Create Travel Particulars for a Personnel

Creating a Travel Request for a Personnel

From the Activity screen, you can create a travel request for a single crew member signing on or signing off. You can make a travel request when creating a new activity for the crew member OR by using the Travel Request link for an existing activity. This is the first step in making a confirmed travel booking for the selected personnel.

Note: You cannot add a traveller/crew member to an existing travel request. To add a crew member, you would need to delete the existing request and then create a fresh request.

Important Note: You would use the Travel Request feature if you will be utilizing a Travel Agent for the travel booking. However, if you are managing the travel booking by yourself i.e. without using a Travel Agent, you would need to use the Travel Details feature instead.

Click here to learn how to create a travel request for multiple crew members.

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Create a Travel Request for a Crew Member When Creating a New Activity
Create a Travel Request for a Crew Member from an Existing Activity

Creating a Travel Request for a Crew Member When Creating a New Activity

Screen Navigation: Personnel - Profiles - Activity tab

To create a travel request for a crew member when creating a new activity:

1. From the HR Manager main menu, click Profiles under the Personnel menu.

2. Ensure that the crew profile for which you want to create a travel request has been loaded. Use the Personnel search field to search and select the relevant crew profile OR use the Personnel List feature to load a previously saved list of crew and then select the crew member from this list. Then click a record from the Search Results section to view the profile.

3. After you have loaded the crew profile record, click the Activity tab.

Note: You can only create travel requests when creating new activities for activities that have the Travel check box selected in the Activity Register.

4. Click the 'Click here to create new record' link to create a new activity record. On the Activity screen, enter information in the following fields:

Field	Description
Activity Information:
Activity	Use the drop-down function to select an activity for the crew member. Note: For Standby Activities: In order to create a standby activity for a crew member, that crew member must already have a future planned activity on that same vessel (this is if this configuration setting has been carried out in your HRM System). The Checklist for the future assignment must also have been completed. The Checklist feature can be accessed by selecting an Activity record and then clicking the Checklist link. Select the relevant check boxes to indicate an item as being completed:
Vessel Name	Use the Lookup function to select the vessel to which the crew will be assigned. This should be based on the activity that you select.
Assigned Rank	Use the Lookup function to select the rank the crew member is assigned for the selected activity.
Notify Crew Date	Use the Lookup function to select the date the crew member is notified of his assignment.
Estimated Next Join Date	Application for 'SAIL' activities. Enables you to select the estimated date the crew member will be joining the subsequent vessel after the current activity has been completed. When you click to auto-create the EVCT, the end date of the EVCT will be taken from this field as this will be the date the crew member joins his next vessel.
Available for Rejoin Date	Use the calendar function to select the date the crew member is available to rejoin the vessel.
General Comments	Enter any comments pertaining to this activity.
Allocation Type	This field will only appear if the 'Allocation' check box is selected for this activity in the Activity Register. Use the Lookup to select the allocation type code to indicate the cost allocation for this activity.
Planning:
Planned Start Date	Use the calendar function to select the date planned for the start of this activity. When the actual sign on takes place, the Start Date field should be updated to reflect the actual date.
Planned End Date	Use the calendar function to select the date planned for the end of this activity. When the actual sign off takes place, the End Date field should be updated to reflect the actual date.
Planned Days	This field will be auto-calculated based on the Planned Start and End Dates entered.
View Vessel Voyage	Click this button to view the Vessel Voyage screen. You can select a vessel and then view the voyage plans created for it.
Actual:
Start Date	The actual start date of the activity.
Status	Use the drop-down function to select the status of the crew in relation to this activity, for example, whether he is on 'Standby' for the activity, etc. When a crew member signs on to the vessel or signs off, update the status to 'Confirmed'. Note: If the Global Settings for the vessel has been set to lock the activity upon sign on, then Office Users will not be able to edit this activity once the sign on has taken place UNLESS they have been granted special access rights. However, Vessel Users will still be allowed to edit this activity. Take note that only crew members with a Locked Sign On will appear on the Payroll screens. If an Office User has been granted special access rights to overwrite the Sign On/Off, he can select an Activity record and click either the 'Overwrite Sign On' or 'Overwrite Sign Off' link. Depending on your selection, either the Sign On Special Edit or Sign Off Special Edit pop-up window will be displayed: Amend the dates and status as required and then click OK.
Port	Use the Lookup function to select the port at which the activity will begin. This is based on the activity selected.
Reason	Use the Lookup function to select the reason as to why the crew member is signing on.
Lock	Select the check box to lock the sign-on information to prevent further editing. Only crew members with a locked sign on will be visible in the Payroll module.
End Date	Use the calendar function to select the actual end date of the activity.
Status	Use the drop-down function to select the status of the crew at the end of this activity.
Port	Use the Lookup function to select the port at which the activity will end.
Reason	Use the Lookup function to select the reason as to why the crew member is signing off.
Lock	Select the check box to lock the sign-off information to prevent further editing.
Sign On/Sign Off Comments	Enter any comments pertaining to the actual activity.
Wages:
Wage From and To	Use the calendar functions to select the appropriate dates. This information will be synchronized to the Payroll module. The dates for wage payment will be based on the dates entered in these fields.
Not on Payroll	Select this check box if the crew member is not on the company's payroll.
Vacation:
Use Default Ratio	Select this radio button if you would like to use the default ratio that has already been pre-defined by your company in the system for earned vacation time.
Ratio	Select this radio button if you would like to specify a ratio for the calculation of the earned vacation days.

