Once you’ve clicked on the link of the email it will take ...



Approving a Travel Form in ProTrav

Workflow Definition: Workflow is the process of creating and approving various types of forms electronically. Based on predetermined Workflow Paths (as set by Org and Dept workflow administrators), these forms can be approved electronically and sent on to the next person in the approval path.

Traveler Approval: The traveler signifies that the claims are an accurate representation of actual travel costs and that expenses claimed here will not be claimed in duplicate from the University of Iowa, from any other source, or as a business expense for IRS tax deduction purposes.

Supervisor/Departmental Approval: By approving this form the Department verifies that these expenses have been incurred as a part of official university business and that they have been reviewed and approved by the appropriate individual who has designated approval authority for this department and/or funding source (MFK). As a designated departmental “Approver” of expenses incurred in the name of The University of Iowa via this form, the approver understands and accepts the fiduciary responsibility to comply with all applicable institutional policies. It is his/her responsibility to examine all purchases along with required supporting documentation to determine if the charge is: for a valid business purpose and for the University’s benefit.

Quick Guide

Quick Guide to Travel Expense Voucher Approval 2

Detailed Instructions (listed in step order)

1) Logging into ProTrav/Accessing the TEV 5

2) Reviewing Expenses 7

3) Editing Expenses 8

4) Updating Accounting Distribution 9

5) Approving the Voucher as the Traveler 11

6) Approving the Voucher as Supervisor/Departmental Approver 14

7) Ad-hoc/Alternate Routing for Approval 15

8) Voiding a Travel Expense Voucher in Workflow 19

Quick Guide to Travel Expense Voucher Approval

Traveler Approval:

Review all expenses on TEV summary. If correct and complete, click the Continue Workflow Button. (See Editing Expenses section of detailed WF approval document if expenses need to be edited, added or deleted)

[pic]

[pic]

If prompted, (Not all users will see this screen!) select the appropriate sub department or higher level of routing and click Continue. If none of the headings listed apply to you and your voucher, just click Continue.

[pic]

Select your supervisor from the supervisor list provided, click Continue. (See Approving as Traveler/Search for Supervisor in detailed WF approval instructions document if your supervisor is not listed on the panel presented).

[pic]

Confirm your selection and/or specify additional alternate approvers; click Continue. (See Alternate Routing section of detailed WF approval instructions document if you need to route to additional approvers.)

[pic]

Confirmation of routing will be displayed.

[pic]

Supervisor/Departmental Approver:

Review all expenses on TEV summary. If correct and complete, click the Continue Workflow Button. (See Editing Expenses section of detailed WF approval document if expenses need to be edited, added or deleted)

[pic]

[pic]

You will be redirected to the UI Workflow System. Click Continue to approve. The form will now be routed to additional predefined approvers or to Accounts Payable for processing. (See Alternate Routing section in the detailed WF approval document if form needs to be routed to other approvers or back to a previous person on the approval path).

[pic]

Detailed Instructions to Travel Expense Voucher Approval

1) Logging into ProTrav/Accessing the TEV

There are three ways to access forms in ProTrav in order to approve: 1a) by email notification; 1b) through the Workflow Inbox; or 1c) directly through ProTrav. All are identical once you get to the specific form. Each method of accessing the form is shown below.

1a) Email Notification - The email will be from UIowa Transactions; ProTrav will be referenced in the subject line.

From: Subject: Date:

Click on the link in the email.

[pic]

You will be prompted to login to the HR Self Service page. Once you have logged in you will automatically be taken to the TEV summary panel. (Skip to Step 2)

[pic]

1b) Workflow Inbox - Log into HR Self Service, click on the Workflow Tab, then the Accounts Payable/Travel Link.

[pic]

A list of ProTrav Forms awaiting your approval will be displayed. Click on the form you wish to review/approve and you will be taken directly to that form. (Skip to Step 2)

[pic]

1c) Navigate to ProTrav via the Self Serve Home Page (image below). Click on Other ProTrav Functions under the Travel Heading.

