Procedure for Travel Expense Payment On-Line Approval
Introduction: This procedure will explain the steps to be taken before a Travel Expense Payment can be approved on-line.
The traveling staff member will complete Travel Authorization (TA) Form (BA 1302), which is available from the Purchasing Services Receptionist (Sue), and submit to the Director of Purchasing for approval.
The approved TA form will be forwarded to Purchasing Services Receptionist for holding until the expense payment details are submitted after the completion of the travel.
After completing the trip, the traveler will submit the "Purchasing Services Travel Worksheet" (Attachment A) along with all required receipts and documents to Purchasing Services Receptionist. Purchasing Services Receptionist will prepare the "University Employee Expense Worksheet" (Attachment B), using the information recorded in the Purchasing Services Travel Worksheet. After the University Employee Expense Worksheet is signed and dated by the traveler (bottom left-hand side of the form), it is then forwarded to Travel Coordinator (Kathleen Stoner) for verifying whether the traveler's expenses comply with University policies. The "University Employee Expense Worksheet" (Attachment B) is available in the Forms Library and is interactive. Use the PDF format for better clarity.
- If all the expenses are justified and the total is within 110% of the original approved expenses, the Travel Coordinator will initial the worksheet and forward to Purchasing Services Receptionist for data entry in Forms Nirvana. OR
- If the total expenses are more than 10% over the original approved amount, the Travel Coordinator will initial the worksheet and send with all its attachments to Director of Purchasing Services for approval of the new amount. The Director or his/her designee will make necessary revisions to the original Travel Authorization and initial the form. Director of Purchasing Services will forward the worksheet and the amended Travel Authorization form to Purchasing Services Receptionist for data entry in Forms Nirvana. A copy of the amended "University Employee Expense Worksheet" will be provided to the traveler by the Purchasing Services Receptionist.
The on-line approver will be Purchasing Services Office Manager (Chuck John). Sonja Sheriff will be the Alternate Approver, in Chuck's absence.
The Purchasing Services Receptionist, after completing the data entry, does the following:
- Writes the Forms Nirvana (FN) document number on the "University Employee Expense Worksheet" (top right-hand corner, "Attach to EP Doc.#" column) and makes a copy.
- Prints two copies of FN Document (PDF version).
- Attachs one copy of the "University Employee Expense Worksheet" with one of the copies of the Forms Nirvana Document and sends to Disbursement Services for imaging.
- Forwards all documents (originals of Travel Authorization, Purchasing Services Travel Worksheet and receipts, copies of the Forms Nirvana Document, and the University Employee Expense Worksheet) to Purchasing Services Office Manager (Chuck), so the FN document can be approved on-line.
Purchasing Services Office Manager approves the on-line document, which will be accepted in CUFS overnight, and retains the paper copies for budget report reconciliation and filing.
Last Revised: November 2, 2004
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