5. Click Save after you have completed your entries.

6. A Travel Request pop-up window will then appear asking you if you want to create travel requests/pending travel requests for the activity. Select the relevant radio buttons to make the travel requests and click OK.

7. The travel request that you just created will now be available on the Requests screen in the Travel module (Travel - Requests). Proceed to the Requests screen in the Travel module and, under the Travel Request tab, click the travel request record that you just created.

Note: If you created a pending travel request (a travel request for future travel), the record will be listed under the Pending Travel Request tab on the Requests screen. You can turn this record into a travel request by highlighting it and then selecting the Request Travel button.

8. The Travel Request screen will then be displayed. On the screen, the Request No field shows the alphanumeric code that classifies the travel request, the Description field displays the description of the travel request and the Total Pax field indicates the number of crew members travelling in the travel request.

9. Under the Sign On and/or Sign Off tab, enter information in the following fields:

Field	Description
Sign On tab:
To	Use the Lookup function to select the place of arrival.
Port	Use the Lookup function to select the port of arrival.
Request Date	The date the travel was requested.
Arrival Date	Use the calendar function to select the date of arrival.
Arrival Time	Use the time view function to select the time of arrival.
Port Agent	Use the Lookup function to select the port agent at the port of arrival. Note: Click the '+' icon to add a port agent directly to a Port record. The Port Register that is displayed will be based on the Port you have selected in this record.
Contact Person	Use the Lookup function to select the port agent's contact person.
Sub Agent	Use the Lookup function to select the sub agent.
Contact Person	Use the Lookup function to select the sub agent's contact person.
Comments	Enter any comments pertaining to the arrival, if any.
Due Date	Use the calendar function to select the date the travel arrangements should be completed.
Due Time	Use the time view function to select the time the travel arrangements should be completed.
Status	The status of the travel request record.
Revision	The number of times the travel request has been revised.
Sign Off tab:
From	Use the Lookup function to select the place of departure.
Port	Use the Lookup function to select the port of departure.
Request Date	The date the travel was requested.
Departure Date	Use the calendar function to select the date of departure.
Departure Time	Use the time view function to select the time of departure.
Port Agent	Use the Lookup function to select the port agent at the port of departure. Note: Click the '+' icon to add a port agent directly to a Port record. The Port Register that is displayed will be based on the Port you have selected in this record.
Contact Person	Use the Lookup function to select the port agent's contact person.
Sub Agent	Use the Lookup function to select the sub agent.
Contact Person	Use the Lookup function to select the sub agent's contact person.
Comments	Enter any comments pertaining to the departure, if any.
Due Date	Use the calendar function to select the date the travel arrangements should be completed.
Due Time	Use the time view function to select the time the travel arrangements should be completed.
Status	The status of the travel request record.
Revision	The number of times the travel request has been revised.

10. The Travellers section displays the crew member that is travelling in the travel request. Click a traveller record to enter further details:

