Employees can request reimbursement for travel expenses by submitting a Travel Reimbursement (TR) e-document in the Kuali Financial System.
Accessing and Creating the TR eDoc
Access to KFS is granted by your Department Security Administrator through the Kuali Security Access Maintenance System (KSAMS). After you've been authorized to use KFS, the system can be found in Zotportal under the Finances/KFS tab.
Creating a TR eDoc or any other Travel and Entertainment Management (TEM) e-document in KFS requires training, which is available via the UC Learning Center or at an in-person class. Employees who do not have access to KFS should inquire about the entertainment reimbursement process within their unit.
Scanning Supporting Documents
After you’ve submitted a Travel Reimbursement, you will need to send your supporting documentation to be scanned. Supporting documents required for common travel expenses are listed below.
- Airline - Receipt or invoice/itinerary showing payment and ticket number
- Lodging - Itemized receipt showing daily expenses
- Conference Registration - Receipt and copy of registration form
- Rental Car - Receipt given when car is returned (mileage in/out)
- Anything over $75 - You will need a receipt for any expense over $75
For the full list of receipt requirements see the Required Receipts and Supporting Documents Guide
These receipts and all other required supporting documentation should be placed in an envelope along with the e-document's coversheet and sent by campus mail to the scanning unit in Distribution & Document Management.
Approval of Travel Reimbursements
Department heads and employees who have been granted signature authority are responsible for approving routine, within-guidelines expenses for both travel and entertainment. Because signature authority is built into KFS, the default Travel and Entertainment (TEM) e-document approval workflow is typically all you need, but keep in mind that some departments have stricter approval requirements.