travelnews: New Travel Process Invitation

[Carolyn Wooley <cwooley@oregon.uoregon.edu>]

March 5, 2003

To:             Department Travel Administrators

From:           Nancy Cameron
                 Associate Director, BAO
   6-2009 ncameron@oregon
                 Krista Borg
                 Quality Assurance Coordinator
   6-3120 kborg@oregon

RE:             New Travel Process - An Invitation

Over the past year, the Business Affairs Office has implemented some 
changes in the travel program designed to improve the travel and 
reimbursement process.  These changes include allowing use of the 
procurement card for airfare purchase and hotel reservation deposit, 
Internet airfare purchasing, and an improved web site for easier access to 
information.

During our focus groups, department travel administrators expressed a 
desire for more autonomy in travel reimbursements.  We also identified the 
need for an electronic travel reimbursement form.  We believe that the 
electronic form, coupled with some minimum training, will enable 
departments to process travel reimbursements totally at the department 
level, just as you have invoice processing authority now.

The electronic form offers many benefits to you as the travel 
administrator.  Accessed through Duckweb, features of the form include 
built-in meal and hotel per diems, automatic calculations, a "claiming 
only" option, and automatic Banner invoice creation for certified 
users.  The form may be used to estimate travel expenses when planning a 
trip.  We also have the ability to give individual travelers access to the 
form and after completion, they can forward the electronic form and 
documentation to you for approval and processing. The form will also 
accommodate a department that has a preparer of the reimbursement, and 
someone else who approves.

We are rolling this feature out to campus through a new training 
program.  The process will include 2 partial day training sessions
followed 
by a training period in which you use the electronic form, and your work
is 
checked by A/P (similar to the invoice training process).  After
successful 
completion, if you choose, and your department head approves, you may be 
"certified" to process and approve travel reimbursements at the department 
level, and retain all documentation.

The next 3 training sessions are scheduled and open for enrollment on a 
first come basis.  Training is held at the UO Training Room (located near 
the DQ where FIS and HRIS training is held).  Each training consist of 2
parts.

March 19 9am - noon, March 20, 1 - 4:30 pm
April 21 9-12, April 22 1-4:30
April 30 9-12, May 1 1-4:30

You may sign up by contacting Judy Fossum 6-2387, baojudy@oregon




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