Travel Approval System

Transcription

1 Travel Approval System Brief Overview of the new Travel Approval Form v 3.0 This basic tutorial provides screenshots and explanations for each screen in the travel approval system. This guide should help answer any questions you may have.

2 Contents What to send to the Travel Office... 4 Travel Services Contact Information... 4 Travel Approval System Menu screen... 5 Workflow Portal Home Screen... 5 Travel Approval - Form Overview... 6 Examples requiring additional Information:... 8 Recurring travel (Multiple Dates Same location)... 8 Justification: Presenting Invited, Selected or Peer Reviewed... 8 Justification: Other... 8 Foreign Travel:... 9 Group Travel:... 9 Fund Source for Travel:... 9 Expenses to be covered: Other Total Anticipated Amount of Expenditure: Travel Advance = Yes Cost Breakdown Alternate Routing: Checked Completed Form Submission Screen Submission Checking your Status Document Search Route Log Approved Travel Approved Travel Form Request on behalf of someone else Requesting a Travel Advance Promissory Note Revise a Previously Approved Request Approver View Approver View of Form Approver View - Modify Option... 23

3 Fund Source for Travel Expenses to be covered: Total Anticipated Amount of Expenditure Travel Advance Requested Travel Approval Modification Confirmation Approver View - Action List Approver View - Route Log... 25

4 What to send to the Travel Office PRE-TRIP The Travel Office will require a printed copy of the APPROVED Travel Approval Form prior to your trip for the following scenarios: - Requesting a Travel Advance (promissory note also required) - Requesting a Bradley Parking Permit POST-TRIP The Travel office will require a printed copy of the APPROVED Travel Approval Form post-trip for the following scenarios - Requesting a Travel Reimbursement (Must also submit Travel Reimbursement Form) - Reconciling a trip (if Advance was requested, must also submit Travel Reimbursement Form) Travel Services Contact Information Travel Services is located on the second floor of the New Central Warehouse Building on the Storrs campus. Mailing Address Phone Numbers Address Office of Travel Services 3 North Hillside Road, Unit 6220 Storrs, CT Phone: (860) Fax: (860) travel@uconn.edu Staff Member Contact Information Responsibility Gail Devereux Martin Dzenis Phone: (860) gail.devereux@uconn.edu Phone (860) martin.dzenis@uconn.edu Travel Advances Parking Permits Contracted Agency Air Tickets Employee Out-of-Pocket Reimbursements Advance/Reimbursement Check Availability David Paquette Phone: (860) david.m.paquette@uconn.edu IT Support

5 Travel Approval System Menu screen Request for Travel Approval System address: Workflow Portal Home Screen Workflow System address:

6 Travel Approval - Form Overview These Fields will populate upon submission of the travel form. Identification of Traveler: Fields self-populate for all employees. For undergrad and grad students, type in your Major Department name and their Ubox number, if able. Some students will not have the option. Date Fields: If travel is recurring on multiple dates, click on check box and fill in text box. Status: Traveler Relationship with the University. Justification criteria for Travel: Some criteria prompt for additional information. User may select multiple criteria. Include conference name or business purpose in respective field. Departure/Destination Fields. If Travel is outside of 50 US States, indicate as Yes under Foreign Travel, otherwise click No.

7 For student groups traveling domestic only. Enter each student s first and last name separated by a Indicate funding source and include applicable FRS accounts. Each account must match the fund source. If using multiple accounts, indicate amounts to be charged. Indicate any expenses to be incurred. If you will be parking at Bradley Airport, check the Require Bradley Parking Permit box. Travel Expenditures: Include all estimated expenses, including airfare + procard. If requesting a travel advance, click Yes, otherwise click No Fill in additional text box. Advance should be 75% of anticipated expenses less airfare and procard charges. A cost Breakdown is Required, when requesting a travel advance, or if the Trip is over $3000 domestic or $5000 International. Routing: Indicates to whom request is sent to for approval. If request should be routed to other department, click on Alternate Routing. To complete, click on Submit Request or to cancel, click Close, a document ID number will generate upon submission. This number will replace the TIF#.

8 Examples requiring additional Information: Recurring travel (Multiple Dates Same location) Travel to same location for different purposes on one trip: Example: Travel dates: 1/1/2011 2/1/2011. In multiple date s text box, indicate different purposes: 1/1/2011 1/30/2011: Sabbatical Leave 1/31/2011 2/1/2011: Presenting a paper Justification: Presenting Invited, Selected or Peer Reviewed Justification: Other Use this field, if your department requires more information than one of the common preselected criteria.

