The Accounting Office and Computing & Communications are pleased to announce improvements to the iTravel system that will be deployed this week. The new enhancements are aimed at streamlining the travel reimbursement process: 

Multiple Accountability Structures:

Since users may be assigned iTravel roles in more than a one Accountability Structure, iTravel has been updated to better accommodate these situations by automatically detecting when a user is associated with multiple Accountability Structures.  Users will notice the following changes:

• The iTravel Main Menu page will provide a consolidated view of trips awaiting action across all Accountability Structures (similar to ePay). There is no need to select an Accountability Structure beforehand to view trips requiring action.
• Work-in-progress (WIP) grids will support reporting of trips across multiple Accountability Structures in a single view with new filtering and sorting options by Accountability Structure.
• Trips will now be assigned to a specific Accountability Structure upon creation of new travel expense reports.  Therefore, it is important for Travel Coordinators to continue to assign trips to the correct Accountability Structure to ensure trips are routed through the appropriate approval process.  In general, the traveler’s supervisor or higher level official should approve the travel expenditures.

Travel Coordinator Recall Option:

Travel Coordinators will have the ability to “recall” trips from the Traveler’s work-in-progress (WIP) grid back to their Coordinator’s WIP grid. This new functionality is only available for trips within the Coordinator’s Accountability Structure, and will be useful when a Traveler’s NetID becomes inactive/invalid (e.g. the employee is separated) while a trip is awaiting Traveler approval. Once recalled, the Travel Coordinator should obtain the traveler’s manual approval, upload the approval documentation into iTravel, and submit the trip directly to the Approve role. 

Our goal is ensure that the iTravel system meets the business requirements of campus departments, while helping maintain compliance with Business and Finance Bulletin G-28.  Please submit suggestions for improvements and feedback on the features to TravelFeedback@ucr.edu.  For more information on using iTravel, please reference the iTravel support site at http://cnc.ucr.edu/travel.