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ProTrav
Procurement Card & Travel Expense Voucher
Web Based Reconciliation Tool
Did You Know?
September 2007 Edition
On a
regular basis the design team continues to make user improvements and
modifications to ProTrav. These changes are based upon user input and
amendments to policy and/or procedure.
Please
be sure to review the links below for the most recent “enhancements’’ to
the online system.
Released July, 2007
Released September,
2007
New
Travel Expense Type Codes:
Bus and
Train expense type codes have been added to the travel expense editor.
Default
I Acct:
The IACCT
of the MFK listed on the Procurement Card Voucher and Travel Expense Voucher
line editor is automatically entered.
The
Procurement Card default institutional account (IACCT) is based on the
merchants MCC code (merchant category code). All card accepting
merchants must be identified by a 4 digit MCC code that defines their primary
source of business. Based upon that MCC code, ProTrav correlates the
nearest corresponding IACCT from the UI accounting code manual and defaults
that into the line editor. The default is intended to improve
efficiency however may not always be the most appropriate thus this field is
editable.
The
Travel Expense Voucher default is 6026. This is the most commonly used
institutional account based on general ledger reports. Future
development will correlate this default based on destination and trip type.
Departmental
Pre trip Approval:
Prior to
traveling on University
of Iowa business,
Travel policy dictates that prior approval must be obtained from the
employee’s funding department. It is up to each
department to define their department’s process for obtaining PreTrip approval.
Regardless
of a department’s trip approval process, a trip must always be created in
ProTrav if expenses will be paid by the University. Setting up the trip
simply defines who is traveling, when, where and why. This is the
equivalent of completing the top section of the old paper TEV or Cash Advance
form, or providing this same information for each travel related item on the
old paper Procurement Card Voucher. In ProTrav you
only have to provide this information once, regardless of the number of forms
associated with that trip.
Departments
may choose to use this trip set up as an electronic means of obtaining pretrip approval. This can be accomplished by
setting up Workflow paths for the trip setup form (WF Form Type,
ReqTrav,Fac/Staff). The trip must
then be approved prior to any payments related to that trip.
Departments
are not required to use this form to obtain approval and are therefore not
required to establish Workflow routing paths for this form. In fact, if
a department chooses another method for approval, Workflow paths should not
be established for this form and when the trip is created in ProTrav it will not
be routed in workflow.
Please
discuss these options with your department and workflow administrators who
establish the trip workflow approval paths.
Questions
can be directed to Sherry Reynolds-Miller, 5-0656.
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