CONTENT

Creating a request

This form is used as a notification to the accounting office of a payment made with a business credit card. It can be found in Requests -> Others -> Card payment annoucement. 


Fill in the required details (cardholder, purpose of payment, supplier, price, currency, date of payment) and select whether the payment is for an overseas business trip or other. If you select "Other", confirm that the payment has been pre-approved in accordance with IOCB Directive 3/2008.

Once you select "Claim Type" as the "Business trip", a new "Planned Trip" window will open, where all the established business trips of the logged-in user will be listed. If you select one of the journeys, in the next step (after creating the request) the details of the specific journey will be automatically filled in (journey number, from-to, employee, country).

If the payment concerns multiple trips and multiple employees, you can add additional items after creating the request.

Clicking on +Creation of a request for a card payment... will open a window for filling in the details:


Here you must fill in the details of the trip (trip number, country, date of travel, employee, cost and which grant the card payment is funded by). The amount can be split over several grants and relate to several business trips (in this case click on +Add Item and fill in the details).

  Remember to save/confirm each line of details by clicking on:






It is also possible to add a Comment or insert Attachments:


1.1 The original tainvoice is in ELECTRONIC form 

Attach an invoice, invitation or other document to the notification that verifies the above payment information. Submit the completed form, including attachments, for approval. 

You no longer need to print the documents, they will automatically be sent to the mailroom upon approval.


1.2 The original invoice is in PAPER form

Complete the form and submit it for approval. Once the card payment notice has been approved, you will receive an automated email with the approved form attached. Print the form and submit it to the accounting office along with the original invoice.



2. Other payment

Fill in which grant will fund the payment. The amount can be split across multiple grants (in this case click +Add Item and fill in the details).

Remember to save/confirm each line with details by clicking on:






It is also possible to add a Comment or insert Attachments:


2.1 The original tainvoice is in ELECTRONIC form 

Attach an invoice, invitation or other document to the notification that verifies the above payment information. Submit the completed form, including attachments, for approval. 

You no longer need to print the documents, they will automatically be sent to the mailroom upon approval.


2.2 The original invoice is in PAPER form

Complete the form and submit it for approval. Once the card payment notice has been approved, you will receive an automated email with the approved form attached. Print the form and submit it to the accounting office along with the original invoice.

Save the form in PDF format


The form can be saved in PDF format by clicking the "Export to PDF" button found in the Request Detail (after opening the request in the employee's request list).

Approval process


The cardholder, the grant manager, the employee (affected by the business trip) and the Vice-Director for Economics  approve the credit card payment announcement.


The approval process is the same as for other requests. An approval notice will appear on the Albina Dashboard indicating that the "Card payment annoucement" can be approved, returned, or eject.

After clicking on the detail you can also add a comment.

Tutorials on other possible request settings: