Q: What are the system requirements?
IE 6 & 7 or Firefox 2+ with Adobe Flash Player 7+ are required.
Q: What user Roles must be assigned prior to using eTravel?
There are several ROLES that must be assigned by your department prior to using eTravel.
Q: What is ASTRA?
ASTRA is used to establish the compliance and funding approvers for specific budgets. A watcher role may also be added to view only specific budgets.
Q: Who receives email notifications?
All Roles (including ad-hoc when added to approval flow to specific ERs and watchers when added to specific budgets) receive email notifications indicating the ER status unless email notification preferences are changed.
TIP: Ad-hoc approvers or watchers for specific budgets must be established in ASTRA. Ad-hoc approvers or watchers for a specific ER as a one time occurrence is established in Ariba. Select Add Approver in the Approval Flow tab.
Q: How do I change the frequency of email notifications?
Q: How is a Travel Profile established?
The preparer can complete a Travel Profile for UW employees. Any future ERs completed for the traveler will auto-populate this information.
Q: How do I claim airfare reimbursement when a personal airfare portion is included in the UW airfare expense?
Select Yes next to Personal Time Taken in the Summary screen and provide dates, times, and location of personal travel. Airfare costs for destination other than the UW business location is not reimbursable and must be deducted from the total airfare cost. It is the traveler responsibility to account for personal time and expenditures during a UW business trip.
Q: How do I find the per diem rates (meals or lodging) if the location is not listed?
Q: What types of receipts must be submitted with the ER?
Receipts in their original format for all expenses over $50 and all receipts regardless of costs for accommodation, car rental, laundry, and meals paid on the behalf for others are required.
Q: Can I attach electronic receipts to the ER?
Yes, electronic receipts in their original format may be electronically attached to the ER.
Q: What documentation must be submitted with the ER to the Travel Office?
Original paper receipts must be attached to the ER print version in landscape format and submitted to the Travel Office.
Q: Are requisitions/purchase orders (POs), encumbrances and PR-3 (Request for Shared Purchases) required in Ariba?
No. Ariba will automatically assigned each ER an id number instead.
Split budgets can be entered at an individual item level or as a mass edit after all items have been entered. Select Edit then Split Accounting per individual item or select Mass Edit then Split Accounting for all items.
Q: Can I use project cost accounting codes (PCA)?
Yes, enter these codes in the budget screen.
Q: How are travel expenses that were charged to the CTA, Procard or other Expense Reports recorded?
CTA, Procard and Other Expense Report (ER) are Paid By options in Ariba for some travel expense items and should be selected when expenses have been charged to these accounts. These expenses will be included in total trip cost, but will be excluded from reimbursed amount.
Q: How do I request a Per Diem Advance?
A Per Diem Advance form must be completed, printed, and submitted to the Travel Office. Reconciliation of a per diem advance is reconciled online in Ariba. Here's more info.
Q: What is a Living Allowance?
A living allowance is an advance meal allowance issued to a foreign national based on the work location meal allowance rate and can be issued 30 days at a time, with additional requests submitted on a monthly basis. Select Living Allowance in the Add Item section.
Q: How long does it take to receive the travel reimbursement check?
If the ER is completely approved and submitted prior to 6:00pm, the check will be mailed the following day.
Q: How do I request a wire transfer for my travel reimbursement?
Select Wire from the Check Delivery Information options. Include applicable information listed on ER print version and send to the Travel Office with valid receipts.
Q: How do UW employees approve their Expense Report?
Signatures are no longer required for travelers on UW payroll. Approval is authenticated with their UW NetId.
Q: How do visitors, students, candidates for faculty/staff, and relocation travelers not on UW Payroll System approve their ER?
The ER print version can be emailed, faxed, scanned, or mailed to the traveler. The traveler must sign the ER print version then return to the department via email, fax, scan or mail.
Q: How do I request travel reimbursement if I paid for someone else?
Select Claimant as the appropriate Paid By method for each item and enter the other travelers' names in the ER Comment section. Meals paid for others are reimbursed at actual costs as evidenced by receipts and cannot exceed the allowable meal per diem rate per person according to the location of travel.
