LBNL's Travel System

Frequently Asked Questions (FAQ) Regarding LBNL's Travel System

 

This is document has been prepared with the intent to assist the laboratory community in the use of the Gelco system. If you have information that you think could be included in this document to help the laboratory community please email the Maxine Redfearn at MJRedfearn@lbl.gov and CC: Craig Gaylor at CRGaylor@lbl.gov. This document will be updated on a regular basis and will include your suggestions.

 

Accessing the Gelco System

1. Which browsers does Gelco support?

2. How do I log into Gelco?

3. Can I access the Gelco system outside of LBNL?

4. How should I set my Signature PIN?

5. I forgot my Signature PIN, how can I have it re-set?

 

 

Handling documents created in Gelco 8.1 (previous version)

6.How can I locate a document saved in the previous version of the Gelco system?

7. How do I enter a Gelco voucher for an Authorization saved in the previous version of the system?

8. How can I record the expense for train tickets?

9. I am at the point of selecting an approver and the approver list is not available. What can I do?

10. Why did I receive a check instead of applying funds to my VISA as I requested in a document saved in the previous Gelco version?

 

Questions as a result of the Gelco upgrade to version 9.0

11. Can I use special characters in my documents?

12. What can I do to shorten the time it takes to save a document?

13. How can I see the Lodging CONUS rate?

14. How do I tell the system that a meal is covered in the registration fees or event I am attending?

15. Is it possible to save a document with an incorrect project?

16. How do I change a project ID once you have entered one?

17. How can I delete in a voucher the ‘central lab billed’ air ticket originally recorded in the authorization to record an air ticket purchased through a different source?

18. How can I enter M&IE (meals and incidental expenses) when the actual expense is different than the per diem rate?

19. Can I process a voucher from authorization before the authorization is approved?

20. I want to have a record of an expense that I did not pay. Is it possible to include support for a trip from an outside organization/person, or to enter a zero cost instead of the per diem costs in a document?

21. How do I record vacation or leave time on a document?

22. How can my documents be sorted/ordered?

23. After selecting an approver there is still a red ‘X’. Is the document and approver correct?

24. My voucher has been approved but the voucher keeps reappearing in the approver’s account. How can the voucher leave the approver’s queue?

25. The approver cannot see the ‘In-Box to Stamp’ in the Gelco screen. How can he/she approve documents?

26. Is it possible for one person to approve the authorization and another to approve the related voucher?

27. How do I know the status of my document?

 

Questions Regarding Reimbursement

28. How do I know when the money has been deposited to my bank/account?

29. Why did I receive a check instead of applying funds to my VISA as I asked?

 

Contacts

30. Who can I contact for specific questions?

 

 

 

 

[Return to Top]

 

 

 

Accessing the Gelco System

1. Which browsers does Gelco support?

A: The Gelco vendor supports the Windows XP (Professional/Home) platform running the Microsoft Internet Explorer 5.0, 5.5 and 6.0 browsers. Although Gelco does not formally support the Macintosh platform, we have observed that Gelco runs satisfactorily on a Macintosh OS X operating system running the Mozilla Firefox 1.5.0.6 browser.

2. How do I log into Gelco?

A: To access the Gelco system, type trvprd in the URL (Web address). The full path name is http://trvprd.lbl.gov. To log in type your LDAP User Name and Password.

3. Can I access the Gelco system outside of LBNL?

A: The system is accessible outside of LBNL; even outside the LBNL firewall so that anyone, anywhere, with a Gelco supported operating system and browser is able to stamp documents.

4. How should I set my Signature PIN?

A: The first time you login into Gelco, you are required to set up a Signature PIN. This is a personal identification number within Gelco that you will have to use when you are signing documents whether as a traveler or as an approver. The Signature PIN must be at least eight characters long and must contain at least one numeric and one alpha character. The Signature PIN is case sensitive.

5. I forgot my Signature PIN, how can I have it re-set?

A: If you need your Signature PIN to be re-set contact the Travel office, they will re-set it for you.

