APR (ACI Payment Request) APR H -

COMMISSION EUROPÉENNE
DIRECTION GENERALE DE L’INTERPRETATION
Direction Resources and Administration – Unit S3
APR
HOW-TO MANUAL V1.04
APR (ACI Payment Request)
APR : How to – Manual –V1.01 - SCIC S/3 IRM TEAM
APR : How to – SCIC S/3 IRM TEAM
Table of Contents
INTRODUCTION..............................................................................................................................4
Purpose ..............................................................................................................................................4
Organisation .......................................................................................................................................4
Responsibilities linked to the document ..............................................................................................4
Chapter 1
Log on to APR..............................................................................................................5
1.1 Open the Inter-Institutional Web Calendar ................................................................................5
1.1.1 From SCIC NET................................................................................................................5
1.1.2 Directly from the Inter-institutional Web Calendar page.....................................................6
1.1.3 Inter-Institutional Web-Calendar........................................................................................7
Chapter 2
Within APR ...................................................................................................................8
2.1 The homepage ..........................................................................................................................8
2.1.1 Duration ..........................................................................................................................10
2.1.2 Transport .........................................................................................................................11
2.1.3 Other ...............................................................................................................................17
REVISION HISTORY .....................................................................................................................21
APR : How to – SCIC S/3 IRM TEAM
INTRODUCTION
Purpose
The goal of this document is to provide all regular and/or occasional users with APR
application documentation.
Organisation
This manual consists of an introduction and 2 chapters.
Responsibilities linked to the document
The directorate Resources and Support of DG INTERPRETATION (DG SCIC) is in charge
of writing this User Guide (including Technical Notes) as well as publishing, updating and
providing it to different groups of users.
APR : How to – SCIC S/3 IRM TEAM
Chapter 1
Log on to APR
1.1 Open the Inter-Institutional Web Calendar
The first step consists of opening the Inter-Institutional Web calendar: this may be done either
from SCICNET or from the EUROPA web page.
1.1.1 From SCIC NET
Log on to SCICNET and enter
your login and password.
In the SCICNET left menu, open
the ACI section
APR : How to – SCIC S/3 IRM TEAM
On the ACI Homepage, click on
'Inter-Institutional Web Calendar'.
1.1.2 Directly from the Inter-institutional Web Calendar page
To open the ACI webpage on Europa, you enter the address below.
http://scic.ec.europa.eu/aic/aic_direct_en.htm
You can access the InterInstitutional Web Calendar
from the Europa Webpage by
clicking the button 'InterInstitutional Web Calendar'
APR : How to – SCIC S/3 IRM TEAM
1.1.3 Inter-Institutional Web-Calendar
Enter your username and
password, which are the same
as the username and password
you use to enter SCICNET.
With the Inter-Institutional Web
Calendar open you may click
on a contract day from the past.
Example: Friday 01/10/2010.
Then you click on 'Payment
Request' to enter the online
payment request (APR).
The Payment Request is also
accessible within the menu of
the Inter-Institutional Web
Calendar.
Click
Request
Payments->Payment
APR : How to – SCIC S/3 IRM TEAM
Chapter 2
Within APR
2.1 The homepage
The Payment request:
If you use the printout only version of this APR then it has to be returned, completed and signed, with
the original supporting documents (or a copy of the boarding passes for tickets issued by the
European Parliament's approved travel agency and paid by the European Parliament) and
derogations if any, within 4 months following the end of the services provided, to the following
address: European Commission, Office C 107 01/58, B-1049 Brussels.
Any query or complaint concerning a payment must be received within 4 months from the date of the
payment. Expenses and/or allowances not indicated will not be paid. If you use the online facility the
same time limits apply.
The homepage of APR contains the following elements:
- a drop-down list allowing for selection of contract dates
- a second drop-down list which is a coloured legend synchronised with the selected contract
- the personal data of the ACI
- a tab bar which contains 5 items (Duration, Transport, Accommodation, Other, Summary)
- the option to choose between a fully electronic version (upload of supporting documents included)
and a version to print out and send by ordinary mail.
It also contains the first part of the payment request: 'Duration'.
APR : How to – SCIC S/3 IRM TEAM
- On the upper-right corner of the APR homepage, you find an email icon
that opens a dialog box
as seen below to begin an email conversation with the SCIC PAYMENT GROUP linked to the
contract.
A click on the email address can open your e-mail client and fill in the 'To' and 'Subject' field of your
message.
If your e-mail client cannot be directly launched from your browser although you wish to use the email address to contact the group, it is possible to copy the email address and the reference text into
the subject line of your e-mail.
Next to the
icon, you see the 'log off' icon
icon leads to the present user-manual.
that will close your web browser. The help
There are two ways to fill in the payment request. As you see above, two options are available
• Fully electronically.
• To print out and send by ordinary mail; if you choose this option, you will be notified
by this message box below that by applying this change, the process of your request
will be slower than by electronic means. Furthermore, you must not forget to attach all
the original supporting documents per request.
APR : How to – SCIC S/3 IRM TEAM
2.1.1 Duration
When you have completed this section you can click on 'Next step' to access and fill in the next page.
In case of missions involving several locations you have to specify the travel schedule by date and
location for each day during the period covered by those missions.
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2.1.2 Transport
This is the 'Transport' section where the Travel Schedule and travel expenses have to be entered.
