The Preparer Role

I'm a Preparer for someone else's travel...
 
 
Obtaining Access
  1. You must have a profile in the Profiler application.
    • Go to www.hawaii.edu/profiler
    • Click the login image, login with your UH username & password, then fill out the required fields to create a profile for yourself.

  2. The people you are preparing travel documents for must grant you preparer access. Being a Preparer means you have access to personal information for the traveler, frequent flyer accounts, when Travelers will be out of town, so they have to grant you access to see their information. The Traveler must do the following:
    • Login to Profiler
    • Click “My Position Profile” on the Main Menu
    • Click the “My Preparers” tab
    • Select the application to create a Preparer section for, such as eTravel and click the Add button
    • Enter the UH Username of your Preparer(s)
    • Click the Update button at the bottom of the page

  3. Now login to eTravel and click Create New Travel Request on the Main Menu. You should see all Travelers who granted you Preparer access in the Traveler pull-down list, allowing you to create their travel documents.
 
 
Before the Trip

All travel must be approved prior to the Traveler's departure. There are 2 possible scenarios:
  1. The Traveler is not taking a travel advance - in this case, the travel must be approved prior to the departure date. This includes No Cost travel as it covers the Traveler while he/she is away.
  2. The Traveler is taking a travel advance - in this case, the Travel Request must be approved and submitted to the Disbursing Office at least 10 working days prior to the departure date.

  3. Note: A Travel Request is only required if the employee is traveling for University business purposes. It is not possible to generate a Travel Completion after the trip unless a Travel Request exists.
To prepare the Travel Request you will need the following:
  • Justification for / purpose of the trip
  • A copy of the airline or business itinerary, with appropriate dates and times in each business location. This will be used to determine the Lodging and daily Meal & Incidental Expense allowance.
  • A copy of the Federal Allowable Rate (FAR) for each business location, if the Traveler is entitled to the FAR. Some bargaining units receive a flat rate amount instead of the FAR.
  • Airfare cost. There are different supporting documentation requirements depending on whether the cost is less than or greater than $2,499.
  • Daily hotel rate, which should include taxes.
  • Cost of the conference or any registration fee.
  • If claiming Mileage, the DISB-33 Mileage form which contains the Traveler's auto insurance information.  (revised 4/8/2014)
  • Any other anticipated costs (see list of allowable and disallowable expenses).
      Note: For No-Cost travel, only the Justification and Business Itinerary is required.

Once all required information has been entered into the Travel Request, you must:
  • Click the Submit button, which makes the document electronically available to the Business/Fiscal Office.
  • Print the document, attach all supporting documentation, and route it for signature (see the FAQ Approval section for more info on required approvals).
If the Traveler requested a Travel Advance, a check will be generated or the funds will be direct deposited to his/her bank account within 3 business days after the Disbursing Office "releases" the document in eTravel.
 
 
After the Trip

The Travel Completion is due to the traveler's Business Office 21 calendar days after the Traveler returns from their business trip.

You will need the following from the Traveler:
  • If the itinerary has changed and additional Lodging or M&IE is being requested, justification must be provided to substantiate the additional costs.
  • Original receipts for all expenses the Traveler is claiming reimbursement for, including:
    • Baggage receipt(s)
    • Hotel receipt(s)
    • Car rental receipt(s)
    • Gas receipt(s)
    • Transportation receipt(s) such as bus or shuttle
    • Taxi receipt(s) with information on from/to location(s) and date(s)
    • Parking receipt(s)
    • Receipts for any other allowable expense (see list of allowable and disallowable expenses)

    Note: Receipts are never required for meals and incidental expenses.
Once all required information has been entered into the Travel Completion, you must:
  • Click the Submit button, which makes the document electronically available to the Business/Fiscal Office.
  • Print the document, attach all original receipts and supporting documentation, and route it for signature (see the FAQ Approval section for more info on required approvals).
If you are due a reimbursement, a check will be generated or the funds will be direct deposited to your bank account within 3 business days after the Disbursing Office "releases" the document in eTravel.