Reimbursements for OWASP staff - Revision history

Mtesauro: Added the account to use when assigning a request to be paid

2017-09-07T21:23:51Z

Added the account to use when assigning a request to be paid

Mtesauro: Added OSD link to the page

2017-09-01T19:48:17Z

Added OSD link to the page

Mtesauro: Did some minor edits so it reads better

2017-08-24T01:28:08Z

Did some minor edits so it reads better

Mtesauro: Completed the OWASP staff reimbursement process page

2017-08-24T01:24:56Z

Completed the OWASP staff reimbursement process page

Mtesauro: Initial Page

2017-08-24T00:27:21Z

Initial Page

New page

''Back to [[Reimbursement Process Details]]''

@@ Line 51: / Line 51: @@
 Using the email link or just logging into OSD, update the request to approved
 [[File:Staff-24.png|alt=OSD updating request status to approved|center|thumb]]
-Once its updated to approved, assign the request to the Virtual accounting team
+Once its updated to approved, assign the request to the Virtual accounting team - look for "Reimbursement Team"
 [[File:Staff-25.png|alt=OSD assigning an approved request to the accounting team|center|thumb]]
 [[File:Staff-26.png|alt=OSD request is now assigned to the accounting team|center|thumb]]

@@ Line 3: / Line 3: @@
 The process for OWASP staff handling reimbursement requests is as follows:
-(1) Log into the OWASP Service Desk site
+(1) Log into the [https://owasporg.atlassian.net/secure/MyJiraHome.jspa OWASP Service Desk] site
 [[File:Staff-01.png|alt=OSD Login page|center|thumb]]
-Note:  OWASP Staff must login using our G Suite (aka @owasp.org) credentials
+'''Note''':  OWASP Staff must login using our G Suite (aka @owasp.org) credentials
 [[File:Staff-02.png|alt=Staff login with their @owasp.org identities|center|thumb]]
 [[File:Staff-03.png|alt=Being prompted to login with G Suite identity for staff|center|thumb]]

@@ Line 39: / Line 39: @@
 You'll need to repeat the procedure of adding a second leader if the request is for Project or Chapter funds and greater then $500.  You do the exact same thing a second time.
-(6) Add a comment asking the leader for an approval/denial of the request
+(6) Add a comment asking the leader(s) for an approval/denial of the request
 [[File:Staff-18.png|alt=OSD asking for an approval via comments|center|thumb]]
 [[File:Staff-19.png|alt=OSD completed comment asking for approval|center|thumb]]
 (7) Since the leader(s) are added and the comment notifies them of the need for an approval, change the status to "Waiting for approval" by clicking "Emailed Leaders"
 [[File:Staff-20.png|alt=OSD changing status to waiting for approval|center|thumb]]
-Now that the status is "Waiting for approval", you're done with the request until the leader goes in an approves the request.
+Now that the status is "Waiting for approval", you're done with the request until the leader(s) approves the request.
-====== After a leader has approved the request ======
+====== After a leader(s) have approved the request ======
 You will get notified via email when the approval/denial happens (and any other updates to the request)
 [[File:Staff-22.png|alt=OSD notification that approval has happened|center|thumb]]

