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USER TIPS.
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- Application Timeout
- After logging in, if your browser is inactive or idle for 45 minutes, your session will timeout and any unsaved data will be lost.
 It is highly recommended that you use the Save button periodically. In fact,
anytime you return to eTravel after an interruption, hit Save first. This will tell you whether you've been
timed out before inputting any data.
- "Back" Button
- You may use your "Back" button to return to a previous page. If you see a page expired message, just hit your browser's Refresh
button.
- Browser Info
- Javascript must be enabled in your browser. In addition, the site works best with Internet Explorer 6.0 and
above and Netscape 7.0 and above.
- Enabled / Disabled Buttons
- Whether buttons are enabled or disabled is determined by your role and the document status.
 Buttons that display with white text are enabled, you may click on them to invoke that action.
 Buttons that display with dark turquoise text are disabled, you do not have the authority to invoke that action.
- Help Links
 This image indicates help is available for a particular section. Click the image to display help text.
- Inputting Dates and Times
- Dates and times may be inputted all numeric and the system will automatically reformat it with the appropriate characters. This is to
speed up and simplify itinerary inputs.
Dates: Inputting 110504 automatically reformats to 11/05/2004
Times: Inputting 0600 automatically reformats to 6:00
- Logging Out
- When you are done using eTravel, hit the Logout text in the header. This terminates your active session and prevents
others from initiating travel documents with your sign-on.
- Messages
- Error messages display in red text, at the top of the page
and near the field that's causing the error. These are fatal errors and must be resolved for the user to proceed.
* indicates required fields.
Warning messages display in orange text, at the top of the
page or within a specific section. Warnings at the top of the page are persistent, i.e. will remain until
the condition no longer applies.
Success messages display in blue text at the top of the page.
 An orange flag is also a warning and will display next to a record or within a field where warnings exist. The
Help link within that section can explain the specific warning.
- Printing
- Using File | Print - Printing from your browser using File | Print will print whatever page you are currently on, as is.
 This button is on the Travel Request, Travel Request + Advance, and Travel Completion and
allows you to print the document without the header image and without any text boxes so data is not hidden from view.
Printing with Shading - Travel data is displayed within shaded tables. To make the printed copy easier to read,
turn on "Print background colors and images" in your web browser settings. In Internet Explorer, click Tools,
Internet Options, Advanced. Check the box "Print background colors and images" as
shown below:
Adjusting Print Margins and Mode - If the text is cut off on your printed document, adjust your browser's print
margins or try printing in Landscape mode. In Internet Explorer, click File, Page Setup,
and adjust Margins and/or Orientation as shown below:
- Searching Documents
- On the Main Menu, you may click on a number in the matrix of transactions to call up a listing of all
like documents, e.g. by clicking on Travel Requests/Submitted a listing will be provided of all Submitted
Travel Requests.
From the Search Results listing, records may be sorted by each column in ascending or descending order by
clicking on the column header.
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OVERVIEW OF HOW eTRAVEL WORKS.
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- Who Can Login to eTravel?
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The following are required to login:
• You must have a UH username/password.
• You must have a General Profile in the new Profiler system. See the Profiler section at the bottom.
- What Roles Exist in eTravel?
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| User Role |
Description |
| Traveler |
Must be a University employee, i.e. has an active record in the University's Human Resources / Peoplesoft system.
Therefore, RCUH employees, casual hires, and students cannot be Travelers. |
| Prepaprer |
May be anyone with a UH Username that a Traveler designates as a Preparer for him/her. Therefore, may include UH employees,
RCUH employees, casual hires, and students. |
| Business Office |
Comprised of one or more Fiscal Officer codes and UH Usernames, all of whom have the authority to approve
Travel Requests, Travel Requests with Advances, and Travel Completions for a Department or College.
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- Process / Flow
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Travel Request
(without an Advance) |
Travel Request
(with an Advance) |
Travel Completion
(upon Traveler's return)
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Create,
Submit |
Deny, Approve
1/ |
Void
2/ |
Create,
Submit |
Deny, Approve
1/ |
Deny,
Hold,
Voucher |
Void
2/ |
Create,
Submit
3/ |
Deny,
Approve
1/ |
Deny,
Hold,
Voucher |
| Traveler |
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| Preparer |
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| Business Office |
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| Disbursing Office |
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1/ After document Approved, must be printed, routed for required signatures, then sent to Disbursing.
2/ Void is only possible when status = Approved.
3/ Can only be created from an Approved Request or a Vouchered Request + Advance.
- Action Buttons
- Clicking an action button results in your document being re-calculated and/or saved.
| Button |
Calculates |
Saves |
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2/ |
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3/ |
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1/ Is top down, clicking Calculate in the Itinerary section calculates the Expenditure
and Account sections. Clicking calculate in the Expenditure section calculates the
Account section.
2/ No edits or validations occur on Save but all data is written to the database to avoid losing any work.
3/ All final edits and validations occur on Approve.
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TRAVEL REQUEST.
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- Creating a Travel Request
- There are 2 Steps in the Travel Request - the sections are as follows.
Note: Multiple columns in one row indicate different options for the user.
- Estimated Expenditures
- A "Payment Method" may be specified when inputting expenses to note which have already been paid for
outside of eTravel, such as via Purchase Order, Purchasing Card, or Travel Card. This enables the system
to provide the total cost of the trip while handling reimbursement for expenses not yet paid for.
- Copy Feature
 Clickable at the bottom of all Travel Requests regardless of document
status. Creates a new document, i.e. a new Doc# is generated and the form is pre-filled with the same
data. All fields may be changed.
- Revise Feature
 Clickable at the bottom of a Travel Request document with status of
"Approved". Creates a new version of the existing document, so it retains the same Doc# but a revision number is
assigned. If multiple versions exist, only the most current one can be revised.
