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Travel@IU is an administrative system that automates the travel authorization and reimbursement process. Organizations who elected to be early adopters have been participating in the pilot program since mid-January, 2010. Since that time many organizations have been trained and are using the system on a daily basis. The goal is to have 100% participation in the use of the system by the end of July, 2010.

Creating new state, domestic, and foreign trips is made easy with Travel@IU.

Authorization/Prepayment Route Levels Workflow


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Stages Route Level Purpose Required? Ability
1 Un-routed
(traveler or travelerís arranger)
To initiate document Yes
  • No restrictions
  • Submit
2 Traveler To allow travelers to approve trips generated by their arrangers Conditional (will route for approval or FYI)
  • No restrictions
  • Approve/Disapprove
3 Content Orgs set this up so that initiator and traveler do not need to know the accounting. The chart/org is based on the traveler unless the travelerís chart/org is blank (student) then use the arrangerís chart/org. If Chart/Org is set up in workflow
  • Add/update all accounts
  • Approve/Disapprove
4 Sub-Account Orgs that use sub-accounts can require approval from individuals at this level If Sub-Account is set up in workflow
  • Add/update all accounts
  • Approve/Disapprove
5 Pre Fiscal Officer This route level gives a person the ability to approve/disapprove an authorization before going to the fiscal officer. It is based on a chart and org and is similar to the Base Review route level because the chart and org are determined by the accounts on the document. This route level also climbs the organization hierarchy. If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit
  • Approve/Disapprove
6 Fiscal Officer/Delegate This route level endorses the use of the accounts. Yes
  • Add/change the entire account string for accounts that they are the Fiscal Officer/Delegate of
  • Add limits
  • Approve/Disapprove
7 Base Review Review at a higher level than the fiscal officer. If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit
  • Approve/Disapprove
8 Serparation of Duties
  • If the initiator is the traveler and is also the fiscal officer/delegate and no other approval levels have seen the document then this group will need to approve this document.
  •  
  • There is no dollar limit
Yes (condtional)
  • Approve/Disapprove
9 Contracts & Grants C&G staff will review:
  • dates of travel
  • the carrier if the travel is to a foreign country
  • purpose has sufficient detail
  • traveler is being paid from the same account as they are paid
  • travel is OK for the account
Yes (condtional)
  • Approve/Disapprove
10 Travel Department If payments need to be made Yes (condtional)
  • Add/update all accounts
  • Approve/Disapprove




Reimbursement/Supplement Route Levels Workflow


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Stages Route Level Purpose Required? Ability
1 Un-routed
(traveler or travelerís arranger)
To initiate document Yes
  • No restrictions
  • Submit
2 Traveler To allow travelers to approve trips generated by their arrangers Conditional (will route for approval or FYI)
  • No restrictions
  • Approve/Disapprove
3 Content
(for reimbursements with no account structure)
Orgs set this up so that initiator and traveler do not need to know the accounting No
  • Add/update all accounts
  • Approve/Disapprove
4 Travel Department
  • adds mileage
  •  
  • assigns per diem rate
  •  
  • applies limits to expenses
  •  
  • removes unapproved expenses
Yes
  • No restrictions
  •  
  • Approve/Disapprove
  •  
  • Receipts must be scanned before Travel will be approved
5 Sub-Account Orgs that use sub-accounts can require approval from individuals at this level No
  • Approve/Disapprove
6 Pre Fiscal Officer This route level gives a person the ability to approve/disapprove an authorization before going to the fiscal officer. It is based on a chart and org and is similar to the Base Review route level because the chart and org are determined by the accounts on the document. This route level also climbs the organization hierarchy. If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit
  • Approve/Disapprove
7 Fiscal Officer/Delegate This route level endorses the use of the accounts. May route back to the Travel Department if the accounts where changed from/to a 47 account. Yes  
8 Base Review Review at a higher level than the fiscal officer. If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit  
9 Separation of Duties
  • If the initiator is also the fiscal officer/delegate and no other approval levels have seen the document (excluding the Travel Department) then this group will need to approve.
  •  
  • There is no dollar limit
   
10 Contract & Grants If the account was changed or dates of the trip are outside of the effective/expired dates on the C&G account. Yes  
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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu