Electronic Workflow allows for Email Notifications

Thanks to the Electronic Workflow in our T&E system, the system will be able to provide automatic notificaions when your attention is needed:

• After a Travel Authorization (TA) is approved or sent back for revisions, an email notification is sent to the traveler to indicate the action taken.  If the TA had been submitted by a preparer (on behalf of a traveler), both the traveler and preparer should be notified.  From April 11-April 18, preparers authorized to process TAs for multiple travelers may not have received all email notifications after TAs had been approved or sent back for revision (the emails may have been sent to one of the other travelers in the preparer's list.) This problem has been resolved; however, preparers can use the View Status/Modify Travel Auth function to check the status of TAs they have prepared.
• Supervisors, particularly those who have delegates, may not want to receive system-generated email notifications when TAs and expense reports need to be reviewed.  An email filter can be set up to automatically file or discard these requests.  Click on one of the following links for instructions:
• Email Filters - Zimbra
• Email Filters - Outlook

Training Opportunities and Materials Are Available

Training is not required for access to the T&E system; however, there are training materials available to help you learn how to use the new system.

• The T&E Training Resources Page provides access to a process overview, description of roles, quick reference guides and a complete User Guide.  In addition, there are several video demonstrations which explain how to use the various system functions.  
• The online tutorial consists of the video demonstrations and support materials provided on the T&E Training Resources Page plus a 10 question assessment.  If you wish to receive credit on your GT training transcript for Travel & Expense system training, you must successfully complete the assessment or attend classroom training.  Go to http://www.trainsweb.gatech.edu/ to register for the tutorial.  Please note that you must access the tutorial from a campus computer or via a secure remote connection.  If these are not viable options and you need to take the assessment, use the remote access tutorial link.  Otherwise, you can use the T&E Training Resources Page to access the same information.

Instructor-led, classroom training sessions are also available. This covers the same information as the online tutorial and provides an opportunity to ask questions.  Classroom seating is limited to 20 participants; however, you can now opt to attend the training as a remote participant. 

• Tuesday, May 10, 1pm                         
• Wednesday, June 15, 10am                  

To reserve a seat as a remote participant, go to http://www.surveygizmo.com/s3/522407/Travel-and-Expense-System-Training

Creating Your Travel Authorizations and Expense Reports

To create and submit your travel authorization or expense report, first access the T&E System, and then refer to these instructions:

• Use the Detailed Description/Comments field to provide justification for high cost expenses, document personal days taken in conjunction with business travel and describe unusual expenses.

• For meal per diems, if the city to which you are traveling is not listed, please select the nearest city and make note of the substitution in the Detailed Description field. 
• If you only have mileage and meals to report (no expenses that require a receipt), you should still print and submit the bar code cover sheet.   For both auditing and reconciliation purposes, the bar code cover sheet is necessary in order to reconcile a ledger.  Expense Reports that do not have an electronic bar code cover sheet may be returned to the employee or preparer for re-submission with the cover page.
• The resolution on the scanner or fax machine used to submit receipts and supporting documentation should be set to 300 dpi.  If the quality of the images received is illegible,  the employee or preparer will be notified that the documentation must be re-submitted.

Submission Requirements

As a reminder, all employee reimbursement requests must be processed through the Travel & Expense system with the exception of the reimbursement types specifically listed on the Employee Payment Request Form.

Travel and Expense System Powered by Elctronic Workflow

The Travel & Expense System provides electronic workflow which automatically routes requests for review and approval via system generated email notifications.  If changes or corrections are needed, the request is sent back to the Employee.  This is the same approval process for Travel Authorizations and Expense Reports.
 
- Employee or Preparer create and submit the original Request.
- Supervisor approval is optional; this decision is made at the department level.

• System supports only one supervisor for an employee
• Off-line approvals required if additional supervisor approval desired

- Multiple financial approvers can review request.

• Only one financial approver needs to take action in the system
• Email notifications sent to all financial approvers
• Request appears on each financial approver’s worklist

- Preparers can be authorized to create travel and expense documents on behalf of other employees.
- Delegates can be assigned to act on behalf of supervisors.

• Multiple delegates are allowed
• Delegation can be temporary or permanent
• Email filters should be set up if supervisor does not wish to receive email notifications