University of California, Riverside

iTravel



New Features


Features List

Accountability Structure
Consolidated View
Authentication

Coordinator Recall Option

Authorization

Electronic Funds Transfer

Routing for Approvals

Attachments

Foreign Travel

Traveler Profile

Non-Employee Travel

Travel Planning

Advances
Integration with UCRFS  

 

Accountability Structure Consolidated View (Fall 2013)

For users with roles in multiple Accountability Structures, iTravel will detect the configuration, and allow certain options. The Main Menu page shows items awaiting action across all Accountability Structures. Work-in-progress (WIP) grids support reporting of multiple Accountability Structures in a single view, with added filtering and sorting by Accountability Structure as a report element. Also, Traveler transactions can be assigned to a specific Accountability Structure upon transaction creation.

Coordinator Recall Option (Fall 2013)

Coordinators can recall travel from a Traveler's work-in-progress (WIP) grid back to their Coordinator's WIP grid. This functionality is only available for trips within the Travel Coordinator's Accountability Structure, and will be useful when a Traveler's NetID becomes inactive/invalid (e.g. the employee is separated) while a trip is awaiting Traveler approval. When this occurs, the Traveler has no ability to approve his/her own trip. This feature will allow the Coordinator to bring the trip back into their WIP grid to complete processing.

Electronic Funds Transfer (EFT)

This method of travel expense reimbursement is optional for any employee who has elected payroll direct deposit. EFT reimbursements are often faster than paper checks. Those who prefer to receive paper checks may continue to do so.

Attachments

Travel coordinators, approvers, and accounting office staff can scan and associate receipts and other supporting documentation with specific travel expense reports so that these documents become part of the complete travel report packet. (The scanned documents are stored in PDF format.)

Traveler Profile

Each traveler must have a traveler profile prior to using iTravel for the first time. Once the required and optional profile information is entered, subsequent travel planning and travel expense reporting will be more efficient and accurate. Either the traveler or travel coordinator can enter the required information in a traveler profile.

Travel Planning

Travel planning is an optional feature for use by travelers and departments who find it useful. It is especially beneficial for those travelers whose travel coordinators make their travel arrangements for them, as it is an efficient method of communicating the desired dates, accommodations, modes of travel, etc.

Integration with UCR Financial System (UCRFS)

iTravel enjoys a real-time interface with UCRFS, which allows automatic creation of travel vouchers and posting of entries directly to the General Ledger, thus eliminating thousands of keystrokes, hours of photocopying, collating, and all of the labor and uncertainties involved with sending paper documents from a travel coordinator to an accounting office staff person for electronic entry.

Authentication

iTravel automatically authenticates names using UCR’s Enterprise Directory for employees and Vendor database for non-employees. This authentication process provides a good internal control because only those individuals who have been set up in one of these databases can be reimbursed through iTravel.

Authorization

Department System Access Administrators (SAAs) grant employees authorization to use iTravel via UCR’s Enterprise Access Control System (EACS), which is another of UCR’s robust online management tools. The process of authorizing travelers through EACS is another strong internal control ensuring oversight of those who can be reimbursed and those who can finalize preparation of travel expense reports.

Routing for Approvals

All travel expense reports must be finalized by a travel coordinator, approved by the traveler, and then approved by a final approver. There is also a pre-approver role that can be incorporated in the routing system when desired by the unit. A default travel routing path can be set up for all travelers who do not have a separate routing path defined. Travel routing, when set up properly, ensures compliance with UCR’s approval policies.

Foreign Travel

Processing foreign travel is simplified in iTravel by several features such as easy access to per diem charts for various countries, and prompting for rate justification when needed.

Non-Employee Travel

Travel coordinators can process travel expense reports for non-employees through iTravel. Non-employee travelers must be in the UCR vendor database. Travel coordinators can request additions to the vendor database directly through iTravel when necessary.

Advances

A travel advance may be requested through iTravel for a reasonable estimate of the out-of-pocket expenses needed for a trip. The advance can be paid by Electronic Funds Transfer for employees who have elected payroll direct deposit.

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: travelfeedback@ucr.edu

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