University of Michigan Procurement Services

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EVENT IDENTIFIER INSTRUCTIONS

If you are obtaining a new event identifier for yourself, or for someone else, (whether affiliated with the University of Michigan or not) make sure "Self" appears in the "Acting for" field. If you are obtaining an event identifier for someone for whom you have been appointed a proxy*, choose their name from the drop down menu.

NOTE: The proxy procedure is no longer required. You may obtain Event/Trip numbers for someone else by choosing "Self" and listing their name(s) in the Notes area. The Event Identifier number is only tied to the individual(s) that file a Travel Expense Report for reimbursement. If you have already been appointed as a proxy, you may continue to use that procedure.

TIPS

If the traveler will be visiting multiple cities, show the last city, in the "City" field, and list all other cities to be visited, and any comments, in "Notes".

If the person requesting the event identifier is doing so for someone other than a University of Michigan employee (candidate for a job, visitor, etc.) list that information in the "Notes" section.

States appear alphabetically when using the drop down menu, or will appear alphabetically by the first letter that you enter, in that field. To scroll through all of the states beginning with that letter, use the down Arrow key.

List other people traveling with you, if applicable. If additional spaces are needed, click on "5 more".

If you notice an error has been made before you save the screen, either correct the field, or - to clear the entire screen and begin again, - click on "Reset Form". After all correct information has been provided, CLICK ON "SAVE EVENT".

In the “Notes” section of the Event Identifier Screen, describe the compelling business reason for the travel. Be specific about the name of the project and the conference name. For example, do not use “NSF”, use “National Science Foundation”.

Saving the Event: The "Save Event" function takes you to the panel that provides the assigned event identifier number, and allows you to verify all of the event information. No changes can be made on this screen.

Once you have saved the event, all corrections or changes must be made via the "View/Edit Past Events" screen on the main menu. Note: the program will allow changes or corrections on events for the past YEAR from the date shown in the Return Date field. This also applies for events/trips that have already been taken/held.

Making Changes: To make changes to the present event or a past event, choose "View/Edit Event": this screen lists by newest event number, ALL events logged in this program, to date. To view or edit a particular event, highlight the event, then scroll to the bottom of the screen and press "View/Edit Event" button. Make any changes, then press "Save Event". If you press "Reset form" it will erase any changes you have just made, but will not erase the entire form. Example: if you changed the date of return from 09/20/01 to 09/22/01 and pressed "Reset" instead of "Save", the date would revert to 09/20/01, and no change will be updated.

Choose "Go back to User Screen" and make further choices, or exit the program.

There is no mechanism to VOID OR CANCEL an event identifier once it has been issued. However, we suggest you make a notation in "Notes" should this occur.

Add/Edit Proxies: This screen is used to add or remove individuals to whom you have given authorization to acquire a trip number for you. Only currently employed staff or faculty can be appointed as a proxy.

To add a Proxy: scroll to the "Add Proxy" box. Type in the uniqname of
the person. If you do not know the uniqname, click below the box to be
taken to the University On-line Directory. Make a note of the uniqname.
Click "Back" to the Proxy screen. Enter the uniqname in the box, and
Click on "Update Proxy List". Their name will appear on your list, and your name will appear on their "Acting for" drop down menu. "Reset form" erases the uniqname from the box.

To remove a Proxy: click on the box under "Remove Proxy", and in front
of the name.

Click on "Go back to User Screen" and make further choices, or exit the program.

