| Issue Number | 641 |
|---|---|
| Summary | [Reimbursement Request Form] Add codes for travel expense types |
| Created | 2022-09-22 15:25:54 |
| Issue Type | Task |
| Submitted By | Shields, Victoria (NIH/NCI) [E] |
| Assigned To | Kline, Bob (NIH/NCI) [C] |
| Status | Closed |
| Resolved | 2022-12-15 06:49:15 |
| Resolution | Fixed |
| Path | /home/bkline/backups/jira/oceebms/issue.328202 |
We'd like to add job codes to the email that the Travel Admin receives when a Reimbursement Request is submitted in the system. There are different codes for lodging, ground transportation, etc, and the Travel Admin would find it helpful to have these codes included with the submitted expenses for reference.
Ideally, these codes would be part of the email and not seen by the user on the form, but it that is not possible or requires a high level of effort, we can explore ways to include them as part of the form.ReimbursementRequest_NCI-Government_8-22-22.pdf
Walking down from the top of the PDF form, I see:
"52-02 Lodging (room and tax only)" with an adjacent cell for an amount. Presumably we we would change the label "AMOUNT" to "AMOUNT (52-02)" (causing the code 52-02 to be included in the email notification), in the field immediately under the "NIGHTS STAYED" field.
"52-03 M & IE" with an adjacent cell for an amount. Would we append "52-03" to the label for the "MEALS AND INCIDENTALS" field's label, even though that field isn't specifying an amount, but is instead offering choices indicating how the M&IE per diem should be handled?
"52-04 Ground Transportation: shuttles, Taxis, Parking, Public Transportation, etc." We would, I assume, append " (52-04)" to the first three options in the dropdown for the EXPENSE TYPE field of each transportation expense.
"51-00 Local Travel: mileage in Privately Owned Vehicle." Similarly, we would append " (51-00)" to the last option in that same dropdown list.
I think that accounts for all the codes I see on the PDF form. Is this what you were picturing? See the form at https://ebms-dev.nci.nih.gov/travel/reimbursement-request.
Let's have a phone conversation if any of this is confusing. If, for example, it comes as a surprise that the PDF form asks for an M&IE amount, but the online form does not.
Also, when I wrote "... that accounts for all the codes I see on the PDF form, ...." I was of course ignoring code 52-06, which is marked as "For Accounting Use Only."
Robin and I looked at this and it looks great! Can you confirm that you would be able to make this change now, and outside of a release? Thanks!
Wouldn't it be a good idea to test it first?
We did submit a test reimbursement request and reviewed the email we received and found that the codes were listed near their related items. We'd like to send this test email to the travel contractor to see if it will meet their needs, but would also like to be able to give them a timeframe for when we could make the change.
Is there another type of test we should try before moving forward?
As long as it's not a deal breaker that the M&IE form on the web doesn't have the Amount field which the PDF version has, I don't see any barriers to doing this whenever you would like.
Implemented in EBMS 4.0.
Verified on ebms4.
Verified on PROD. (Although the email notifications to travel staff aren't currently working, I received an email copy of a reimbursement submission and it contained the travel codes.)
| File Name | Posted | User |
|---|---|---|
| ReimbursementRequest_NCI-Government_8-22-22.pdf | 2022-09-22 15:25:28 | Shields, Victoria (NIH/NCI) [E] |
Elapsed: 0:00:00.000791