9 Foreign Travel: Yes If traveling out of the country Group Travel: If taking a group of students on a trip within the 50 United States Fund Source for Travel: Using Multiple FRS accounts, type in each FRS account being used and also type in the amount to be charged:

10 Expenses to be covered: Other Total Anticipated Amount of Expenditure: Travel Advance = Yes If requesting a travel advance, Take the Total Amount of the trip, Less Airfare, and less Prepaid Expenses (such as registration fees paid via Procard) and multiply the result by 75%. This will be your Advance amount. i.e. If Total Trip cost = $1000, Airfare - $500, Registration - $100 (paid via Procard) Calculate as follows: Advance = ( $1000 $500 (Airfare) - $100 (ppd registration) ) *.75 = $300 Cost Breakdown You must also include a Cost Breakdown, when requesting an advance, or if the total amount of the trip is over a certain amount. Type in each anticipated charge with the dollar amount next to each.

11 Alternate Routing: Checked There are four steps to selecting an alternate Approver: Check the Alternate Routing by clicking in the checkbox. Select the Alternate Route person in the dropdown Menu. After selecting your alternate Approver, type in a reason for selecting the Alternate Route. Click on Set Alternate Route

12 Completed Form The below is how the completed Approved form should look.

13 Submission Screen Once submitted, you will see the following screen. Please note the document ID. This is the reference number used for tracking your request and the Trip number submitted to Travel Agencies after approval. Submission You will also receive this it also gives you the document # if you forgot to record it earlier.

14 Checking your Status If you click on the link to check the status of your request, you will see this screen come up. If you cannot find the , you can simply go to and log in with your netid and password. You can check the status of your request - In the "Menu" section click on "Document Search"

15 Document Search Enter your document number in the "Document Id: field and click the search button. To view the document (form view) click on the document # Or you can simply check the status by looking at the Route Log Route Log Shows you what actions need to be taken or have been taken.

16 Approved Travel You will receive the below when your request is finally approved. Clicking on this link will bring you to the Approved Travel Form, which you can then print and send in to the travel office upon reimbursement, of if requesting an advance.

17 Approved Travel Form If you need to submit to the Travel office, click on the Print Request for submission to Travel Office button.

18 Request on behalf of someone else On the Menu Screen select On behalf of someone else Type in Name of traveler and click on Search - Select the traveler from the dropdown list. NOTE: There may be multiple persons with the same name For the Employees, The department name is generated next to the name and the address is in parenthesis. For Students, the address will show up. If filling out on behalf, please ensure to select the correct person.

19 Requesting a Travel Advance If Requesting a Travel Advance, Print out the form AND click on the promissory note link below in document. Promissory Note The Travel Advance Signatory Form (promissory note), below, will need to be signed and sent in with the travel approval form (above.) Both copies will be required to process a Travel Advance

20 Revise a Previously Approved Request You can revise a previously approved request. This is a helpful feature if many of the travel details are the same for your trips, as it copies all details from the previous trip. Click on either For Yourself or You initiated on behalf of someone else The next screen will display all previously approved trips. Click on the Document ID for any trip you d like to revise or copy the details. A new form will open with all details from the original form copied over. The Routing will remain the same as the original form, without the option of changing to whom the form is routed. A new document ID # will be created.

21 Approver View The designated Approver will see the following . The Approver can click on the link to approve immediately or can see all outstanding items requiring approval by click on the link for the action list.

22 Approver View of Form If all is okay, the approver will simply hit Approve and will see the below screen. If something needs to be modified, the approver can click Modify Request and see the Modify Form screen. The approver can also Return to the Initiator (submitter) or Deny the request entirely, if needed. If a request is denied, it becomes final and no further revisions can be made, the request essentially becomes void.

23 Approver View - Modify Option Fund Source for Travel Expenses to be covered:

24 Total Anticipated Amount of Expenditure Travel Advance Requested Travel Approval Modification Confirmation If an Approver has modified anything, the approver will need to confirm by hitting the Confirm button. If the approver inadvertently changed more than desired, they can simply hit Cancel

25 Approver View - Action List If and approver wants to see everything that is waiting for himself/herself, they would simply click the link for the action list and approver will see the below. Approver can also go to and click on Action List on left hand side of Menu. Approver View - Route Log