CMS Travel System

CMS Travel System

(HTS)

Preparer’s Guide

File Name: HTS_Travel_System 37

Table of Contents

HTS Logon Procedures ...... 3

FIRST Logon Window ...... 3

HCFA.GOV Password Tips ...... 3

Application Portal (Web Page) ...... 4

SECOND Logon Window ...... 5

THIRD Logon Window ...... 6

HTS Password Tips ...... 6

Changing Your HCFA.GOV Password ...... 7

Main HTS Window ...... 8

HTS Menu Options ...... 9

Travel Order ...... 10

Create a NEW Travel Order ...... 10

General Document Information ...... 11

Trip Tab Information ...... 12

Costs Tab Information ...... 13

Cost Type Selection List Information ...... 14

Accounting Tab Information ...... 15

Justify/Remarks Tab Information ...... 16

Traveler Tab Information ...... 17

Summary Tab Information ...... 18

Submitting a Document For Approval ...... 19

Travel Voucher ...... 20

Create a NEW Travel Voucher ...... 20

General Document Information ...... 21

Trip Tab Information ...... 22

Ticket Tab Information ...... 23

Daily Lodging Costs and Meal Deductions Information ...... 24

ATM Withdrawals Information ...... 25

Costs Tab Information ...... 26

Cost Type Selection List Information ...... 27

Receipt Tab Information ...... 28

Justify/Remarks Tab Information ...... 29

Traveler Tab Information ...... 30

Summary Tab Information ...... 31

Changes Tab Information ...... 32

Submitting a Document For Approval ...... 33

Local Voucher ...... 34

Create a NEW Local Voucher ...... 34

General Document Information ...... 35

Trip Tab Information ...... 36

Cost Selection List Information ...... 37

Costs Tab Information ...... 38

Normal Commute Deduction ...... 39

Receipt Tab Information ...... 40

Justify/Remarks Tab Information ...... 41

Traveler Tab Information ...... 42

Submitting a Document For Approval ...... 43

Other Features ...... 44

Copy Doc ...... 44

Modify Doc ...... 44

Retract Doc ...... 45

Delete Doc ...... 45

Cancel Doc ...... 45

HTS Logon Procedures

To get into the HTS application, double click on the CMS Applications icon which is located somewhere on your PC desktop.

The hcfa.gov Domain logon window (FIRST Logon Window) will be displayed.

FIRST Logon Window

Enter the following information and click the OK button:

User Name: Your LAN userid

Password: Your hcfa.gov Domain password

Domain: hcfa.gov

If you have entered the correct user name and password, the Application Portal web page will appear (see next page).

HCFA.GOV Password Tips

·  Your hcfa.gov Domain password should be the same as your LAN (PC login) password.

·  For first time users, if your LAN password does not work, try the last 6 digits of your SSN.

·  If neither one of the passwords mentioned above work, use EUA PassPort (see NOTE below) to reset your password or contact the Service Desk (410 786-2580 or 800 562-1963) for assistance.

·  Passwords are case sensitive.

NOTE

1.  All password changes should be made using the EUA PassPort software. EUA PassPort will synchronize your hcfa.gov domain password, your HTS password and your LAN password. All the passwords used to log into HTS will be the same.

Application Portal (Web Page)

After entering the correct user name, password and domain on the FIRST Logon Window, you will be presented with a web page containing links to the Citrix applications you are authorized to access. If you are authorized to access HTS, an entry called HTS – Travel System (Production) will be included in the list.

Click on the HTS – Travel System [Production] link on the Application Portal web page.

A SECOND Logon Window will appear. This logon connects you to the MetaFrame server where the HTS application is located.

NOTES

1.  If HTS – Travel System [Production] does not appear on your Application Portal list, contact your HTS Coordinator to make sure you have completed all the required access forms.

2.  If HTS – Travel System [Production] does not appear on your Application Portal list and you have completed all the required access forms, contact the Service Desk (410 786-2580 800 562-1963) for assistance.