 

 

 

[Return to Top]

 

 

 

Handling documents created in Gelco 8.1 (previous version)

6. How can I locate a document saved in the previous version of the Gelco system?

A: Documents from Gelco 8.1 are labeled as ‘Govt’.

7. How do I enter a Gelco voucher for an Authorization saved in the previous version of the system?

A: To create a voucher from an 8.1 ‘Govt Auth’, you must select the document type ‘Govt Vch from Govt Auth’.

8. How can I record the expense for train tickets?

A: When ‘train’ expense is used in converted documents and the document is ‘saved’, the expense disappears from the online screen; however the totals are shown as non-reimbursable costs. Whenever you have ‘train’ expenses for converted documents, contact the Travel office. The converted document must be abandoned and tied to a new document where there is no problem.

9. I am at the point of selecting an approver and the approver list is not available. What can I do?

A: This only occurs on 8.1 documents, labeled as ‘Govt’. The approver list does not show if a project ID is missing or the system cannot read it, on the ‘Document Information’ screen.

  • If the project is missing just enter a valid project and save the document.
  • If a project is visible, enter a new project save the document and go back and re-enter the original project and save again.

Afterwards the approver list will be displayed.

10. Why did I receive a check instead of applying funds to my VISA as I requested in a document saved in the previous Gelco version?

A: Be aware that from the previous Gelco version 8.1 to the current version 9.0, the ‘additional government charge card total’ on the ‘total screen’ functionality has gone away. Therefore, reimbursements for converted vouchers that were saved with a total to be applied to a VISA credit card will not work, and instead a check will be issued for that amount.

 

 

 

[Return to Top]

 

 

 

Questions as a result of the Gelco upgrade to version 9.0

11. Can I use special characters in my documents?

A: If you wish to use special characters, you should only use “-“ and “_” (dash and underscore) in the following fields: Names of documents, locations, users, travelers, and organizations. No other special characters should be used. You can also use a “space”.

12. What can I do to shorten the time it takes to save a document?

A: Try setting your screens to fewer rows and save more frequently. The Travel office recommends that to work on the expense screen use only 25 lines or less. To set the number of lines on the screen use the customize display on the expense line and/or the filtering options accessed in the search criteria box of the panel which allow filtering by expense category, date, itemized or errors.

13. How can I see the Lodging CONUS rate?

A: The only way to see the rate in ‘Expense Details’ is by clicking ‘Save Expense Changes’ from the main expense screen then re-enter the expense details screen.

14. How do I tell the system that a meal is covered in the registration fees or event I am attending?

A: To enter meals provided with a trip follow this navigation:

  • From the ‘Expense’ screen, click on the ‘expense details’ link (button between the expense category and the cost columns)
  • Click on the ‘Lodging details’ tab
  • Meals provided box at the lower left corner of the panel.

 

15. Is it possible to save a document with an incorrect project?

A: The system will not allow an invalid project to be selected. If the document has been saved with a valid project that has become invalid by the time the document has to be routed, the system will not allow the document to be routed and it will prompt the user for a new selection.

16. How do I change a project ID once you have entered one?

A: When preparing a document, the project can be changed only before the document is stamped and routed. Once the document has been stamped and routed, the Travel office recommends processing a resource adjustment to record the reclassification.

17. How can I delete in a voucher the ‘central lab billed’ air ticket originally recorded in the authorization to record an air ticket purchased through a different source?

A: On the expense screen and the ‘Airline Flight’ line item, use the drop down list to select ‘Emp Purchased Ticket’. The payment method will automatically change to “Other” (traveler reimbursement).

18. How can I enter M&IE (meals and incidental expenses) when the actual expense is different than the per diem rate?

A: To report actual M&IE expenses:

  • On the expense screen and the ‘M&IE’ line item, use the drop down list to select ‘M&IE – Breakfast – Actuals’ on the first day to report actual costs. M&IE actual will be displayed for breakfast, lunch, dinner and incidentals for that day.
  • In the “Copy Through” column, use the calendar to select the last day to report actual costs and then click the “Save” button. M&IE actual will be displayed for breakfast, lunch, dinner and incidentals for all days from the first through last day.
  • Change the expense amount in the “Cost” column for each meal or aggregate all meals per day as a single cost. You can use the copy through utility for repetitive meal amounts on successive days.

