Travel and Expense
This information is designed for use by departmental staff who will enter travel and/or expense on behalf of others, for faculty or staff who travel frequently and will enter their own travel and/or expense, and administrators who will approve travel for their employees.
Frequently Asked Questions
For more information about Travel and Expense in myUFL, please read the Frequently Asked Questions
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for travel and expense and all other parts of the systems.
Forms
Certain transactions in the myUFL financials system also require the use of forms to request actions or for documentation purposes. Purchasing and Disbursement Services has a number of forms related to travel. Frequently used forms for travel and expense include:
- Authorize Approver Request.
In addition to requesting the UF_EX_Approver role, this form is required to set up an approver in Travel and Expense in myUFL. - Add a Non-Employee Request.
A department administrator must complete this form to add a profile for guest speakers, candidates, interviewees, foreign nationals, etc. for expense reimbursement purposes. - Visiting Traveler Payment.
Allows departments to obtain a travel reimbursement for non–affiliated travelers visiting the UF campus. This form must be completed and submitted to the Travel office 5 business days prior to the visit to ensure the timely receipt of payment. - Alternate Check Delivery.
This form, along with the appropriate Purchase Order and a voucher for payment, should be used to expedite Honoraria payments to visiting lecturers.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Travel
Checklist - End
Use this checklist to complete requests for End User roles for Travel and Expense in the Access Request System (ARS). - Travel
Checklist - Core
Use this checklist to complete requests for Core User roles for Travel and Expense in the Access Request System (ARS). - Roles for Travel
and Expense
This document describes each of the core and end user roles associated with the Travel and Expense in myUFL with an emphasis on segregation of duties. - Vehicle Rental Contracts
There are two vehicle rental contracts options. Avis has better rates on cars and is available nationwide. Enterprise Rent–A–Car has pick–up trucks and cargo vans, will deliver to your location, but is only available within Florida. - GSA Domestic Per Diem Rates
Per diem allowance is a payment in lieu of reimbursements for actual expenses. Use this site to look up rates throughout the continental United States. Rates are set by fiscal year, effective beginning each October 1. - GSA Foreign Travel Per Diem Rates
Per diem allowance is a payment in lieu of reimbursements for actual expenses. Use this site to look up rates to use when traveling to foreign countries. - Mileage Chart
Mileage from Gainesville and selected cities. - Expense Workflow
The document describes how expenses get routed through the myUFL systems. - Travel Authorization Workflow
This document describes how travel authorizations get routed through the myUFL systems.
Policies
Finance and Accounting Directives and Procedures for Travel.
Security Roles
- Financial Business Unit Access Roles
These roles are required for any account with End user or Core user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account. - UF_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and ReportSuperUser
These roles are required for anyone who has an End user or Core user role, and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties. - UF_FI_FUNC_USER
This role is required for anyone who has an End user or Core user role for any myUFL Financial system.
End User Roles
- UF_EX_ANALYST
This role allows the user to review the Cost Center General Ledger and verify that travel has been appropriately charged and is within budget constraints. Users may run, view, and print reports related to Travel and Expense transactions. They may also reconcile or analyze department travel related expenditures with the General Ledger. Users with this role may view who is an EX_ORIGINATOR assigned to an individual and the Authorize Approver setup for a department ID. (P3) - UF_EX_APPROVER
This role allows users to authorize and approve or reject official business travel. Users can view who is an EX_ORIGINATOR assigned to an individual as well as the Authorize Approver setup for a department ID. A Travel and Expense Module Authorize Approver Request Form must be completed and sent to the UF Travel Office. (P3) - UF_EX_ORIGINATOR
This role allows users to prepare travel authorization requests and expense reports (reimbursement vouchers) on a traveler’s behalf. Users may view who is an EX_ORIGINATOR assigned to an individual, as well as the Authorize Approver setup for a department ID. (P3) - UF_EX_TRAVELER
This role allows users to complete and submit a Travel Authorization, Cash Advance and/or Expense Report (Voucher for Reimbursement) for official business travel expenditures. (This role is not required for travelers who are non–employees. The department may choose to request it; however, for those who have a permanent affiliation with the University of Florida (i.e., courtesy faculty, emeritus faculty, and department associates.) (P3) - UF_EX_REVIEWER
This role allows users to inquire on Travel and Expense transactions and supporting information, in read–only mode. (P4)
Core User Roles
- UF_EX_ADMIN
Provide overall direction and oversight to the Travel Office. Perform all post–payment reviews. Manage cash related processes associated with travel advances, expense reports (reimbursements) and emergency travel payments. Oversee AVIS ACTO direct payments. Ensure compliance with travel–related policies and procedures. Run processes. Add or Update Authorized users and Authorize approvers security. (P4) - UF_EX_ADMIN_DSO
Provide overall direction and oversight to a specific Direct Support Organization (DSO) Travel Office. Perform pre-payment and post-payment audit reviews if required. Manage cash-related processes associated with expense reports (reimbursements) and emergency travel payments. Oversee direct payments. Ensure compliance with travel-related policies and procedures. Run processes, add Authorized Approvers and modify Employee Profile as necessary. Training required; coordinate through UF Travel Office. This role is limited to Direct Service Organizations (DSOs). (P4) - UF_EX_AUDITOR
Conduct post–payment audits to ensure compliance with established travel and expense reimbursement guidelines. (P3)
Bridges User Roles
- UF_EX_BRIDGES
Administer and update system configuration. Run product–related processes. Monitor data integrity. (P5)
Assistance
For assistance with university policies and procedures regarding time and leave, please contact the UF Travel Office (392-1245).
Please contact the UF Help Desk (392-HELP) when you have a question regarding the use of the myUFL systems for entering and approving travel and expense.