← Older revision		Revision as of 01:24, 24 August 2017
Line 1:		Line 1:
		+	''Back to [[Reimbursement Process Details]]''
		+
		+	The process for OWASP staff handling reimbursement requests is as follows:
		+
		+	(1) Log into the OWASP Service Desk site
		+	[[File:Staff-01.png\|alt=OSD Login page\|center\|thumb]]
		+	Note: OWASP Staff must login using our G Suite (aka @owasp.org) credentials
		+	[[File:Staff-02.png\|alt=Staff login with their @owasp.org identities\|center\|thumb]]
		+	[[File:Staff-03.png\|alt=Being prompted to login with G Suite identity for staff\|center\|thumb]]
		+	(2) Staff can use the 'Dashboard' to see the status of their queue
		+	[[File:Staff-04.png\|alt=OSD staff dashboard\|center\|thumb]]
		+
		+	You can also look at the overall queues by selecting the OWASP Service Desk (OSD)
		+	[[File:Staff-05.png\|alt=OSD selecting the OSD project\|center\|thumb]]
		+	[[File:Staff-06.png\|alt=OSD queue details and overview\|center\|thumb]]
		+	The "Assigned to me" queue is the important one, anything with "'''NEEDS APPROVAL'''" is new and should be handled first
		+	[[File:Staff-07.png\|alt=OSD Assigned to me queue\|center\|thumb]]
		+	You can see the overall workflow at anytime in any request details page - the workflow looks like this
		+	[[File:Staff-08.png\|alt=OSD request workflow diagram\|center\|thumb]]
		+	(3) Working a request: First you'll need to sanity check the request by review the details page and looking at any supporting attachments by clicking on them like
		+	[[File:Staff-17.png\|alt=OSD review uploaded files on a request\|center\|thumb]]
		+	You can also look at the original request by clicking on this useful link - it will open the original request in a new tab
		+	[[File:Orig-request-01.png\|alt=OSD link to see original request\|center\|thumb]]
		+	[[File:Orig-request-04.png\|alt=OSD reviewing the original request\|center\|thumb]]
		+	(4) After you've sanity checked the request, you'll need to lookup the budget owner (OWASP Leader) and add them to the request
		+	[[File:Staff-09.png\|alt=OSD adding leaders to the request for approval\|center\|thumb]]
		+	If the leader has never logged into OSD, they won't be found when you try to enter their email address
		+	[[File:Staff-10.png\|alt=OSD no matches on leaders email address\|center\|thumb]]
		+	So, you'll need to add them as a 'customer' by clicking customers on the left menu
		+	[[File:Staff-11.png\|alt=OSD adding leaders as 'customers'\|center\|thumb]]
		+	Use the "Add Customer" to add their info
		+	[[File:Staff-12.png\|alt=OSD adding leaders as customers\|center\|thumb]]
		+	And they'll show up in the customer list
		+	[[File:Staff-13.png\|alt=OSD leader is now a listed customer\|center\|thumb]]
		+	Now go back to "Queues" and "Assigned to me" (aka return to the item you were working)
		+	[[File:Staff-14.png\|alt=OSD back to the queue item you were working on\|center\|thumb]]
		+	(5) Now you can add the leader to the request (either after adding them as a customer or they were already a customer)
		+	[[File:Staff-15.png\|alt=OSD adding leader to a request for approval\|center\|thumb]]
		+	You'll need to repeat the procedure of adding a second leader if the request is for Project or Chapter funds and greater then $500. You do the exact same thing a second time.
		+
		+	(6) Add a comment asking the leader for an approval/denial of the request
		+	[[File:Staff-18.png\|alt=OSD asking for an approval via comments\|center\|thumb]]
		+	[[File:Staff-19.png\|alt=OSD completed comment asking for approval\|center\|thumb]]
		+	(7) Since the leader(s) are added and the comment notifies them of the need for an approval, change the status to "Waiting for approval" by clicking "Emailed Leaders"
		+	[[File:Staff-20.png\|alt=OSD changing status to waiting for approval\|center\|thumb]]
		+	Now that the status is "Waiting for approval", you're done with the request until the leader goes in an approves the request.
		+
		+	====== After a leader has approved the request ======
		+	You will get notified via email when the approval/denial happens (and any other updates to the request)
		+	[[File:Staff-22.png\|alt=OSD notification that approval has happened\|center\|thumb]]
		+	Using the email link or just logging into OSD, update the request to approved
		+	[[File:Staff-24.png\|alt=OSD updating request status to approved\|center\|thumb]]
		+	Once its updated to approved, assign the request to the Virtual accounting team
		+	[[File:Staff-25.png\|alt=OSD assigning an approved request to the accounting team\|center\|thumb]]
		+	[[File:Staff-26.png\|alt=OSD request is now assigned to the accounting team\|center\|thumb]]
		+	You're now done with this request. The Virtual accounting team will complete the request by paying all approved requests assigned to them.
		+
	''Back to [[Reimbursement Process Details]]''		''Back to [[Reimbursement Process Details]]''