[pic]

Or just log directly into ProTrav at

On the Travel Start Page forms that are awaiting your approval will be displayed under the Travel in Workflow section. Click on the transaction number to go to the TEV summary panel.

[pic]

2) Reviewing Expenses

The TEV summary panel allows you to review trip details, expenses, and funding. Expenses which did not meet UI business rules or that require further justification are highlighted in the bottom left corner. To edit or delete expenses click on the “View/Edit expenses” link. Go to Step 3 for more details to edit funding click on the “View/Edit funding” link. Go to Step 4 after 3 if any changes were made.

Travelers - go to Step 5 for approval instructions or to Step 3 if editing is required.

Departmental Approvers skip to Step 6 for approval instructions or to Step 3 if editing is required.

[pic]

[pic]

3) Editing Expenses

When you click on View/Edit expenses on the TEV summary page you will be taken to the voucher editor where you can add/edit/delete/split any expenses for this traveler.

To add an expense, select the expense type and subtype on the left side of the panel and complete the additional information requested in the box that will appear on the lower left of the expense editor panel; you must click “save expense” after each expense is added.

[pic]

To edit or delete an expense, click the appropriate link next to that expense line. Make the necessary changes on the left and click update; or click delete if you wish to delete the expense.

[pic]

If the traveler paid an expense for themselves and another UI employee, the expense should be “split”. Click the “split” link, enter the additional traveler’s HawkID, and Click “Add Traveler”. You must click “update expense”.

[pic]

When you have finished editing, click on the “Return to TEV Summary” button.

4) Updating Accounting Distribution

If you have added or deleted expenses you will also need to update your accounting allocations to match the new expense total. Click on the “View/edit funding” link to make the accounting changes.

[pic]

[pic]

The additional amount (or reduced amount) will default into the accounting line editor. If this amount will be charged to a new MFK, enter the new MFK and click “Create Accounting Distribution”. Otherwise click on “Edit” next to the saved accounting line below.

[pic]

This will bring the saved MFK into the Accounting Line Editor box. Enter the new total to be charged to this MFK and click “Update Accounting Distribution”. The accounting distributions must equal the amount in the “Total itemized expenses for this TEV” field (or “Departmental Funding limit” if a limit is specified).

[pic]

When the “Balance to reconcile” equals $0.00, then click on “Return to TEV summary” to approve the TEV.

[pic]

5) Approving the Voucher as the Traveler

The traveler is always required to review and approve his/her voucher. If someone other than the traveler has initiated the TEV, it will automatically be routed to the traveler first when it is submitted to Workflow. From the TEV summary panel the traveler will review and/or edit expenses as described in steps 2, 3, and 4. If the traveler agrees with the expenses detailed on the TEV, he/she should click on the “Continue Workflow” button to approve the voucher.

[pic]

Various routing options may be presented depending upon how your department has set up their approval paths.

5a) Sublevel Routing –Your department may require you to select a specific path based upon sub departments, dollar thresholds, etc. Choose the option that is most appropriate for you and/or your form and click “Continue”. If none of the options apply, simply click continue.

[pic]

5b) Supervisor Routing – If your department has not set up “sublevels”, you will be taken directly to a supervisors list; or you will be taken to this list after selecting the appropriate “sublevel” path. Select your supervisor from the list and click “Continue”. If your supervisor is not listed, select Not Listed and click “Continue” (skip to Search for Supervisor).

[pic]

If you are the traveler and you created the TEV, the next ProTrav panel will ask whether the form needs to be routed to additional approvers or only to your supervisor. Select the appropriate option and click “Continue”. (If additional routing is required, see Alternate Routing for further instruction). When you click “Continue” confirmation of routing will be displayed.

[pic]

[pic]

If you did not create the TEV and it was routed to you by someone else, after you select your supervisor from the supervisor listing you will be redirected to the UI Workflow System where you will select from several routing options. Typically you will simply approve and send to the approver listed. If your department requires higher level(s) of approval in addition to the supervisor the form will automatically route to them in addition to the supervisor. You do NOT have to add them on to the routing path. However, if someone in addition to the supervisor and other designated departmental approvers need to review or approve your TEV, select from the other options listed.

