Business Operations processes travel estimation forms for specific departments. If there is a question regarding if Business Ops processes travel estimation forms for your department please contact Business Ops at 852-7549 or businessops@louisville.edu.
The Travel Estimation Form is a user-friendly trip estimate tool/expense tracker. Once the Travel Estimation Form is submitted, Business Operations will enter the trip information into PeopleSoft as a Travel Authorization. From there the Travel Authorization will route per departmental authorizations.
The Travel Estimation/Expense Form is available by logging in to the Business Operations portal, selecting Finance, Travel Estimation/Expense Form.
International Travel - Provost approval must be received before any International travel occurs. See information on how to do that here. Approved International travel forms can be attached to the Travel Estimation Form see section 4 C below.
Below is a quick step by step guide:
b. Go to Home and click on Forms
- Select if travel is being requested for yourself or another traveler. Note that
- If someone else, indicate if they have an employee ID and enter what it is
- If for yourself, your employee ID will automatically fill in
- Fill in the empty fields that did not automatically populate after Employee ID field was filled out.
- If fields other than Speedtype need information, after filling in those fields, select “Yes” to Travel Profile Needed. Otherwise, select “No” to Travel Profile Needed
- Enter any comments about traveler profile, including if any information is incorrect and needs changed. If travel profile is needed, please add Supervisor’s employee ID and default speedtype
- Select if the travel is Pre- or Post-Travel from the drop down
b. If any personal travel during trip, please select “Yes” and fields will appear to enter non-reimbursable amount and personal travel dates
c. Select the Traveler’s Status and their Travel Type. Note that if a student is also paid/employed by the University, their employee status is used for the profile. However, you can still select student travel as the Travel Type
a. Fill out the Destination and Trip Description fields. Note that there is a max character limit of 250. If longer, type up in a word document and attach to form
b. Select Destination type (Domestic or International) and Duration of the trip (One day or Overnight)
c. Select Business Purpose and enter information based on what is selected.
d. Attach documentation. For international travel, you must attach the necessary files to be able to submit travel form
e. Add any comments
5. Funding:
a. Indicate if an outside third party (non-sponsored program) is covering any travel related expenses. If the travel will be charged to a Federally Sponsored Program, additional documentation and information will be required. Indicate if there is a max travel allowance and/or a cash advance
6. Transportation:
a. Select the method of transportation(s) used for the trip and if it is prepaid or reimbursed. Enter the amount, speedtype and select the Method of Payment from drop down menu
b. Selecting either Rental Car or Private Car require you to fill in the Destination Depart & Arrival Date & Times
c. Private car also requires total mileage, selecting either Standard or Reduced (mileage rates), and attaching file/s with the mileage detail (mileage date, start and end destinations, and mileage for each)
7. Lodging:
a. Provide name of hotel and hit tab for the section populate with more information that is needed. Indicate if it is prepaid or reimbursed, the amount, and speedtype to allocate to. If conference was checked for Business Purpose, then questions will be asked about the hotel being the preferred conference hotel
8. Miscellaneous Charges:
a. Indicate any Meals (Per Diem) that need reimbursed. Enter total amount and speedtype. For post-travel, the subsection Travel – Per Diem appears and works in lieu of the per diem sheet. You can add a line for each day
b. Scroll down to bottom of form and click on Submit
Step 1: Click on FI-Travel
Step 2: Enter the Travel Request Number
Step 3: Click on Search
For any questions please contact Business Operations by phone at 852-7549 or by e-mail at businessops@louisville.edu.
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