Payment Information for my Travelers This section will display advances and/or reimbursements processed for anyone in your “my travelers” in the past 30 days.

New Trips Trips will be displayed in this section from the time the trip is created until 30 days after the trip end date. Trips will be displayed in this section for the traveler and for the person who initiated the trip setup.

Travel Forms Awaiting Your Approval This section includes travel forms awaiting your workflow approval.

Travel Expense Vouchers In-Progress This section contains any travel voucher that has been started by you or is for you, but has not been completed or routed to workflow for departmental approval. The voucher has to have at least one “out of pocket” expense saved in order to be displayed.

Outstanding Advances This section contains any advance that has been issued but has not been cleared (TEV has not been submitted and processed by the Travel Office). Outstanding advances will display for you as the traveler, trip owner, reconciler (voucher initiator), and/or users with upper level access.

Overview of the Sidebar

Create new trip and Create TEV

Use the Create new trip link to set up a trip and/or request a cash advance for individuals not listed in your my Travelers. Use the Create TEV link to document expenses and request reimbursement for individuals not listed in your my Travelers. You may create a trip for any UI employee, student or non-ui employee.

My Travel

Shows travel information specific to you, the traveler.

My Trips

Displays all of your visible trips, the Create a Trip link takes you to the trip wizard and automatically enters you as the traveler. From this window, you can also search for trips for other travelers by entering information in the search section, then click.

**Note: Hidden trips are trips that are no longer active and do not display on your search results. If you wish to view hidden trips, change the display field from “Visible trips” to "Hidden trips".

My Reimbursements

This section displays reimbursements to you for the last six months, last twelve months, or forever, depending on how you choose to view your information. You can review the trip details by clicking on the Voucher ID.

My Advances

This sections displays advances to you for the last six months. You may click on the down arrow next to the “Show” search to review all advances issued to you.

My Direct Deposit

This link will open a new screen with the Employee Self Service page to be able to review or update your direct deposit information. This section provides you with the ability to define a different account for travel reimbursements than payroll deposits if you wish.

Under the Payroll header, click Direct Deposit. This will take you to your current Direct Deposit information and allow you to edit the entries.

My Travelers

This section lists all travelers you have reconciling or viewing rights to. You may create a trip for any UI employee, student or non-ui employee without them being listed under your my Traveler’s section. If you create the trip, you have access to that particular trip and do not need access to all trips for a traveler.

When you click on next to an individual traveler’s name from my Travelers section, links will display so you can select which information you wish to access. You may view trips, reimbursements and advances. Selecting Trips takes you to the Trip Manager. From this one panel you can view trips created for this traveler, access trip information and create, edit or view forms.

My Preferences

This section allows a user to add Favorite MFK’s, select to receive e-mail notifications and request or assign access to Travel.

Favorite MFK’s-ProTrav users can store favorite MFK’s in ProTrav for any form including Procurement Card Vouchers, agreements and travel related forms (Trips, Cash Advances or Travel Expense Vouchers). This link can be found under both the Pcard and Travel components.

E-mail Notifications-ProTrav users can elect to receive email notifications in the following situations:

As a cardholder, or reconciler of a Procurement Card Voucher, a user can be notified when the current Procurement Card billing cycle has ended and their assigned Procurement Card Voucher has been assigned and is ready for completion/submission.

*Notification will only be sent if transactions have posted.

Travelers may be notified when any travel related payment has been made to them by direct deposit.

Access to Travel

From this section travelers can be added, removed or reconcilers for your travel can be requested.

Pending Requests- This screen will display any requests that need your attention. By clicking on the action it will either grant access or deny access.

Request or assign access rights- This link is where you request or assign access. You may request to be a reconciler/viewer for another traveler, or you can request that another University employee have access to reconcile/view your travel.

Assign a Reconciler/Viewer Rights to your Travel Information

Select if you which to grant the user reconciler or viewer rights
Search for the user by HAWK ID or Name
Send the request

Requesting Access for Another Traveler

Select if you which to obtain reconciler or viewer rights
Search for the traveler you are requesting access by HAWK ID or Name
Send the request

Maintain access rights- From this screen, you may review or edit the users who have access to your travel information. It will also list any traveler you have access to. If you no longer wish someone to have access to your trips or if you no longer need access to someone’s’ trips, click Remove.

Searches

Search Contracts-Provides you with a listing of vendors the University of Iowa has established contracts.

