Travel and Expense

352.392.1241 | website

This information is designed for use by:

• Departmental staff who will enter travel and/or expense on behalf of others
• Faculty or staff who travel frequently and will enter their own travel and/or expense
• Administrators who approve travel for their employees

Use these Frequently Asked Questions to help assist as you begin using the Travel and Expense module in myUFL.

You may notice the navigation in myUFL is different than what is shown in these training resources.  Rest assured, these changes are primarily look and feel differences. All policies and procedures discussed in these materials are accurate and up to date. Training materials will be updated to reflect the new look and menu of myUFL.

User Preferences

• Delegate Entry Authority DOCX
• Creating, editing and retrieving a Travel Template DOCX

Approvers

• How to Approve Transactions DOCX
• Approve a Travel Authorization DOCX
• Approve an Expense Report DOCX
• Approve a Cash Advance DOCX
• Assign a Temporary Approver DOCX
• View Receipts Prior to Approving the Expense Report DOCX

To register for online courses in myTraining, navigate to mytraining.hr.ufl.edu. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. Just type the course name, course ID or a keyword and then click Search.

After you’ve registered for training, your current enrollments display in the Training list found on the Dashboard page. To begin an online course, click the green Start button.

You can also access myTraining from myUFL using the following navigation:
Main Menu > My Self Service > Training and Development > myTraining

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• PST930 Travel and Expense
  Designed for departmental representatives who will assist “travelers” in their areas, this hands-on certification workshop will introduce travel and expense processes in myUFL. Along with a brief review of related policies and procedures, participants will:
  • Review the myUFL travel process
  • Submit a travel authorization
  • Request a cash advance
  • Complete an expense report
• PST931 Travel and Expense – Approver
  Review how to approve travel & expense transactions in myUFL
• PRO306 UF Travel Directives Workshop
  Join this this class to learn how to navigate travel at the University of Florida. In this course you will get the opportunity to collaborate with your peers and learn all about the travel directives. This critical-thinking workshop is designed for departmental representatives that perform travel-related duties. You will receive a deep dive into travel-related rules and guidelines to answer the question: “What is allowed to be claimed in accordance with the UF Travel Directives?”

Lists and descriptions of all UF security roles may be found on the Identity & Access Management website.

• UF_FI_UNIVERSAL INQUIRY
  This role will allow you to view financial transactions in myUFL
• UF_EX_EMPLOYEE
  This is an end user role granting access to the Travel and Expenses module to: * * Initiate travel – manage expense reports, manage travel authorization, manage cash advance, manage budget exceptions, and self service travel and expenses (for yourself or others).  Required training: PST930 Travel and Expense
• UF_EX_MANAGER
  End user role granting access to Travel and Expenses Module:
  * Approve cash advances
  * Approve, modify, review and print expense reports and errors
  * Approve, modify, review and print travel authorizations
  * Review employee expense and payment history
  * Review employee profile

Required training: PST931 Travel &  Expense Approver

For system status information, please review the Alert Notices webpage.

For assistance, contact the Travel Office (392-1241).

If you experience application problems with the Travel and Expense system in myUFL, please contact the UF Help Desk (392-HELP) for assistance. When contacting the Help Desk about Travel related questions, please include your UFID or GatorLink username, browser and operating system information, any error messages you received and detailed information about what you experienced, or what you expected to experience. The more detail you provide, the better the UF Help Desk can assist you.