SECOND Logon Window

Enter the following information and click the OK button:

User name: Your LAN userid

Password: Your hcfa.gov Domain password

Log on to: hcfa.gov

NOTE: This is the same User name and Password you used on the FIRST Logon Window.

After clicking the OK button, the HTS logon window (THIRD Logon Window) will be displayed.

NOTE

1.  If you have never accessed HTS through the Application Portal before, you may see the following ICA Client File Security window:

Click the radio button next to the following items and then click OK:

Full Access (top section)

Never ask me again for this

application (bottom section)

THIRD Logon Window

Enter the following information and click the Logon button:

User ID: Your LAN userid

Password: Your HTS password

HTS Password Tips

·  Your HTS Password should be the same as your LAN (PC login) password.

·  For first time users, if your LAN password does not work, try WELCOME.

·  If neither one of the passwords mentioned above work, use EUA PassPort (see NOTE below) to reset your password or contact the Service Desk (410 786-2580 or 800 562-1963) for assistance.

·  The HTS Password is not case sensitive.

NOTE

1.  All password changes should be made using the EUA PassPort software. EUA PassPort will synchronize your hcfa.gov domain password, your HTS password and your LAN password. All the passwords used to log into HTS will be the same.

Changing Your HCFA.GOV Password

If you are required to change your hcfa.gov domain password, the following web page will appear. We strongly suggest, however, that you use EUA Passport to change your password so all your passwords are synchronized. If you change your hcfa.gov password using this screen, your hcfa.gov domain password may not be synchronized with your LAN and HTS passwords.

Changing Your Password Using EUA PassPort

The EUA PassPort icon should be located somewhere on your PC desktop:

If you do not see this icon on your PC desktop or need assistance using EUA PassPort, contact the Service Desk (410 786-2580 or 800 562-1963).

HTS Main Window

Select what you want to do by clicking an item in the Tool Bar:

·  New Doc - create a new travel document

·  Copy Doc - create a new Travel Order or Local Voucher by copying another one

·  Modify Doc - modify an existing travel document (preparation stage only)

·  Retract Doc - pull back a travel document that was recently submitted for approval

·  Delete Doc - delete a travel document (preparation stage only)

·  Cancel Doc - cancel a Travel Order that has already been completed

·  View Doc - look at a travel document without making changes

·  Doc Status - check the status of a travel document

NOTES

1.  The “What’s New in HTS?” window contains information about recent updates to HTS and any planned down time.

2.  You may leave this window open while you are working in HTS or close it by checking the Close button on the bottom of the window.

HTS Menu Options

You may use the HTS Menu items to access other features in HTS. The following are some of the HTS features you may find helpful:

· 
Change your HTS password (Edit Menu)

You may want to periodically change your HTS password to keep it synchronized with your LAN and/or hcfa.gov passwords.

·  Set up a Proxy (Maintenance Menu)

You may want to set up another preparer to act as your Proxy. Your Proxy has access to all the documents and travelers that you do. This can be helpful if you will be out of the office and someone else needs to create or modify a document for one of the people you prepare for.

Travel Order

Create a NEW Travel Order

·  Click the New Doc button on the Tool Bar.

· 
Click the Travel Order picture and then the OK button on the New Document popup.

A Selection List window appears listing the people you are authorized to prepare documents for:

· 
Click on a person’s name in the list and then the New button to open a new Travel Order document for that person.

General Document Information (Travel Order)

The Travel Order Title Bar contains the following information which is viewable no matter where you are in the document: Document Type (Travel Order), Document Number and Traveler’s Name.

The Travel Order document contains information that is grouped together using Tabs located at the top of the document. The Tabs used in the Travel Order are: Trip, Costs, Accounting, Justify/Remarks, Traveler and Summary. Information entered on one Tab may change information on other Tabs.

Click on a Tab to view or enter the associated information. It is suggested that you enter your Travel Order information by going through the Tabs from left (Trip) to right (Summary).

At the bottom of the Travel Order document are the Save, Close and Submit buttons. These buttons are available no matter which Tab you are on and pertain to the document as a whole and not to specific Tabs.

