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: Additional and Exceptional Approvals for Travel, Meetings, and Entertainment.

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.

  • 1. Initiator - Any active faculty or staff can initiate
  • 2. Traveler - approves and certifies the eDoc
  • 3. Fiscal Officer - approves the eDoc
  • 4. Scanning Hold - Waits for supporting docs to be scanned
  • 5. 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.

  • 1. Initiator - Any active faculty or staff can initiate
  • 2. Payee - approves and certifies the eDoc
  • 3. Fiscal Officer - approves the eDoc
  • 4. Scanning Hold - Waits for supporting docs to be scanned
  • 5. 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.

  • 1. Initiator - Any active faculty or staff can initiate
  • 2. Traveler - approves and certifies the eDoc
  • 3. Fiscal Officer - approves the eDoc
  • 4. 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.

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