| Access Related... |
| Q: |
Can RCUH employees use eTravel? |
| A: |
RCUH employees can use eTravel as Preparers and as part of a Business Office Group,
but they cannot be Travelers. |
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| Q: |
Why does the home page remain accessible but the login page is inaccessible at times? |
| A: |
The eTravel home page (www.hawaii.edu/etravel) resides on UH's main web server which is typically
available 24/7. The login page leads to a separate application and periodically, that application is taken offline so software
patches/upgrades can be applied and for database backups to occur. All scheduled downtimes will be posted at
www.hawaii.edu/etravel so that's the page you should bookmark, not the login page. |
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| Q: |
Are RACF IDs needed for users of eTravel? |
| A: |
No, eTravel does not require a RACF ID. Reason: With the upcoming Workflow module, the travel
document will route to all parties that need to sign off on a document. Therefore there are no restrictions up front on who can
use which accounts.
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| Q: |
Our department has its own internal email system. Can I use that username and password to login to
eTravel? |
| A: |
To login to eTravel you must use your UH Username/Password. This is the same login you would use
for UH Web Mail, to login to ePurchasing, the Student Employment system, and Profiler. |
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| Q: |
I am a Traveler but someone else does my all travel paperwork for me. Is it necessary
for me to login to eTravel? |
| A: |
No, you do not have to login to eTravel if someone else does all your travel paperwork. However, the
traveler must have a profile in the Profiler application (www.hawaii.edu/profiler) -
and the traveler must login themselves to set that up. |
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| Q: |
I need to prepare a travel document for another employee in my department. I am
unable to select that individual, i.e. I can only select myself as a traveler. How can I select another traveler
that I want to prepare a document for? |
| A: |
The traveler has to grant you access to prepare his/her travel documents. To do that, the traveler
must login to the Profiler application (www.hawaii.edu/profiler). On the Main Menu,
click "Position Profile", then click the "My Preparers" tab. On that page, the traveler can add Preparers for the eTravel application.
Subsequently you will see his/her name in the Traveler pull-down list on Step 1 of the Travel Request. |
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| Q: |
Individuals in my department selected the wrong FO Code as their Default Fiscal Office
in Profiler. Therefore, when they create and submit travel documents, it's routed to the incorrect FO.
The FO denied it but the travelers were unable to go back and edit the document to change it to reflect
the correct FO code. Can we change the FO code in this situation without having to recreate the document
all over again? |
| A: |
Yes, you may change the FO Code. If the wrong FO denied the document, the status changes to "In Process"
and is edit-able by the Traveler and Preparers. However, changing the FO Code is only possible from Step 1
so you must click "Return to Step 1" in the upper left corner of the travel document first.
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| Processing Related... |
| Q: |
Are the "T" document numbers unique to each department? |
| A: |
No, the T document numbers are sequentially assigned as new documents are created in the system. What ties
the document to a specific department is the Business Office and/or Document FO Code. |
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| Q: |
Are departments required to continue submitting Requests on blue paper and Completions on pink paper? |
| A: |
Disbursing does not require color paper be used. However, check with your department's Business
Office as they may prefer use of colored paper to differentiate what the hardcopies are for. |
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| Q: |
Does Disbursing require Form 410, i.e. the University of Hawaii Training Request form? |
| A: |
No, UH Form 410 is not required by Disbursing for processing travel payments. |
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| Q: |
My department frequently pays for travel for other department's employees.
Can one department process travel documents on eTravel using another FO's account number(s)? |
| A: |
There are no restrictions on the use of account codess, i.e. it is not tied to FMIS/RACF security.
So yes, a department may process travel documents using another FO's account numbers. |
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| M&IE Related |
| Q: |
If the traveler is claiming M&IE reimbursement for a City or County that is not listed
in the GSA Federal rate table, what rate should be used? |
| A: |
The traveler should use the "standard CONUS destination rate" for Lodging and M&IE. To get
this rate, select the appropriate State from the GSA website (http://www.gsa.gov/perdiem). The
standard CONUS rate is in the NOTE section of the webpage which is typically highlighted and at the top of the page.
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| Q: |
The conference is paying for some of the traveler's meals. How do we reduce the meal reimbursement to the traveler? |
| A: |
One day of M&IE for a traveler is broken down as follows: Breakfast = 20%, Lunch = 30%, Dinner = 50%.
If 3 dinners were paid for, the M&IE can be reduced by 1.50 days (.50 x 3 = 1.50). If 2 lunches were paid for, reduction
would be .60 days (.30 x 2 = .60). This can be reflected in the Itinerary section. In addition, a notation should be made
(in the Justification or Comments section) on exactly what was reduced. Note: Meal reductions cannot be made within
the Expenditure section using negative numbers since negative values are NOT allowed.
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