Save Button – save the document without closing it

Close Button – close (and save) the document so you can come back to it later

Submit Button – submit the document for approval (Note: you cannot submit a document unless all required information has been entered.)

Trip Tab (Travel Order)

General Information Section:

·  Select the appropriate Purpose Code from the drop-down list. Only one Purpose Code is required.

·  Describe the Purpose of the trip.

Destination and Per Diem Information Section:

·  Enter your official travel dates in the TDY Arrival Date fields. These dates should not include any personal days at the beginning or end of the trip.

·  Select the Mode of Transportation from the drop-down list.

·  Select the Destination State and City from the drop-down lists. If your Destination City is not in the list, type in the City.

·  Click the Add Button to add additional destinations, if necessary.

· 
You must complete the Destination and Per Diem Information section before you can leave the Trip Tab.

NOTES

1.  If you aren’t sure what Purpose Code to use, check with your HTS Coordinator.

2.  If Actual and Necessary or Conference Lodging rates are being authorized, select the appropriate type from the A&N / Conference drop-down list and enter the lodging rate that is being authorized.

3.  If you enter a City that is not in the list, the Max Lodging rate can be updated to use the Per Diem amount for the County in which the City resides, if known. To change the per diem rate, click the Change PD button and select the appropriate County from the list.

Costs Tab (Travel Order)

Ticket Information Section:

·  Enter your total Ticket Amount in the first Ticket Amount field.

·  Verify that the ticket Payment Method is correct.

Other Costs Information Section:

·  HTS automatically adds a cost item for Taxi/Limo/Shuttle in the amount of $50. This amount can be increased or decreased, or the item can be deleted.

·  A TMC Fees item will be added after you have entered your Ticket Amount. Fill in the TMC Fee amount.

·  Click the Add button to bring up the Cost Type Selection List to add additional cost items, if necessary (see next page).

Travel Advance Section:

·  If the traveler does have a government charge card (Govt Card is checked on the Traveler Tab), ATM Advance information will be displayed in the Travel Advance section.

·  If the traveler does not have a government charge card (Govt Card is not checked on the Traveler Tab), an advance can be requested by checking the Request Advance checkbox in the Travel Advance section.

Total Costs Section:

·  The totals shown in this section are automatically calculated based on costs claimed on the Travel Order and the trip dates entered on the Trip Tab.

If the traveler does not have a government charge card, the Travel Advance section will look like this. The traveler may request a travel advance by checking the Request Advance checkbox. HTS will then compute the maximum advance amount that is allowed.
Cost Type Selection List (Travel Order)

You can add additional cost items to the Travel Order’s Costs Tab as follows:

·  Click the Add button in the Other Costs Information section on the Costs Tab.

·  The Cost Type Selection List popup window is displayed.

·  Click on the cost item(s) you want to add.

·  Click the Add button on the Cost Type Selection List popup window to add the selected cost items to the Costs Tab.

·  Click the Done button when finished. You will be returned to the Costs Tab.

NOTE

1.  If you choose the “Other” cost type from the Cost Type Selection List popup window, the description will appear on the Costs Tab as “ENTER DESCRIPTION”. This must be changed to a valid description for the cost item.

Accounting Tab (Travel Order)

CMS Sponsoring Components Section:

For each Accounting row:

·  Select the appropriate Budget Category from the drop-down. If N/A appears in the Budget Category drop-down, contact your HTS Coordinator. N/A indicates that Budget Categories have not been set up for the selected CAN.

·  Select the appropriate Object class code from the drop-down list.

·  Select the appropriate Subobject class code from the drop-down list.

·  If the default CAN shown is not the correct one, you can change it by selecting a different CAN from the drop-down list or entering another component’s CAN.

·  Click the Add Button to add additional Accounting rows, if needed.

Other Non-CMS Sponsoring Organizations (Cash or Services in Kind) Section:

·  This section is only used when Cash or Services in Kind are being provided. Contact your HTS Coordinator if more information is needed on this subject.

NOTES

1.  If you aren’t sure what Budget Category or Object/Subobject class code to use, contact your HTS Coordinator.