Traveler

• Obtains authorization to travel

• Estimates total travel expenses

Financial Manager

• Approves the trip

• Provides index number and budget amount

Traveler

• Creates a help desk ticket requesting a Travel Purchase Order number

• Attaches conference brochure and Estimated Travel Expense Worksheet (required for international travel)

Shared Services Center

• Reviews purchase order request for completeness and accuracy

• Initiates the purchase order approval process

Financial Manager

• Reviews and approves the purchase order request

Accounting Office

• Reviews and approves the purchase order request

Shared Services Center

• Sends email to traveler providing the approved purchase order number

Traveler• Makes travel arrangements

Shared Services Center Requesting Travel Purchase Orders and Travel Reimbursement

Pre-Trip Activities – Process Flow

Travel Tip: The “Travel Tool” tab provides useful travel information such as the Travel Rate Schedule, car rentals, and University Travel Policy.

How to Request a Travel Purchase Order Number

Login to Memphis.edu and navigate to the Shared Services Center home page. Select “New Travel

Request”.

Login to the IT Service Desk with your University of Memphis credentials.

Read the instructions at the top of the Travel Purchase Order Request form. Enter the

requested information. Fields that are (required) are indicated in red.

Select the type of travel either Domestic or International.

International travel requires twenty-one days advance notice of your departure in

order for the Provost Office to approve the request.

Traveler: Departure Date:

Destination: Return Date:

Conference/Meeting

(receipt required for reimbursement)

Airline: Flight: Airline: Flight:

Departure Date: Departure Date:

Departure City/Time: Departure City/Time:

Arrival City/Time: Arrival City/Time:

Hotel Information

Hotel Name: Reservation No:

Address: Check-In Date:

Time:

Check-Out Date:

Phone: Time:

Fax: Room Rate:

Cancellation Policy:

Car Rental:

Car Rental Agency: Reservation No:

Address: Pick-Up Date:

Time:

Drop-Off Date:

Hours of Operation: Time:

Phone: Daily Rate:

Per Diem Estimates: Meals and Incidentals

CONUS Rates Full Day No. Days

Travel Day No. Days

Personal Auto Mileage:

From: To:

Total Miles Driven: 0.47

Other Travel Expenses:

* **

Total Estimated Travel:

Purpose of Attendance:

Location:

0

-$

-$

-$

-$

-$

UoM Travel Rate Schedule

MapQuest - Estimate Mileage UoM Travel Rate Schedule

(receipt required for reimbursement)

-$

Mileage Rate

Event Title:

0.00

-$

0.00

-$

-$

-$ Miscellaneous:

Air Transportation

(receipt required for reimbursement)

(receipt required for reimbursement)

-$

CONUS rate reimbursed if not conference hotel

Estimate Airfare - Expedia.com

Estimated Travel Expenses Worksheet

Estimated Cost:

Airport Parking:

Baggage Fee:

Taxi/Ground Transportation

Conference Dates:

Conference Fee:

(receipt required for reimbursement)

One Way Round Trip

Read the instructions at the top of the Estimated Travel Expenses Worksheet (required for

international travel). Enter the requested information.

The Contact Information fields are optional. Traveler information is automatically captured through the helpdesk ticket request so these fields may be used to provide alternate contact information or left blank.

Enter the name of the trip. Generally, this will be the official name of the

conference or convention. Add the primary destination. Blanket Travel will default

to “NO”. Blanket Travel is only used in specific circumstances.

Optional

Travel Tip: Blanket Travel Purchase Orders are used for multiple trips or for one time destinations with several staff members. Below is an example of multiple fiscal year trips by the same traveler.

Example of Blanket Travel request.

Fiscal year dates

Enter the trip departure and return dates.

Trip Summary should be brief but descriptive. Use only information relevant to the trip. Select the mode of travel and the purpose for travel.

Travel Tip: You may use the “Estimated Travel Expenses Worksheet” but it is not required for domestic travel.