Search Trips allows you to search for trips you have access to.

Reports and More Forms

Users can generate a travel spend summary report for you, your travelers, or your Org/Dept. Reports are limited to only those travelers you have access to and only those expenditures that have been sent to General Ledger (TEV’s in progress are not included).

The Non UI Acknowledgement of Expenses form can be used for travelers to sign and use as their approval for the Travel Expense Voucher if they do not have access to e-mail.

Access Request form is to be used by individuals requesting access to additional roles for either the PCard or Travel component of ProTrav. Card owners and Travelers do not need to complete this form to access their own card or travel information, or support staff to add travelers to their “my Travelers” or to process TEVs.

Travel forms Take you to the Travel Website that lists the Tax Exempt forms and information as well as the printable version of the Non UI Acknowledgement of Expenses.

Create New Trip

Click Create new trip on the sidebar to the left.

You may create a trip for any UI employee, student or non-ui employee without them being listed under your “my Travelers” section.

Step One - Who is Traveling: Indicate whether the traveler is a UI employee/student or non UI. If the traveler is a UI employee/student, enter one form of identification for the person. If you choose to use the HawkID, you can type it in directly or click on the link to search. Click .

A list of all those who match the criteria you listed will be returned.

Select the appropriate traveler by clicking on the radio button to the left of their name, click.

Step Two - Trip Details: Choose the purpose of the trip, a description and the funding MFK, the IACCT should default in correctly based on the type of traveler, whether it’s individual or group travel and the purpose of the trip. If it is incorrect, you have the ability to change the I-account. Select the Country and State for the trip. Then, select the city. If the desired city is not listed, select “other” and type the city name in the "City - other" box. Enter the date the traveler will depart and return. If there are multiple destinations, enter the dates the traveler will be in this city only, click the yes button. Click .

For Multiple Destination Trips:

Enter the information for the subsequent city, click . A listing of the itinerary will appear at the top as you add destinations. When you have completed the itinerary, click . This is not to reflect legs of travel for airfare, it is meant to list all destinations of the business trip.

Step Three - Cash Advance: If you are eligible for a cash advance, this box will appear. Select if the traveler will need a cash advance. Click

If you clicked yes, the following box will appear. The maximum standard amount will be listed in the Requested Amount section. If you are requesting less money, adjust the amount. Click. If more money is needed, complete setting up the trip without requesting a cash advance. Once you have the trip number email protrav@uiowa.edu include the dollar amount you are requesting and the justification for this amount, make sure to include the trip number.

If you clicked no for a cash advance you will be taken directly to the Trip Summary Panel.

This is the Trip Summary panel to review everything you have entered for this trip. If all the information is correct you can click. If you need to correct any information, use the button to the screen in which the change needs to be made. Edit the information, click until you are through the trip wizard, then click on to complete setting up the trip.

Step Four - Submit to Workflow: Some departments require online pre-trip approval. If you are just entering an upcoming trip, you may not need to send the form through Workflow. If a cash advance is requested, click the Send to Workflow button.

Once the path is selected it will continue on the predetermined path that was set up by your workflow administrator.

Create TEV

Click on Create TEV on the sidebar to the left.

The trip manager displays and asks you to choose a trip or create a new trip. To search for a traveler enter the requested information and click.

A listing of all current trips for the traveler will appear. Select the appropriate trip and click on Create/View TEV.

Expense Editor-the left side of the screen is where you add out of pocket expenses.

Expense Type-

Transportation is the default expense type when the screen opens. For each type of expense, there is a link “Policy for this expense type”. Click this link to view the Operations Manual text on each particular type of expense. Throughout ProTrav, there are additional links which give you more information on specific types of expenses.

Transportation expense has sub expense types which are listed below.

Airfare: When claiming airfare, select the appropriate Airline and enter the amount of the fare.

Mileage Expense: ProTrav has business rules in place so when you enter your mileage the correct rate will default into the rate field and the total reimbursement will be calculated for you. An “Approved Travel Office Mileage Calculator” link is provided to determine or check mileage between points of travel.

You have the ability to edit the mileage rate by entering the applicable rate into the rate section of this screen. A drop-down box will appear and you will be required to specify the exception category that applies. Click.

Once the meals have been expensed, click .

Editing Expenses-While on this screen you can make changes to a saved expense by clicking on one of the options to the left of the expense.

