Travel

Calendar of Events

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• Late September 2009

  • Pilots going live: BL - UITS, Athletics, School of Business, IUPUI – University College, Libraries and School of Business and NW campus.

• November 2009

  • Pilots going live: BL - UITS, Athletics, School of Business, IUPUI - University College, Libraries and School of Business and NW Campus

• January 2010

  • Pilots departments going live

• February 2010

  • Add large departments

• March 2010

  • Begin incremental rollout to remaining departments

Authorization/Prepayment Route Levels Workflow

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Stages	Route Level	Purpose	Required?	Ability
1	Un-routed (traveler or traveler’s 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 traveler’s chart/org is blank (student) then use the arranger’s 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	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
6	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
7	Serperation 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
8	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
9	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 traveler’s 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	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
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
8	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
9	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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