Field	Description
Travellers section under the Sign On tab:
Name	The name of the crew member signing on.
Rank	The rank held by the crew member signing on.
Nationality	The crew member's nationality.
From	Use the Lookup function to select the airport of departure.
Departure Date	Use the calendar function to select the date of departure.
Departure Time	Use the time view function to select the time of departure.
Return	Select the check box to indicate that a return ticket is required.
Return Date	Use the calendar function to select the return date.
Comments	Enter any comments pertaining to the traveller, if any.
Passport No	The crew member's passport number.
Passport Expiry	The expiry date of the crew member's passport.
Activity Code	The code for the crew member's activity.
Date	The start date of the crew member's activity.
Vessel	The name of the vessel on which the crew member carries out his activity.
Travellers section under the Sign Off tab:
Name	The name of the crew member signing off.
Rank	The rank held by the crew member signing off.
Nationality	The crew member's nationality.
To	Use the Lookup function to select the airport of arrival.
Arrival Date	Use the calendar function to select the date of arrival.
Arrival Time	Use the time view function to select the time of arrival.
Return	Select the check box to indicate that a return ticket is required.
Return Date	Use the calendar function to select the return date.
Comments	Enter any comments pertaining to the traveller, if any.
Passport No	The crew member's passport number.
Passport Expiry	The expiry date of the crew member's passport.
Activity Code	The code for the crew member's activity.
Date	The start date of the crew member's activity.
Vessel	The name of the vessel on which the crew member carries out his activity.

Note: When viewing the details of the traveller, you can also click the Activity, Travel Documents or Check License link to view his activity details, check the validity of his travel documents or check the validity of his licenses, respectively.

11. In the Agents section, click the '+' icon to select the agents from whom you wish to get a quotation. The Travel Agent pop-up window will be displayed where you can select more than one travel agent. Click OK.

12. Click Save at the top of the screen to save all your entries.

13. Highlight a travel agent in the Agents section and click the Send Email button to send the travel arrangement details to the travel agent for a quotation. An email pop-up window will be displayed where you can amend the details of the email before clicking Send. The System will then send the email with the booking details directly to the selected travel agent. A valid email address must be specified for this travel agent in the Registers sub module. If the Travel Agent uses the web-based BASSnet Travel Request Portal, they will be able to receive and manage booking request/details directly in the portal.

The date the email was sent will then be displayed in the Sent Date column. The Sent Revision column tracks the date of any revised versions of the details that were sent to the Travel Agent. The Received Date column tracks the date the quotation was received from the Travel Agent, while the Gateway Error column displays any errors related to the sending/receipt of the file through the BASSnet Gateway.

Note: With the integration of Instone (Maritime Travel Agent), when you click to send an email to the Instone travel agent, the System will automatically attach an XML file of the travel information to the email that will be sent out to the travel agent. The travel agent can then specify the quotation details or provide alternate suggestions and transfer the file back to the System via the BASSnet Gateway. The quotation/travel alternate details will then be automatically populated into the Travel Alternates & Comparison screen.

Alternatively, the travel agent can receive and manage travel requests and booking details via the web-based Travel Request Portal, and the agent can submit quotations through the portal.

Note: If you make any changes at a later time and wish to re-send the amended details to your selected travel agents, you can click the Send Email button again. A new email will then be sent to the selected travel agents. The revised request will be visible to the agent in the Travel Request Portal. The System will track the version number once the travel agent sends back an amended travel itinerary. This can be viewed in the Version column on the Travel Alternates & Comparison screen.

14. You can also export the travel arrangement details to Microsoft Excel by highlighting a travel agent and clicking the Export to Excel button (the Microsoft Excel file generated will be specific to the travel agent selected in the table). When the details are exported to Excel, the crew details of each crew member will be listed in individual tabs in the Excel sheet.

Creating a Travel Request for a Crew Member from an Existing Activity

Screen Navigation: Personnel - Profiles - Activity - Travel link - Sign On/Sign Off

To create a travel request for a crew member:

1. From the HR Manager main menu, click Profiles under the Personnel menu.

3. After you have loaded the crew profile record, click the Activity tab. A list of Activities created for the selected crew member will be displayed. Select an activity for which you want to create a travel request.

Note: You can only create travel requests for activities that have the Travel check box selected in the Activity Register.

4. The details of the selected activity will be displayed on the Activity screen. Hover your mouse over the Travel Request link and select either Sign On or Sign Off (depending on whether you are creating a travel request for a crew member signing on or signing off).

5. The Travel Request screen will then be displayed. On the screen, the Request No field shows the alphanumeric code that classifies the crew member's travel request, the Description field displays the description of the travel request and the Total Pax field indicates the number of crew members travelling in the travel request.

6. Under the Sign On and/or Sign Off tab, enter information in the following fields:

Field	Description
Sign On tab:
To	Use the Lookup function to select the place of arrival.
Port	Use the Lookup function to select the port of arrival.
Request Date	The date the travel was requested.
Arrival Date	Use the calendar function to select the date of arrival.
Arrival Time	Use the time view function to select the time of arrival.
Port Agent	Use the Lookup function to select the port agent at the port of arrival. Note: Click the '+' icon to add a port agent directly to a Port record. The Port Register that is displayed will be based on the Port you have selected in this record.
Contact Person	Use the Lookup function to select the port agent's contact person.
Sub Agent	Use the Lookup function to select the sub agent.
Contact Person	Use the Lookup function to select the sub agent's contact person.
Comments	Enter any comments pertaining to the arrival, if any.
Due Date	Use the calendar function to select the date the travel arrangements should be completed.
Due Time	Use the time view function to select the time the travel arrangements should be completed.
Status	The status of the travel request record.
Revision	The number of times the travel request has been revised.
Sign Off tab:
From	Use the Lookup function to select the place of departure.
Port	Use the Lookup function to select the port of departure.
Request Date	The date the travel was requested.
Departure Date	Use the calendar function to select the date of departure.
Departure Time	Use the time view function to select the time of departure.
Port Agent	Use the Lookup function to select the port agent at the port of departure. Note: Click the '+' icon to add a port agent directly to a Port record. The Port Register that is displayed will be based on the Port you have selected in this record.
Contact Person	Use the Lookup function to select the port agent's contact person.
Sub Agent	Use the Lookup function to select the sub agent.
Contact Person	Use the Lookup function to select the sub agent's contact person.
Comments	Enter any comments pertaining to the departure, if any.
Due Date	Use the calendar function to select the date the travel arrangements should be completed.
Due Time	Use the time view function to select the time the travel arrangements should be completed.
Status	The status of the travel request record.
Revision	The number of times the travel request has been revised.

7. The Travellers section displays the crew member that is travelling in the travel request. Click a traveller record to enter further details:

Field	Description
Travellers section under the Sign On tab:
Name	The name of the crew member signing on.
Rank	The rank held by the crew member signing on.
Nationality	The crew member's nationality.
From	Use the Lookup function to select the airport of departure.
Departure Date	Use the calendar function to select the date of departure.
Departure Time	Use the time view function to select the time of departure.
Return	Select the check box to indicate that a return ticket is required.
Return Date	Use the calendar function to select the return date.
Comments	Enter any comments pertaining to the traveller, if any.
Passport No	The crew member's passport number.
Passport Expiry	The expiry date of the crew member's passport.
Activity Code	The code for the crew member's activity.
Date	The start date of the crew member's activity.
Vessel	The name of the vessel on which the crew member carries out his activity.
Travellers section under the Sign Off tab:
Name	The name of the crew member signing off.
Rank	The rank held by the crew member signing off.
Nationality	The crew member's nationality.
To	Use the Lookup function to select the airport of arrival.
Arrival Date	Use the calendar function to select the date of arrival.
Arrival Time	Use the time view function to select the time of arrival.
Return	Select the check box to indicate that a return ticket is required.
Return Date	Use the calendar function to select the return date.
Comments	Enter any comments pertaining to the traveller, if any.
Passport No	The crew member's passport number.
Passport Expiry	The expiry date of the crew member's passport.
Activity Code	The code for the crew member's activity.
Date	The start date of the crew member's activity.
Vessel	The name of the vessel on which the crew member carries out his activity.

8. In the Agents section, click the '+' icon to select the agents from whom you wish to get a quotation. The Travel Agent pop-up window will be displayed where you can select more than one travel agent. Click OK.

9. Click Save at the top of the screen to save all your entries.

10. Highlight a travel agent in the Agents section and click the Send Email button to send the travel arrangement details to the travel agent for a quotation. An email pop-up window will be displayed where you can amend the details of the email before clicking Send. The System will then send the email with the booking details directly to the selected travel agent. A valid email address must be specified for this travel agent in the Registers sub module. If the Travel Agent uses the web-based BASSnet Travel Request Portal, they will be able to receive and manage booking request/details directly in the portal.

Note: With the integration of Instone (Maritime Travel Agent), when you click to send an email to the Instone travel agent, the System will automatically attach an XML file of the travel information to the email that will be sent out to the travel agent. The travel agent can then specify the quotation details or provide alternate suggestions and transfer the file back to the System via the BASSnet Gateway. The quotation/travel alternate details will then be automatically populated into the Travel Alternates & Comparison screen.

Alternatively, the travel agent can receive and manage travel requests and booking details via the web-based Travel Request Portal, and the agent can submit quotations through the portal.

11. You can also export the travel arrangement details to Microsoft Excel by highlighting a travel agent and clicking the Export to Excel button (the Microsoft Excel file generated will be specific to the travel agent selected in the table). When the details are exported to Excel, the crew details of each crew member will be listed in individual tabs in the Excel sheet.

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