Edit-provides you with the ability to change any part of the expense that you have entered. Once you have made the change you will need to click on Update Expense and this will change the information on the right hand side of the screen.
Delete, it will remove the expense from the voucher.
Split- if the traveler has paid for another University of Iowa traveler’s portion of an expense, such as they shared a hotel room, the other traveler needs to be identified. Instructions on how to split an expense is shown later in this document.

Miscellaneous expenses Select Miscellaneous in the Expense Type drop-down box. Then choose the specific expense category such as Baggage/Other tip in the drop-down box below it. Change the date if necessary, make any comments you want recorded, and enter the total dollar amount.

Click.

Other expense should be used when the item you are expensing doesn’t fall under any of the other categories. The system requires a description to be entered when using this expense.

Splitting Expenses

If the traveler paid for their own expense along with another University employee’s portion, click on Split this will split the expense between the travelers. You will need to enter the other traveler’s HawkID and the split amount and then click.

The system will mark this transaction as a split expense.

The additional person(s) will be added to the Travelers assigned to this expense box. In the right column you will see an icon that indicates the expense is for multiple people. The MFK split for the two travelers will be assigned later in the TEV creation process.

After you have added all the expenses to this voucher and you are ready to complete the voucher, click .

Accounting Page

The top section shows a summary of the trip expense totals. This is where you would enter the Department Funding Limit if there is one. If the traveler has direct deposit set up, that will be the default payment method. If the traveler does not have direct deposit set up, the check will be mailed to their home address. The third option is check-pickup, if you select this option, once the check is printed, the Accounts Payable, Travel and Purchasing department will contact you when the check is ready to be picked up at their office.

The bottom section, MFKs to be charged on this TEV, reflects the distribution of the MFKs. To edit an MFK click on the section you want to change and enter the new information, once changes are made click .

If you want to allocate more than 1 MFK to a traveler, first change the dollar amount of the MFK listed and then click this will bring up another line where you will be able to edit the MFK either by entering in the new one or selecting one from your favorites by clicking on the star.

Once all changes have been made and all the information looks correct click .

This will take you to the Voucher Editor screen which is a summary of the TEV you have created. This gives you a chance to review the expenses to ensure all has been entered accurately. If any changes need to be made click

on the section needing changes. Once you have made the change, click and you will be returned to the Accounting page.

Attaching Receipts-It is required that the receipts be scanned and electronically attached to the voucher.

Click and a new window will open.

Click , navigate to the file you wish to add, then click

You may edit the File description name and add comments. Once you have everything added this screen you can click on You do not need to send the hard copy receipts to the Accounts Payable office. Please retain the receipts for 18 months.

If scanning is not an option, you do have the ability to print the TEV coversheet to attach your receipts to it. Please provide a letter of explanation of why you were unable to scan the attachment.

Submitting to Workflow:

When you click Submit to workflow, you will see the following screen.

Choose the routing option and click . You will be sent to other verification screens. Keep clicking continue until you see the screen below.

After the form has been submitted electronically you will be able to track the status of the voucher through the approval and payment process within ProTrav.

How to Reconcile a Travel Related Transaction on the Pcard:

Log into ProTrav through Self-Service (instructions are on page 2)

Click on the Pcard tab on the left-hand navigation

Click on the + next to the cardholder’s name you wish to reconcile. Select Reconcile

Click on new line and the line editor box will appear.

Designate the MFK and amount to be charged. Click on the link “Search for the trip” to locate the trip related to the charge. If trip has not already been set up create a new trip. You may search by HAWK ID or traveler name

Click Reconcile to this trip to attach the appropriate trip to the expense.

This will enter the travel information to the line.

Once you’ve clicked on process line, this will bring up the Travel expense line editor for this transaction. This step links the travel related expense to your Travel Expense Voucher.

You will need to define:

Expense type
Details about the expense
Dollar Amount

If you would like to review the policy for this expense, click on the Policy for this expense type hyperlink below Expense Type.

After the expense detail has been provided and the amount distributed equals the transaction amount, the balance should be 0.00 and change to green. It should then anchor to the next procurement card expense listed on your voucher. For example, we are working on line 3, it should take you down to line 4 to click New Line.

Journal ID’s

If TEV/Cash Adv payments are made via direct deposit, the Journal ID will be 5PRTRVLVOU. If payment for either TEV/Cash adv is made by check, the Journal ID will be 2DailyAP. Procurement Card transactions will still post to Journal ID 1WEBPCARD.