Travel@IU is an administrative system that automates the travel authorization and reimbursement process. Organizations who elected to be early adopters have been participating in the pilot program since mid-January, 2010. Since that time many organizations have been trained and are using the system on a daily basis. The goal is to have 100% participation in the use of the system by the end of July, 2010.
Creating new state, domestic, and foreign trips is made easy with Travel@IU.
| Stages | Route Level | Purpose | Required? | Ability |
|---|---|---|---|---|
| 1 | Un-routed (traveler or traveler’s arranger) |
To initiate document | Yes |
|
| 2 | Traveler | To allow travelers to approve trips generated by their arrangers | Conditional (will route for approval or FYI) |
|
| 3 | Content | Orgs set this up so that initiator and traveler do not need to know the accounting. The chart/org is based on the traveler unless the traveler’s chart/org is blank (student) then use the arranger’s chart/org. | If Chart/Org is set up in workflow |
|
| 4 | Sub-Account | Orgs that use sub-accounts can require approval from individuals at this level | If Sub-Account is set up in workflow |
|
| 5 | Pre Fiscal Officer | This route level gives a person the ability to approve/disapprove an authorization before going to the fiscal officer. It is based on a chart and org and is similar to the Base Review route level because the chart and org are determined by the accounts on the document. This route level also climbs the organization hierarchy. | If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit |
|
| 6 | Fiscal Officer/Delegate | This route level endorses the use of the accounts. | Yes |
|
| 7 | Base Review | Review at a higher level than the fiscal officer. | If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit |
|
| 8 | Serparation of Duties |
|
Yes (condtional) |
|
| 9 | Contracts & Grants |
C&G staff will review:
|
Yes (condtional) |
|
| 10 | Travel Department | If payments need to be made | Yes (condtional) |
|
| Stages | Route Level | Purpose | Required? | Ability |
|---|---|---|---|---|
| 1 | Un-routed (traveler or traveler’s arranger) |
To initiate document | Yes |
|
| 2 | Traveler | To allow travelers to approve trips generated by their arrangers | Conditional (will route for approval or FYI) |
|
| 3 | Content (for reimbursements with no account structure) |
Orgs set this up so that initiator and traveler do not need to know the accounting | No |
|
| 4 | Travel Department |
|
Yes |
|
| 5 | Sub-Account | Orgs that use sub-accounts can require approval from individuals at this level | No |
|
| 6 | Pre Fiscal Officer | This route level gives a person the ability to approve/disapprove an authorization before going to the fiscal officer. It is based on a chart and org and is similar to the Base Review route level because the chart and org are determined by the accounts on the document. This route level also climbs the organization hierarchy. | If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit |
|
| 7 | Fiscal Officer/Delegate | This route level endorses the use of the accounts. May route back to the Travel Department if the accounts where changed from/to a 47 account. | Yes | |
| 8 | Base Review | Review at a higher level than the fiscal officer. | If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit | |
| 9 | Separation of Duties |
|
||
| 10 | Contract & Grants | If the account was changed or dates of the trip are outside of the effective/expired dates on the C&G account. | Yes |
Home | Traveling | Discounts | Policies | Resources | About | Contact
Travel Management Services
400 East 7th Street Poplars 613 Bloomington, Indiana 47405
Phone: 812.855.2873 · Fax: 812.855.8866
Email: travelbl@iu.edu
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© 2013 The Trustees of Indiana University
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