Enter the Index Number(s) and the estimated amount for the trip (i.e. 1200.00 do not enter a $ sign).

The Add Attachment section is used to upload conference brochures, the Estimated Travel Expenses Worksheet (if needed), and other information related to the travel. Click on the paperclip icon and navigate to the saved document you wish to upload. “Open” the document into the attachments list. Review request for accuracy and click Submit.

Email #1

Email #2

You will receive an email confirming your submission. Retain the “Incident” number for future use.

Shared Services Center will initiate a Purchase Order using the information provided in the PO request. If there are no budget issues, you will receive the following email indicating that the purchase order has

been submitted for approval.

Travel Tip: For domestic travel department authority and accounting approval is required. For international travel a third level of approval is required by the Provost Office.

Email (Supplemental)

Email #3

If the budget for the requested PO is insufficient you will receive the following email.

After the Purchase Order has been approved you will receive an email with the subject “Travel Purchase Order (PO) Approved”. The Purchase Order is now ready to be used for travel.

Travel Tip: You may reply directly to any travel email received and it will be routed to the Shared Services Center for review and response.

View Existing Travel Ticket

<OR>

There are two ways to view an existing travel ticket.

The first way is to click the link indicated below in the “To manage your Travel Claim” box. This will direct you to the Shared Services web page.

The second way is to login to Memphis.edu and navigate to the Shared Services Center home page.

Select “Manage an Existing Travel Ticket”.

Enter your University of Memphis credentials if you are not already logged in to “myMemphis”.

You will be auto-directed to the umTech Service Desk ticket system. From the “Service Requests” dropdown box choose the “Service Requests” status. Click the “Incident” number associated with the travel.

Review the ticket for accuracy. If needed, choose the “Edit” button and make necessary corrections and save. “Close Service Request” is an option, but not generally used on travel tickets due to PO encumbrance issues. If the travel ticket needs to be closed email sharedservices@memphis.edu.

Shared Service Center Travel Reimbursement

Post-Trip Activities – Process Flow

Traveler

• Collects all "PAID" receipts

• Scans receipts in PDF format and attaches to the travel ticket

Shared Services Center

• Reviews uploaded receipts

• Prepares travel claim according to University policy

Traveler

• Reviews claim for accuracy

• Prints and signs travel claim and attaches original receipts

• Submits to Financial Manager

Financial Manager

• Reviews claim and signs as approver

• Forwards hard copy of travel claim & receipts to Shared Services

Accounting Office

• Processes final payment (please allow 7 - 10 working days)

Traveler• Completes Shared Services Center Survey

Traveler Desktop

Soon after the travel return date you will receive an email reminder to submit your receipts from the trip.

Scan and save all “Paid” receipts to your computer. Save the PDF file format in an easy to find place such as your desktop.

Reply to the “Awaiting Receipts” email.

Attach the receipts directly to your reply email and send. Your receipts have now been automatically added to the helpdesk ticket.

Travel Tip: Travel receipts are automatically uploaded to the original travel helpdesk ticket when you reply and attach your receipts to the “Awaiting Receipts” email.

Soon after uploading the travel receipts you will receive an email indicating that your receipts “have been received”.

Shared Services will prepare the claim, upload it to the travel ticket and email it to you for review.

Traveler Desktop

Open the attached travel claim and save it to your desktop.

If correct, print and sign your travel claim, and attach your receipts (PDF or original) and a copy of the conference/meeting brochure. Submit the claim and supporting documentation to your Financial Manager for final approval and signature. Forward your completed claim to the Shared Services Center, Administration Bldg., Room 192.

Travel Tip: If you submit a PDF copy of your travel receipts, you are responsible for maintaining the original receipts for audit purposes

If there are errors or omissions, please reply directly to the “Claim for Review” email with the needed corrections. The Shared Services Center will make the correction(s) and return the claim to you for review and approval.

The Shared