KFS Travel Reimbursement (TR) e-Document

A woman working on a travel reimbursement on a laptop

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.

Check Enclosures and Special Handling

When creating a TR eDoc, users can select three special check handling options. You can:

  • Enclose additional documents with a check,
  • Print a check for pick up at Financial Services in Aldrich Hall,
  • Force a check to be printed when the payee has ACH direct deposit set up.

For more information on how to do this, see the Check Enclosures and Special Handling Guide.

Exceptional Approval and KFS Workflow

When expenses are not routine because they do not conform to UCI travel guidelines, you will need to request exceptional approval. A common example of when exceptional approval would be required is when required receipts or other supporting documentation is missing.

KFS doesn’t know what does or does not require exceptional approval. Because of this, users must manually ad-hoc route reimbursements for exceptional approval when necessary.

For more information about exceptional approval, see Additional and Exceptional Approvals for Travel, Business Meeting, and Entertainment Expenses