Travel Center Updates

The Controller’s Office announced that the OIT Team completed the travel center enhancements ahead of schedule. The following enhancements are now live.

• Travel Advances are now part of the travel authorization process within the travel system and will no longer be processed using the existing Accounts Payable forms (AP102, AP103, AP104, and AP105). Reconciliation of travel advances will follow the same procedure as travel reimbursements, streamlining workflows and improving efficiency.
  
• The Travel Proxy Functionality feature allows employees to input travel authorizations, travel reimbursements, and travel advances on behalf of other travelers, such as students or visitors to the University. Students or visitors must have a supplier ID for this functionality. If a supplier ID is unavailable, a PaymentWorks onboarding invitation will need to be sent to the traveler. This update eliminates the need for paper documentation for travel authorizations, including the AP104 form.
  
• To ensure a smooth transition, the Controller’s Office will continue to accept AP forms (AP102, AP103, AP104, and AP105) that are being phased out by this online service through March.
  
• Updated email notifications will consolidate into a single travel notification email sent to the traveler, finance approver, and supervisor.

The related updates to the website and Travel Manual are in progress and will be published soon. The Controller’s Office will also distribute step-by-step guides for the updated travel advance procedures to the College travel contacts.