Eastern Region IRIS Travel Update Meeting

1. Eastern Region IRIS Travel Update Meeting Welcome! Thursday, November 10, 2005 Meeting begins at 2:30 pm EST

2. Eastern Region IRIS Travel Update Meeting Thursday, November 10, 2005

3. Today’s Agenda • Resources available to you (websites) • Examples • Different cost assignments • Rejected travel • Workflow history • Managing Workplace Inbox items • Verify travel check – FBL1N • Reviewing Q&A document • Items from Lois • Your questions!

4. Resources • Eastern Region Website • IRIS Training (on navigation bar – left side under Staff Resources) • IRIS Travel (on navigation bar – left side under Staff Resources) • http://www.uteasternregion.org/ • IRIS Website • Training material, updates, forms • http://iris.tennessee.edu/

5. Additions • IRIS Training page on ER site • General IRIS Tips – updated – Contact name for locked IRIS ID changed to Sharon McClain • Useful Reports/Transactions for IRIS Favorites - updated

6. Additions • IRIS Travel page on ER site • Travel Policies – updated link to Treasurer’s site • Travel Reimbursement Rate Schedule – updated for temporary mileage increase • University & State Travel Regions – updated file • Travel Enhancements & Selected Travel Q&A document • ZWF_HISTORY with Travel, Alternative Cost Assignment Rounding & Rejected Travel Reason document

7. Examples • Correcting rejected travel • Refer to document in IRIS travel documents Correcting Rejected Travel Reimbursement on ER website • Using alternative cost assignments • Refer to document ZWF_HISTORY with travel, Alternative Cost Assignment Rounding & Rejected Travel Reason on ER website

8. Workflow History with Travel • Use ZWF_HISTORY transaction and click on Travel tab • Refer to document ZWF_HISTORY with travel, Alternative Cost Assignment Rounding & Rejected Travel Reason on ER website

9. Managing Workplace Inbox Items • Go into WorkPlace • Click on Inbox • Workflow (items you need to take action on – like rejected travel) • Unread Documents (usually messages – travel has been approved) • Documents (usually messages – travel has been approved)

10. Verify Travel Check • Check ZWF_HISTORY to verify that travel reimbursement has completed process (finished audit process) • FBL1N – refer to Verify Travel Check after Workflow document on ER website to see if check has been written and/or cashed

11. Q & A Document Highlights • Change in conference hotel taxes • Use scroll icon in Trip Manager to view payment history • Must have an approved travel request for out-of-state before creating reimbursement • Order of documents (must include receipts if required and check off on signed form) • Tips on Region field

12. Q & A Document Highlights • “Errors in Simulation” error message • Trip description too long • Multiple destinations on one-day trip • Mileage on one-day or overnight trip (not monthly mileage) – record in distribution area by day • Per diem meal reimbursement – based on starting/ending time • How does travel appear in ledgers

13. Items from Lois • Do not complete or send in travel with a zero balance • Need hard copies on travel to complete audit process – if travel is rejected and corrected, need corrected hard copy • Need to check if travel reimbursement process has been completed for your employees – if not moved to paid area after a reasonable amount of time there is a problem. You must check this.

14. Your Questions