UNIVERSITY OF WASHINGTON



UNIVERSITY OF WASHINGTON SCHOOL OF MEDICINEACADEMIC AFFAIRSeTravel Expense Report POLICY AND PROCEDUREReferences: eTravel Webpage: eTravel Step-by-Step Guide: Policy Background:eTravel is a web-based automated system for travel reimbursements. eTravel allows the storage of employee profiles, pulls in per diem rates, airfare and hotel rates, pre-populates required accounting fields, electronically routes the Expense Record (ER) (formerly known as the Travel Expense Voucher or TEV) through Department channels to the UW Travel Office, and provides for electronic approvals. eTravel replaces the current employee TEV travel reimbursement process which is paper-based, labor intensive and inadequate to support growing School of Medicine programs. The eTravel system will provide increased functionality and timeliness resulting in better service and efficiencies for departments and travelers in processing and reporting, as well an improved ability to monitor and implement complex compliance controls. The benefit of eTravel for travelers is the speed with having a reimbursement check issued—if the ER is completed, submitted, and approved by everyone in the approval chain prior to 6:00pm, a check will mailed to the traveler the following day.General Policy:The following document outlines the policy and procedures for administration of the eTravel program in the Academic Affairs unit in the School of Medicine’s Dean’s Office. These procedures are not meant to be the definitive guide for processing ERs; rather, they provide unit-level guidance on how Academic Affairs processes reimbursements through the eTravel system. Questions and issues that come up regarding the eTravel application should be forwarded to the DOM Travel Desk (Celia Durham) at 206-543-9495 or celiad@u.washington.edu, or to the UW Travel office at 206-543-5858 (Option 1) or traveluw@u.washington.edu.Roles and Responsibilities:PreparerFaculty, staff or student employee in UW Payroll System with UWNetID who enters reimbursement claims for either themselves or on behalf of another travelerComplete ER according to departmental, university and state travel policiesCompletes ER using original receipts to validate claimed travel expensesObtains signatures on ER print version from non-UW and student travelers who are not UW employeesWithdraws and edits ER prior to compliance approval if necessaryCompliance ApproverAudits ER for compliance with departmental, university and state travel policiesEnsures same expenses have not been previously submitted or otherwise reimbursedReviews reimbursement ensuring costs are directly work-related, most economical, and necessary for university businessFor non-UW and student travelers, ensures traveler’s signature is obtained on ER prior to compliance approval; submits signed ER plus original receipts to the Travel OfficeEdits ER if necessaryApproves or denies ER Certifies required receipts are valid and submits original receipts to the Travel OfficeFunding ApproverApproves or denies ER, certifying designated budget number(s) and funding source(s)TravelerSubmits original receipts to preparer if traveler is not preparerAttests that all charges incurred for university business are:Valid, appropriate and follow departmental, university and state travel policiesMost economical (without compromising personal safety)Attests that some expenses have not been and will not be otherwise claimed and reimbursedApproves or denies ERUW Travel Office ApproverPerforms risk assessment of reimbursements based on predetermined travel criteriaWatcherHas view-only capability with the ER. Will need to notify Preparer or Compliance approver if there are any issues with the ER. Budget managers in each of the Academic Affairs units will be set up as Watchers to ensure they have access to all ERs submitted in their unit.General Procedures: Traveler and preparer ensure that a Request for Travel (RFT) form has been processed and approved. Signed RFT will be part of the attachments scanned into the final ER, and will be sent forward with the original receipts.For out of-state-travel, Traveler and preparer ensure that the Dean has approved an exemption to the out-of-state travel freeze. A screenshot of this website approval will be scanned into the final ER, and will be sent forward with the original receipts.Log into eTravel Website () using your UWNetIDProcess the Expense Report (ER)At the Ariba website, click on the T&E tab at the top of the page. Click on Create Expense Report to initiate a new ER.Please note that a unique ER number is created. This number replaces the PO number referenced in the old TEV process.Click on the “+” symbol to the left of “Summary” and complete the following data fields:Trip name using the following protocol – Last Name, First Name Initial, Trip Date (Year Month Day for first day of travel, ie, 20090223), and Destination Location (City, State). Example would be: Tobiason, E., 20090223, Cheyenne, WYType of traveler (the system reads from OPUS)Traveler/Claimant NameIf personal time is taken, click on the “Yes” button and enter dates, times, and locations in “Personal Time Description” boxEnter dates (use dates that actual business took place), locations, and trip purpose in “Purpose of Trip” box.Enter line item travel expenses by clicking on the “Add Item” hypertext link next to the type of expense you wish you claim (i.e., Airfare, Lodging Per Diem, Meal Per