Revisions are typically for major changes to the itinerary or in the event the cost increases significantly
and approval must be obtained beforehand. Minor changes should be made at time of Completion. A revision is not
for transferring the travel document to another Traveler. On a revision, you cannot change the Traveler, Bargaining
Unit, or Business Office. Those changes require you use the Copy feature.
- Void Feature
 Clickable at the bottom of all APPROVED Travel Requests and Travel Request + Advance
documents. Voided documents will remain in the database but will not count as Outstanding so will not require a Completion.
Requests and Request + Advance documents that haven't reached the APPROVED status can simply be deleted from the system.
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TRAVEL REQUEST + ADVANCE.
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Sections for the Request + Advance are similar to a Request without an Advance (see above) except the
Estimated Expenditure and Account sections contain additional columns for Advance information.
- Creating a Travel Request with an Advance
- In Step 1 in the Claim Travel Advance field, you must select "Yes" so Advance-related
fields display in Step 2.
Warnings will appear when:
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• The minimum requirement of 10 days prior to the Departure Date is not met.
• Travel is Same Day, i.e. no overnight stay (requires an exception)
• Travel is Intra-State and is less than or equal to 4 days (requires an exception)
- Estimated Expenditures & Advance
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Expenses an Advance may be taken for - Any expense not already paid for by the
University.
Expenses an Advance may not be taken for - Any expense for which the "Payment Method"
specified is Purchase Order (PO), Purchasing Card (PCard), or Travel Card (TCard).
Note: Please check with your Department or Business Office as they may have their own internal restrictions
or guidelines.
- Finalizing the Advance Process
- 1. Print the Approved Travel Request + Advance.
2. Route for required Traveler and other Approving Authority signature.
3. Submit paper copies to the Disbursing Office (at least 10 business days before the trip).
Note: This paper routing process is temporary until an automated Workflow solution is adopted by ITS.
- Copy Feature
- Clickable at the bottom of all Travel Request + Advance transactions, regardless
of document status. Creates a new document, i.e. a new Doc# is generated and the form is pre-filled with the same data.
All fields may be changed.
- Revise Feature
- Clickable at the bottom of a Travel Request + Advance document with
status of "Vouchered". Creates a new version of the existing document, so it retains the same Doc# but a revision
number is assigned. If multiple versions exist, only the most current one can be revised.
Revisions must be to request additional money, i.e. another advance.
If no additional money is needed, all changes should be made at time of Completion.
A revision is not for transferring the travel document to another Traveler. On a revision,
you cannot change the Traveler, Bargaining Unit, or Business Office. Those changes require
you use the Copy feature.
- Void Feature
- Clickable at the bottom of all APPROVED Travel Requests and Travel Request + Advance
documents. Voided documents will remain in the database but will not count as Outstanding so will not require a Completion.
Requests and Request + Advance documents that haven't reached the APPROVED status can simply be deleted from the system.
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TRAVEL COMPLETION .
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- Creating a Travel Completion
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A Completion can only be generated from an "Approved" Request OR a "Vouchered"
Request + Advance. The user sees a list of trips that have already occurred (based on return date) and selects
which one to generate a Completion for.
There are 2 Steps in the Travel Completion - the sections are as follows.
Multiple columns in one row indicate different options for the user.
Sections with gray shading indicate it's from the Travel Request and for informational purposes only.
- Outstanding Completions
- A Completion is considered "Outstanding" if an Approved Request or Vouchered Request+Advance
is 10 days past the Return Date and an Approved or Vouchered Completion does not exist. This
means a Completion with a status of InProcess is still considered Outstanding.
- Revise Feature
- Clickable at the bottom of a Completion document with status
of "Vouchered". Creates a new version of the existing document, so it retains the same Doc# but
a revision number is assigned. If multiple versions exist, only the most current one can be revised.
Completion revisions are for minor changes so additional expenses may be added but the majority of the document cannot
be changed (such as the Traveler, Itinerary, etc.)
- Taxability
- If a trip is taxable, the appropriate information from your Travel Completion will be submitted by
Disburing directly to the Payroll office.
- Timing
- If an Advance was claimed, the Completion must be completed within 10 business days
upon returning to the University. After 10 business days, the Request or Request + Advance is
considered Outstanding.
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OVERVIEW OF PROFILER.
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- What is Profiler?
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A separate application to centralize user information in one place. Currently, users must input and keep their contact
information up-to-date in multiple places (SECE, ePurchasing, etc). Profiler is a long term solution to eliminate
that problem. Profiler is also where users may designate "Preparers" and a default "Business Office
Group" for eTravel documents.
Go to Profiler.
- How does Profiler work with eTravel?
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eTravel uses information in Profiler so Steps 1 and 2 below are required before you can login to eTravel.
Steps 3 and 4 are optional depending on your role.
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Login to Profiler
Anyone with a UH username/password can login. |
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Create a General Profile
Required for all eTravel users. You must create a General Profile
to login to eTravel. Note: You only need to do this once. Subsequently it is not necessary
to login to Profiler to use eTravel.
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Create a Travel Profile
Required for all Travelers. This is where you select a default Business Office
Group which determines who has access to your eTravel documents. This is also where you input
travel preferences to assist your Preparers in making your travel arrangements.
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Manage a Business Office Group
This option is only for Fiscal Officers. A "Business Office Group" enables the
"Lead Fiscal Officer" of a department to grant FO-like authority to other users in their department, i.e. other FOs,
Secretaries, Administrative Assistants, etc. Disbursing is responsible for establishing the Business Office Group for
a specific FO Code. Subsequently, the Lead FO may add members to his/her group by FO Code or UH Username (as shown below).
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