traveler’s social security number, without dashes.

17) Tab to DESTINATION and enter the traveler’s destination, including city and state, and country if foreign travel.

18) Tab to PURPOSE OF TRIP, and enter a brief summary of the purpose of the trip, including the conference name, if applicable.

19) Tab to DATE/TIME and enter the date and time of traveler’s departing flight. Do the same for traveler’s return trip. (Please enter date in MMDDYY format, separated by dashes, and specify AM or PM for the time.)

20) Tab to AIRLINE and enter the carrier for both the departing and return flights.

21) Tab to FLIGHT # and enter the flight numbers for both the departing and return flights.

22) Tab to ADDITIONAL ITINERARY INFORMATION and enter any additional information about the traveler’s itinerary such as connecting flights or legs of the trip on different airlines. This information will aid the travel agency in verifying the trip is booked properly. (For Billiken AirExpress, enter additional passenger names here.)

23) When finished, press enter and then at SCREEN type 294 and press enter. Verify that DOCUMENT HAS BEEN ACCEPTED message appears at the bottom of the screen. If this message does not appear, the requisition will not be forwarded for further approval.

Transportation Requisition Approval

1) At SCREEN, type 295 and press enter. A list of documents awaiting approval will appear.

2) At SELECT LINE NO, type the line number that corresponds to the requisition to be reviewed and press enter.

3) Screen 297, Requisition Summary, appears. At APPROVAL (Y/N), type Y to approve the document or N to deny the document. Press enter and screen 295 will re-appear. Repeat until all requisitions are approved or denied.

4) Screen 297 provides a summary of the trip details. Return to screens 291 or 29T for additional details.

Transportation Requisition Inquiry

1) To check the status of a transportation requisition, type 296 at SCREEN and press enter.At PR, type the requisition number and press enter. When all approvals are entered, the Travel Office will assign the A# (Approval number) and fax or e-mail the approval to the appropriate agency.

Canceling a Transportation Requisition

1) A requisition that has not been approved may be cancelled on screen 298. Tab to the cancel requisition field and type Y. Press enter and the requisition will be cancelled.

Special Notes for Billiken AirExpress

1) Choose one employee as the primary traveler. This person’s name and SSN will be entered on screen 29T. The other travelers’ names should be listed in the ADDITIONAL ITINERARY INFORMATION field.

2) Please be sure to enter the flight number given by Billiken AirExpress in the field labeled FLIGHT #.