Workflows for Travel and Event Management (TEM) e-Documents

The workflows for the most common Travel and Event Management (TEM) e-documents are listed below. KFS users may also optionally choose to ad-hoc route any of these documents to additional individuals though this will extend the time it takes to process the transaction.The accounting reviewer role is entirely optional for all TEM eDocs.

For additional information on approvals, and exceptional approvals, see this guide: http://www.accounting.uci.edu/travel/reimbursement/approval.html/

Travel Reimbursement (TR)

The Travel Reimbursement document allows you to claim travel reimbursement. Users may either start the online reimbursement process with a TR or create one based on a prior Travel Authorization document.

  • Initiator
    Any active faculty or staff can initiate
  • Traveler
    approves and certifies the eDoc
  • Fiscal Officer
    approves the eDoc
  • Scanning Hold
    Waits for supporting docs to be scanned
  • Accounting Reviewer
    approves or receives an FYI for document. This step is optional.
Entertainment Reimbursement (ENT)

The Entertainment document allows you to request reimbursements for a particular entertainment event and/or to group expenses together for an event.

  • Initiator
    Any active faculty or staff can initiate
  • Payee
    approves and certifies the eDoc
  • Fiscal Officer
    approves the eDoc
  • Scanning Hold
    Waits for supporting docs to be scanned
  • Accounting Reviewer
    approves or receives an FYI for document. This step is optional.
Travel Authorization (TA)

The Travel Authorization document allows you to prepare for a trip by requesting travel authorizations and/or travel advances as needed and by encumbering funds for the trip.

  • Initiator
    Any active faculty or staff can initiate
  • Traveler
    approves and certifies the eDoc
  • Fiscal Officer
    approves the eDoc
  • Accounting Reviewer
    approves or receives an FYI for document. This step is optional.
Moving and Relocation Reimbursement (RELO)

The Moving and Relocation document allows you to record and track moving and relocation expenses and request reimbursement for them.

  • Initiator
    Any active faculty or staff can initiate
  • Policy Reviewer
    reviews for compliance with policy
  • Traveler/Payee
    approves and certifies the eDoc
  • Fiscal Officer
    approves the eDoc
  • Scanning Hold
    Waits for supporting docs to be scanned
  • Accounting Reviewer
    approves or receives an FYI for document. This step is optional.