Email Notifications and Certification

Electronic Traveler Certification

Travelers are required to certify the expenses being reimbursed per UC Policy. The Travel Reimbursement will automatically route to the traveler for electronic approval. The traveler may receive an email requesting certification or the traveler may look in their action list to certify their document. When opening the Travel Reimbursement for certification, the traveler should scroll down to the Traveler Certification tab, select the check box, then select the approve button on the bottom of the page.

  • Click on the Employee Certification check box.
Traveler Certification tab in the Travel Reimbursement eDoc showing the Employee Certification checkbox available to be selected
The Employee Certification checkbox in the Traveler Certification tab of the Travel Reimbursement eDoc. The traveler must check this box to certify the expenses being reimbursed.
  • Click the Approve button.
Approve button located at the bottom of the Traveler Certification tab in the Travel Reimbursement eDoc
The Approve button at the bottom of the Traveler Certification tab, which the traveler clicks after checking the Employee Certification checkbox to complete their electronic certification.

Email Notifications

When a UCI Employee needs to approve a KFS eDoc, an email will be sent letting the approver know. The email incudes a link to the approver’s action list and a link to the approver’s action list preferences.

KFS email notification to a UCI employee approver containing links to the action list and action list preferences
An example of the KFS email notification sent to a UCI employee when a Travel Reimbursement eDoc is awaiting their approval. The email includes a link to the approver's action list and a link to action list preferences.

Action List

Action list emails cannot be resent by the KFS help desk. If an approver knows they have a document to approve, they can go to portal.uci.edu, click on their action list and select the appropriate document. 

  • Go to ZotPortal and log in using your UCInetID and password.
ZotPortal login page with UCInetID and password entry fields
The ZotPortal login page at portal.uci.edu, where approvers sign in with their UCInetID and password to access KFS.
  • Click on the Finances/KFS tab.
ZotPortal navigation bar with the Finances/KFS tab highlighted
The ZotPortal navigation tabs with the Finances/KFS tab, which users click to access KFS tools including the Action List.
  • In the Tools and Support Portlet, click the KFS Action List link.
Tools and Support portlet on the ZotPortal Finances/KFS tab showing the KFS Action List link
The Tools and Support portlet on the Finances/KFS tab in ZotPortal. Click the KFS Action List link to view and access documents pending your approval.
  • Click on the document number to open the TR.
KFS Action List displaying a table of pending documents with clickable document numbers in the first column
The KFS Action List showing documents pending approval. Click the document number of the Travel Reimbursement eDoc to open it and proceed with approval.