*If you have been designated as a proxy for someone else, they must have already added your name to their proxy list. Their name will appear on your drop down menu, only. If you have designated someone as your proxy, his or her name will appear on your "Add/Edit Proxies" screen, only.
Other Links

• Event Identification Number
• Address
• Training
• FAQ
• Glossary

Need Help? Please contact Payables at 734-764-8212 or email accounts.payable@umich.edu

University of Michigan Procurement Services, 3003 South State Street, Ann Arbor, MI 48109 Phone 734-764-8212
Copyright © 2007 the Regents of the University of Michigan



FAQs Contacts Green Purchasing Made in Michigan Glossary Forms For Suppliers MSupplier Portal		EVENT IDENTIFIER INSTRUCTIONS If you are obtaining a new event identifier for yourself, or for someone else, (whether affiliated with the University of Michigan or not) make sure "Self" appears in the "Acting for" field. If you are obtaining an event identifier for someone for whom you have been appointed a proxy, choose their name from the drop down menu. NOTE: The proxy procedure is no longer required. You may obtain Event/Trip numbers for someone else by choosing "Self" and listing their name(s) in the Notes area. The Event Identifier number is only tied to the individual(s) that file a Travel Expense Report for reimbursement. If you have already been appointed as a proxy, you may continue to use that procedure. TIPS* If the traveler will be visiting multiple cities, show the last city, in the "City" field, and list all other cities to be visited, and any comments, in "Notes". If the person requesting the event identifier is doing so for someone other than a University of Michigan employee (candidate for a job, visitor, etc.) list that information in the "Notes" section. States appear alphabetically when using the drop down menu, or will appear alphabetically by the first letter that you enter, in that field. To scroll through all of the states beginning with that letter, use the down Arrow key. List other people traveling with you, if applicable. If additional spaces are needed, click on "5 more". If you notice an error has been made before you save the screen, either correct the field, or - to clear the entire screen and begin again, - click on "Reset Form". After all correct information has been provided, CLICK ON "SAVE EVENT". In the “Notes” section of the Event Identifier Screen, describe the compelling business reason for the travel. Be specific about the name of the project and the conference name. For example, do not use “NSF”, use “National Science Foundation”. Saving the Event: The "Save Event" function takes you to the panel that provides the assigned event identifier number, and allows you to verify all of the event information. No changes can be made on this screen. Once you have saved the event, all corrections or changes must be made via the "View/Edit Past Events" screen on the main menu. Note: the program will allow changes or corrections on events for the past YEAR from the date shown in the Return Date field. This also applies for events/trips that have already been taken/held. Making Changes: To make changes to the present event or a past event, choose "View/Edit Event": this screen lists by newest event number, ALL events logged in this program, to date. To view or edit a particular event, highlight the event, then scroll to the bottom of the screen and press "View/Edit Event" button. Make any changes, then press "Save Event". If you press "Reset form" it will erase any changes you have just made, but will not erase the entire form. Example: if you changed the date of return from 09/20/01 to 09/22/01 and pressed "Reset" instead of "Save", the date would revert to 09/20/01, and no change will be updated. Choose "Go back to User Screen" and make further choices, or exit the program. There is no mechanism to VOID OR CANCEL an event identifier once it has been issued. However, we suggest you make a notation in "Notes" should this occur. Add/Edit Proxies: This screen is used to add or remove individuals to whom you have given authorization to acquire a trip number for you. Only currently employed staff or faculty can be appointed as a proxy. To add a Proxy: scroll to the "Add Proxy" box. Type in the uniqname of the person. If you do not know the uniqname, click below the box to be taken to the University On-line Directory. Make a note of the uniqname. Click "Back" to the Proxy screen. Enter the uniqname in the box, and Click on "Update Proxy List". Their name will appear on your list, and your name will appear on their "Acting for" drop down menu. "Reset form" erases the uniqname from the box. To remove a Proxy: click on the box under "Remove Proxy", and in front of the name. Click on "Go back to User Screen" and make further choices, or exit the program. If you have been designated as a proxy for someone else, they must have already added your name to their proxy list. Their name will appear on your drop down menu, only. If you have designated someone as your proxy, his or her name will appear on your "Add/Edit Proxies" screen, only. Other Links* • Event Identification Number • Address • Training • FAQ • Glossary Need Help? Please contact Payables at 734-764-8212 or email accounts.payable@umich.edu
		University of Michigan Procurement Services, 3003 South State Street, Ann Arbor, MI 48109 Phone 734-764-8212 Copyright © 2007 the Regents of the University of Michigan