- To Add travelers one at a time
After creating an attendance request event you will be navigated to an individual travel request dashboard page.
To add an employee as a traveler, click the Add Traveler button circled in red above. When you click the add traveler button, a pop-up window will appear to enter details about the employee's trip (see below).
The traveler's name will link to the employee's HR record in Beacon HR. Type the employees last name first and select the traveler from the filtered list as you type.
Next, use the drop-down to identify Fed/Non-Fed and Traverler's Role. The Attendee Justification area should clarify why the employee needs to attend this conference and what benefit the IC or employee will gain from this attendance request.
In the cost breakdown section, enter the Registartion Cost, Abstract Fee Cost Other Expesnse and Sponsor Paid portion individually.
For the Travel Cost section, you can enter one value in the Travel cost box or enter the details, which will automatically add up in the Total cost box. (Air/Train, Ground Transportation, Total Lodging, Total M&IE).
If other costs were entered, add a justification. As well, if sponsor costs were added, enter a justification.
- To Add travelers in Bulk
When you click the Add Bulk Travelers, a similar pop-up will appear to identify the total number of travelers. Rather than identify a name, use the drop-down to select the number of travelers attending.
For example, if you enter 20 bulk travelers, then 20 rows will appear for travelers with identical information and the name listed as *TBD*
You can click the blue pencil icon to edit a *TBD* traveler and associate this traveler with a known employee.
From the new pop-up window, you can identify the employee and change any details that were originally set in bulk.
*Note: You can edit any traveler during the Travel request process