[pic]

The routing option you have selected will be displayed for confirmation. Click “continue” to confirm and route.

[pic]

5c) Search for Supervisor --If the correct supervisor was not listed on the supervisor panel and you selected “not listed” you will be given the opportunity to Search for your supervisor. Provide the Employee ID, or first and last name of your supervisor; click “continue”. Note if you provide only last name you will be required to select from a listing of all university employees with that last name.

[pic]

Once you define your supervisor, you will be asked whether the form needs to be routed to anyone in addition to your supervisor and other predefined departmental approvers. (See Supervisor Routing section for additional information about this step.

The form and any electronic attachments have been routed to the supervisor. If you have not used the electronic attachment option, send the receipts to the next approver.

6) Approving the Voucher as Departmental Approver

Once you have reviewed and made any necessary corrections to the Travel Voucher, return to the TEV summary panel where you will approve the voucher and add any comments related to the voucher. If you wish to make comments related to your approval or denial of the voucher, enter them in the workflow comments box and click Save Comments. Click the “Continue Workflow” button to route the voucher to the next approver in the workflow path or to the Accounts Payable Office if you are the final approver.

[pic]

Once you click Continue Workflow you will be taken to the UI workflow system.

Final Approver—If you are the final approver in your department’s workflow path, click “Continue” to route the form to the Accounts Payable Office. If the electronic attachment option has not been used send the cover page and receipts to the Accounts Payable Office, 202 PCO.

[pic]

If someone else needs to see the form, or if you need to route it back to the cardholder or initiator, you would select “approve and Send to an alternate for approval” or “Do not approve……” ; click continue. (Skip to Step 7 for instructions on routing to additional approvers.)

7) Ad-hoc/Alternate Routing for Approval

If you choose to send your form to an alternate in addition to predefined approvers in the approval process, your alternates list will be displayed. If you were the initiator of the form, this list will be displayed within ProTrav as shown below. Select the appropriate person from the list, identify the level of approval (view, permitted or required) and click “Continue”.

[pic]

If the individual you need is not listed, click on the “Route this trans….” link and search for the correct individual as described in the Search for Supervisor section. Once you enter the individuals name in the search panel , you will be returned to the alternate list where the new person will now be displayed.

[pic]

[pic]

Select that individual; indicate the approval type and click continue. Routing confirmation will be displayed.

[pic]

If you did not initiate the form and it was routed to you from someone else, when you choose to send the form to an alternate, the alternate list will be displayed in the UI workflow System as show below. If the person you need to route the form to is on this list, select him/her by clicking in the box next to their name, identify the appropriate level of approval (view, permitted or required) and click continue.

[pic]

If the person you need to route the form to is not listed click the “here” link to add them. A new window will open containing a list of “alternates” for ad-hoc approval. Your list will be blank if you have never added an alternate. Click on “click to insert new” link at the bottom of the page.

[pic]

Specify the person you wish to add by providing their Employee ID, SSN or first and last name; click “continue”.

[pic]

Verify that the correct person is listed and click “process request” to have this person added.

[pic]

The system will then show you the alternates that are listed. Close this window.

[pic]

Once you close the window you will be returned to your alternates list. Click on the refresh button [pic] in order to see the approver that you just added. Select this person and identify the level of approval required (view, permitted or required); click “Continue”.

[pic]

Verify your selection, and if correct click “continue”.

[pic]

A confirmation screen will be displayed and the form will be routed as specified.

[pic]

8) Voiding a Travel Expense Voucher in Workflow

A form should never be voided simply because some items need to be changed, added or deleted. It should only be voided if the request is completely denied and will never be processed. If a Travel form does need to be voided, an explanation of why the form was voided should be entered in the workflow comments section and saved. Click Continue Workflow to proceed to UI workflow to void the form.

[pic]

The option to void the form is displayed in red above the various approval and routing options. Click “here” to void the form.

[pic]

The next panel will ask you to confirm that you want to void this voucher. Once you click on confirm you will not have another opportunity to approve or route the form.

[pic]

You will receive final confirmation that the form has been voided and has been removed from workflow routing.

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download