In case of assignment to an itinerant mission, you will be requested to detail the locations day by day.
To add a new item in the Travel Schedule, click 'Add location & date'.
To add a new item in the Travel Expense section, click 'Add an item'.
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If you choose 'Bus' the system will ask you to specify whether this bus served as Shuttle from/to the
airport, if 'yes' then 'Bus' is replaced by 'Shuttle from/to the airport'.
If you choose 'Plane' the system will ask you to specify whether the ticket was prepaid by the
Institution's travel agency, if 'Yes' then 'Plane' is replaced by 'Prepaid ticket'.
If you choose 'Train' the system will ask you to specify whether this train served as Shuttle from/to
the airport, if 'Yes' then 'Train' is replaced by 'Shuttle from/to the airport'. If 'No', then the system
will ask you to specify whether the ticket was prepaid by the Institution's travel agency, if you answer
'Yes' to that question then 'train' is replaced by 'Prepaid ticket'.
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With very few exceptions, supporting documents are always mandatory.
Click 'Add the item' after you have entered the data, this will also upload the supporting documents.
With very few exceptions, supporting documents are always mandatory. Deleting (let's call it Doc_A)
a document is only possible when at least one other supporting document is still associated to that very
expense. In the case of there being only one supporting document, you will have to first add the new
supporting document (let's call it Doc_B) before you will be able to delete the so called Doc_A
document.
If you have travelled by car and are requesting the payment of a flat-rate travel allowance please
upload your supporting document(s).
APR : How to – SCIC S/3 IRM TEAM
You may afterwards either edit
or remove the item . It is also possible to view the supporting
document for an item as shown below by clicking this icon . When you have completed 'Transport',
click 'Next step'.
Prepaid Ticket: These tickets are already paid by the accredited travel agencies of the European Institutions.
Shuttle: Reimbursement is made automatically based on public transport between the airport and the city centre.
In the comments box, if a specific fare is mentioned, then it will be necessary to upload the corresponding
supporting document.
Car: In most cases, reimbursement is made automatically. However, in case of missions please indicate the fare
and upload the corresponding supporting document. Supporting documents are also necessary in order to benefit
from the payment of flat-rate travel allowances.
Visa & Vaccine: Supporting documents are mandatory.
Other: Price + Supporting documents
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Accommodation
The 'Accommodation' sub-form is similar to the previous sub-form. To add an 'expense' in the
accommodation expense list, click on 'Add the expense'
Click 'Add the expense' after you have entered the data, this will also upload the supporting
documents. With very few exceptions, supporting documents are always mandatory. Deleting (let's
call it Doc_A) a document is only possible when at least one other supporting document is still
associated to that very expense. In the case that there is only one supporting document, you will have
to first add the new supporting document, (let's call it Doc_B), before you will be able to delete the so
called Doc_A document.
You may afterwards either edit
or remove the expense . It is also possible to view the supporting
document for an expense as shown above by clicking this icon .
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Concerning contracts with the European Parliament in Luxemburg, Strasburg and Brussels it
is either possible to specify the price per night (as shown on the previous page) or to specify a
number of days with flat-rate nightly allowance as shown below.
When you have completed 'Accommodation', click 'Next step'.
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2.1.3 Other
You may also specify whether non-working days have been requested during this period and also if
any allowances and/or expenses have been paid by another organisation or employer and add
supporting documents as shown below.
In case of Article.11: If at least 1 non-working-day has been granted then it is mandatory either to
upload supporting documents or (if there are no supporting documents) to enter the justifying
comments in the 'Justification' field.
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You may enter further details into the general remarks about the contract.
Click on "Add supporting documents" to add your document. A further click on the button allows you
to collapse/unfold the frame containing the list of uploaded ‘general remarks’ documents.
When you have completed this tab, click 'Next step'.
APR : How to – SCIC S/3 IRM TEAM
The last sub-form entitled 'summary' contains
a summary of your payment request.
As a precaution, you may review and verify
the previous steps by clicking 'Previous Step'.
This may avoid the payment manager having
to send you back the form to ask you to add
more details.
You have now to validate and sign your payment request by entering your password. Finally you click
on 'Send to PAYMENTS OFFICE'
From that moment on, as soon as you have sent your request, it is no longer possible to modify this
online payment request form. Consequently, if any data need to be rectified, you will have to contact
your payments manager.
APR : How to – SCIC S/3 IRM TEAM
It is possible to print out the summary and/or save it as a local .pdf file.
APR : How to – SCIC S/3 IRM TEAM
REVISION HISTORY
Version
Date
By
Description
1.0
08/10/2010
Emmanuël
DUBRULLE
EN Version
04/11/2010
Maria Glynn
Review
1.01
28/02/2011
Emmanuël
DUBRULLE
Update
1.01
03/03/2011
Maria Glynn
Review
1.01
11/03/2011
Emmanuël
DUBRULLE
Corrections
1.01
21/03/2011
Emmanuël
DUBRULLE
Update after review by Suzanne Van Damme
1.02
20/10/2011
Emmanuël
DUBRULLE
Update
1.02
25/10/2011
Maria Glynn
Review
1.03
12/02/2012
Emmanuël
DUBRULLE
Update
1.04
19/06/2012
Emmanuël
DUBRULLE
Update