19. Can I process a voucher from authorization before the authorization is approved?

A: In Gelco 9.0 a ‘voucher from authorization’ can only be entered once the authorization is approved.

20. I want to have a record of an expense that I did not pay. Is it possible to include support for a trip from an outside organization/person, or to enter a zero cost instead of the per diem costs in a document?

A: The Gelco system does not allow a zero cost or negative cost/expense. Contact the Travel office for guidance.

21. How do I record vacation or leave time on a document?

A: To record vacation or leave time on a document follow these steps:

  • On the expense screen, use the ‘Lodging’ line item for your first day of leave.
  • Click on the document icon, next to the ‘expense category’ pull down menu.
  • This will open a window with two tabs.
  • Click on ‘lodging details’
  • Click on ‘Annual Leave’ in the ‘leave’ box.
  • Enter 8 (eight) hours, and then you can ‘Copy Through’ the lodging and M&IE through the end date of your leave.

22. How can my documents be sorted/ordered?

A: The Gelco system displays the last five most recent documents either entered or to be approved on the Home page. From the Open Copy Documents item from the menu, all documents for a selected user in the Traveler List are displayed by document type and within the document type by departure date, most recent first.

23. After selecting an approver there is still a red ‘X’. Is the document and approver correct?

A: When you select an approver, the system opens in the first column the possible alternative actions to take. The red ‘X’ that appears is there to show that this selected approver can be deselected in case you selected the wrong one, you would deselect the approver by clicking on the red X.

24. My voucher has been approved but the voucher keeps reappearing in the approver’s account. How can the voucher leave the approver’s queue?

A: Gelco 9.0 tightened the approval process, now documents must be approved in the ‘IN-BOX TO STAMP’ panel from the left hand menu. Even an approve stamp can be seen in the ‘OPEN COPY DOCUMENT’ screens, do not try to approve documents there.

25. The approver cannot see the ‘In-Box to Stamp’ in the Gelco screen. How can he/she approve documents?

A: The approver needs to be given the permission to approve in the Gelco system and also needs to be added to the routing list. Approvers must approve the document from the ‘In-Box to Stamp’ item menu, if this item is not there contact the Business Manager or Travel office,

26. Is it possible for one person to approve the authorization and another to approve the related voucher?

A: Yes, the person entering a document in the system must select an approver for a document from a drop down list.

27. How do I know the status of my document?

A: To find out the status of a document, select ‘Open Copy a Document’ from the left hand menu and a list of documents will appear. Position the cursor over the document icon and you will see information from the selected document including the status.

 

 

[Return to Top]

 

 

 

 

Questions Regarding Reimbursement

28. How do I know when the money has been deposited to my bank/account?

A: Once funds have been deposited or paid to your account, currently the only notification you will receive is a deposit/payment advice that is printed when General Accounting processes payments. The advice is sent with your name to the address listed in the Gelco voucher. This payment notification specifies if the funds have been deposited to your bank account (DIRDEP) or paid to your credit card (CORPCC).

29. Why did I receive a check instead of applying funds to my VISA as I asked?

A: In order to have funds applied to your Visa Credit Card the following requirements need to be met:

  • You must have a Corporate Visa Credit Card provided by LBNL (provided only to career employees)
  • You must be set up in the Gelco system to receive CC (credit card) ‘reimbursements’, before the voucher in the system is created
  • You must be set up in the Bank system (handled by General Accounting) If you are requesting reimbursement funds to be applied to your visa credit card for the first time, you might want to call the Travel office and make sure you are completely set up for this ‘payment method’.

 

For more information regarding Corporate Credit Card go HERE.

 

 

 

 

[Return to Top]

 

 

 

Contacts

30. Who can I contact for specific questions?

A: You can contact the staff in the Travel department HERE.