CONTENT
- 1. Creating a Proposal for a Domestic Business Trip
- 2. Creating a Report from a Domestic Business Trip
1. Creating a Proposal for a Domestic Business Trip
The "Proposals" section displays a list of all the proposals you have created for a business trip. A new proposal can be created using the button 
.
The "Proposal for a domestic business trip" form will be displayed, where you can fill in the individual fields (fields highlighted in yellow are mandatory, fields highlighted in grey are automatically filled in and cannot be changed).
1.1. Description of Individual Fields
Participant
| Name | The name of the applicant by the person logged in. | (automatically filled in) Another participant of the business trip can be selected using the drop-down menu. |
| Address | Applicant's permanent address. | (automatically filled in) |
| PPV | Applicant's job position in IOCB | (automatically filled in) Can be selected if the employee has more than one job positions in IOCB |
| Place of work | Place of work in IOCB, according the contract | (automatically filled in) |
| Passengers | A travel companion or multiple travel companions can be selected. FILL IN ONLY IF YOU ARE TRAVELLING BY PERSONAL VEHICLE OR IF YOU HAVE A MULTIPLE PASSENGER TICKET | (select from drop-down menu) |
Basic Data
| Date from | start date of the business trip | the exact time can be filled later in the trip report |
| Date to | end date of the business trip | the exact time can be filled later in the trip report |
| Type of journey | Conference* Workshop Cooperation in a foreign workplace Cooperation in a domestic workplace Invited lecture Defence Other | (select from drop-down menu) If you select "Other", add details in the "Note" section of the "Trip specifications". |
| Place of start/ End | statr/end location of the business trip | the end of the trip is automatically filled in according to the start; can be overwritten |
| Meeting place | ||
| Means of transport | Passenger -without transport- Plane Train Bus Company car Private car Company motorcycle Private motorcycle Public transport Taxi Car rental Private - paid standard replacement Passenger car | (select from drop-down menu) |
| Means of transport at the point of travel | Passenger -without transport- Plane Train Bus Company car Private car Company motorcycle Private motorcycle Public transport Taxi Car rental Private - paid standard replacement Passenger car | (select from drop-down menu) |
*If Conference is selected in the "Type of journey", it can be added more information in the "Conference details" section:
| Active participation at the conference | tick if active participation | (tick box) |
| Abstract | insert abstract as an attachment |  |
| Conference URL | fill in the link to the conference |
** If "Private car" or "Private motorcycle" will be used for the business trip, it is necessary to fill in the vehicle information (license plate number, vehicle type, fuel type, fuel consumption per 100 km).
And fill in the request "Private vehicle for business trip" ID from Albina.
The request ID can be found in Albina in the employee's request list in the "ID" column.
Trip Specification
| Shift from/to | applicant's work shift If you have set a different shift start time in OKbase than 7:30 a.m., change it here in the "Shift from" window. | The end of the shift is automatically calculated. |
| Purpose of the trip | ||
| Source of financing | Select the VEJ/grant number from which the trip will be funded (if funded from multiple sources, select 1 of them and specify the others in the "Additional information" section). | (select from drop-down menu) |
| Clerk | If you know the name of the officer in charge of your trip, fill it in | (select from drop-down menu) |
| Note | ||
| Attachment | use icon  to upload files |
Additional information
| Source of financing | Financed from VEJ Financed from source indicated Combination of VEJ+source indicated | (select from drop-down menu) |
| Clarification of costs distribution per funding source | Specify the breakdown of costs per funding source. |
Process
In this section, one line is automatically generated for the entire duration of the trip. The trip duration can either be a continuous interval or you can generate runs for each day of the schedule using the Generate for each day button.
If you interrupt the trip (e.g. due to a holiday):
- generate a trip flow for each day
- tick the days on which you are interrupting the journey (in the Interruption column)
- write the reason for the interruption (e.g. holiday) in the note
(the exact times of the interruptions will be added in the Domestic Trip Report)
Planned Expenses
Complete only if you are requesting an advance for the trip.
Meals
In this section, you can select whether meals will be provided and to what extent (breakfast, lunch, dinner) by ticking the box.
It can be completed after returning to the Domestic Trip Report.
1.2 Saving the Proposal
To save a work trip proposal, use the Save button.
The newly created work path is displayed with the status "In progress".
1.3 Submitting a Proposal
To submit a proposal for a specific business trip, you can use the "Propose for approval" button.
You can cancel a submitted travel proposal before approval by clicking on "Cancel proposal".
1.4 Deleting or Copying a Proposal
If a trip proposal is a work in progress, you can Edit, Delete or Create a copy.
If the proposal is already approved, only a copy can be created.
2. Creating a Report from a Domestic Business Trip
The report will be established by the officer (from Department of planning and budget) after approval of the proposal.
After returning from the business trip, open the 'Report from domestic business trip' and fill in the required information.
2.1. Description of Individual Fields
The basic data is taken automatically from the business trip proposal. Fill in the data in the report or modify it if necessary.
Participant
Add "Passengers" if applicable - if a private vehicle was used as the means of transport.
Basic data
Fill in the exact start and end time of the business trip and, if applicable, specify the means of transport at the place of travel.
Information about own vehicle
If 'Private car/motorcycle' was filled in as the means of transport, fill in 'Price per litre' (if not filled in, the Decree price will be used) and 'Kilometres travelled'.
Trip specification
As an attachment, insert documents related to the trip e.g. abstract - if not already inserted in the trip proposal; confirmation of attendance at the conference; invoice for accommodation, conference fee; bank withdrawal slip; fuel and parking receipts etc.
Please do not bring the attached documents in paper form to the Department of Planning and Budget.
Additional information
If your own vehicle was used for the trip, you must include information on the kilometres travelled both on business and privately, if applicable.
Please add: date, place and time of departure + date, place and time of arrival + kilometres travelled + driving time.
Do not fill in the form "Passenger Transport Vehicle Record" (STAZKA).
Process
Do not fill in. The details will be completed by the officer.
Meals
Data taken from the business trip proposal. Adjust according to reality.
Additional Advances and Compensation
Do not fill in. Details to be completed by the Travel Officer.
2.2 Sending the report for approval
Using the button "Propose for approval", the business trip report will be forwarded for approval and its status will change to "Proposed".
If necessary, the message can be deleted using the button "Delete".
2.3 Printing the report
For a billed business trip, a "Report" can be printed by using the button and selecting the report.