Diem, Parking, etc.).Keep adding items until all expenses have been accounted for. When done adding items, click on “Mass Edit” tab to update budget information for all travel items.Click “Continue” at the top right of the page to progress to the “Summary Page.”Complete “Traveler Address” and “Check Delivery” information. Please note that Travel Profiles may be completed in advance to auto-populate UW employees (see Travel Profile on T&E Dashboard).Indicate any comments you would like to make regarding the travel reimbursement.Scan all approval documentation and original receipts and batch upload all documents at the “Add Attachment” button at the bottom of the page. Use the following order when collating documents for scanning:Approved RFTDean Ramsey Travel Freeze Exemption ApprovalAirfareLodgingOther receipts over $50 (cabfare, mileage calculations, etc.)Click the “Submit” button in the upper right portion of the website to proceed.Review errors (if any). Click “Prev” to access and correct items with errors.If no errors, then review “Alerts”Click the “Submit” button in the upper right portion of the website to submit the final ER and initiate the electronic approval process. Hit “Exit” to save, delete, print, or continue with this ER. Note that “Exit” does not submit the ER. Exit does allow you to save information up to this point.After submitting, choose “Print.” Choose “Landscape” format to print the ER summary.Signatures of Non-UW and student travelers must be obtained on ER print version prior to submitting with original format receipts to travel office.Preparer sends the ER print version hardcopy with RFT, out-of-state travel exemption approval, and original receipts to the Academic Affairs Fiscal Specialist II (Scott Bailey) in A-300, Box 356340The Unit Manager will be included in the e-mail routing of the ER as a “Watcher.” Unit Managers will be able to review the ER online record, but will not be able to formally approve or deny the request. If they see problems with the ER, they will need to contact the Preparer. If the Unit Manager approves the request, they need to make a comment in the record to indicate that they have reviewed and approved the ER (i.e., “Reviewed and approved 3/10/2009, vg”).The Fiscal Specialist II (Scott) will review the ER and vouch original receipts for accuracy and completeness. Check to verify if ER reimbursement requested exceeds approved RFT amount. If mistakes were made, Fiscal Specialist II will contact the preparer asking him/her to update the ER. The Fiscal Specialist will maintain a copy of the ER face page for the monthly Academic Affairs budget reconciliation.The Academic Affairs Fiscal Specialist II will forward the hardcopy ER with original receipts to the Dean of Medicine Travel Desk at SLU (Box 358047)Upon arrival of the hardcopy ER and original receipts, the Dean of Medicine Travel Desk (Celia Durham) will do the following: Review the hardcopy ER and original receipts for compliance with UW travel regulations.Login to the eTravel website and either approve or deny the request. If the ER is denied, the Travel Desk will contact the preparer (by phone or e-mail) to advise them on item(s) requiring correction.If approved, forward the hardcopy ER and original receipts to the UW Travel Office. Once the Travel Desk has approved, the electronic ER will be routed to the Academic Affairs Administrative Director (Eric Tobiason) for final financial review and approval. The Director will review the ER to ensure the appropriate funding source and budget number were used to fund the travel. The Director electronically signs the ER, and the ER is then routed to the Traveler.The Traveler reviews the ER and digitally signs the ER. The UW Travel Office receives the hardcopy ER and original receipts. In most cases (approximately 80% of the time), the UW Travel Office will not need to approve the ER before payment is initiated. In the event the ER is targeted for audit by the Travel Office, the Travel Office will wait to receive the original documentation to arrive before reviewing for compliance.Once approved by the UW Travel Office, the ER is forwarded to the payment cue for check processing. If electronically signed before 6pm, a check will be printed the next morning at 6am and will go out in the next day’s mail.Electronic Routing and Approval Workflow:Traveler(Provides receipts and backupdocumentation to Preparer)Electronic Routing and Approval RolePreparer(Initiates ER on eTravel website andforwards hardcopy ER and originalWatcher and Traveler Receive E-mailreceipts to Acad Affairs Fiscal Spec)Academic Affairs Fiscal Specialist(Collects hardcopy ER and originalreceipts; reviews for accuracy andcompleteness; maintains copy of paperfor BAR reconciliation; forwards recordto Dean of Medicine Travel Desk)Dean of Medicine Travel Desk(Collects hardcopy ER and originalreceipts; reviews for compliance accuracy andcompleteness; logs into eTravel and approves/denies request; forwards hardcopy record to UW Travel)Academic Affairs Administrative Director (Logs into eTravel and verifies financialbudget information; approves/deniesrequest)Traveler (Logs into eTravel and verifies accuracyand completeness of final ER; approves/deniesrequest)UW Travel Office(Waits for hardcopy ER and originalreceipts to arrive; reviews record foraccuracy and completeness; logs intoeTravel and approves request as needed) ................
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