Travel Reimbursement System: Non-Technical FAQs

1. Access
2. Training
3. Reporting Expenses
4. Documentation and Receipts
5. Reviews and Approvals
6. Other

1. ACCESS:

  Do I need a NetID to use the application?
Yes. The Travel Reimbursement System uses "CUWebLogin" for authenticating users to the application. Since this restriction is in place, travel reimbursements can be prepared and submitted only for travelers with a NetID. 

  How do I access the Travel Reimbursement System?
The system is completely web-based. To access it, you need to enter a valid Cornell NetID at this URL: https://services.dfa.cornell.edu/travel/home .

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2. TRAINING

  Will training be available for the Travel Reimbursement System?
Although web-based tutorials  are available, our intent was to build a user interface that is intuitive. New users should be able to start using the application and navigate through it with ease.

 How can I practice using the system without affecting production data?
A "test" version of this application has been designed specifically to allow individuals to practice using the system. 

Test System       Changes will not affect production data.

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3. REPORTING EXPENSES:

 If I have lost the receipt(s), how do I enter expenses?
Record the expense in the "Expenses Requiring Receipts" section, describe it, and categorize it as you normally would. In addition, provide a brief explanation of why the receipt was not provided, using one of the following methods:

• Use the receipt's description field
• Attach an electronic document with the explanation of the receipt
• Include a paper document with the explanation along with the other backup and original receipts

 How do I report expenses if they were paid prior to of the actual dates of the trip?
Just record the expense, and specify the date it was incurred. The system recognizes that expenses related to a trip can occur prior to the actual dates of travel.

 If a third party is paying for part of the trip, why do I have to enter that party's name?
The purpose of recording the name of the third party is to prevent individuals from obtaining reimbursement for expenses they didn't incur. University Policy 3.2, University Travel  requires the traveler to provide "the name of the organization that is paying the partial reimbursement, what is being reimbursed, and the amount reimbursed."

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4. DOCUMENTATION AND RECEIPTS:

 Do I need to submit original receipts, or attach electronic scans of the documentation? Which serves as the "data of record"?
Eventually, we expect the electronic version to become the data of record, but until that change in policy occurs, you will need to provide original receipts in paper form. Print a cover sheet ("cover sheet" action on the "Trip Details" or "Traveler Submission" page), attach the original receipts, and follow your unit's procedures for routing trip backup. DO NOT send just the trip cover sheet and receipts to DFA. All reimbursements must be completed through the Payment Request System , and the "Payment Request" cover sheet must be attached to the top of the backup before forwarding it to DFA.

 Because original receipts are required, what purpose does the electronic attachment mechanism serve?
While electronic copies are optional, they eliminate the need to make and retain your own hard copies. Electronic attachments are viewable by anyone with access to view the trip. Depending on your unit's procedures, you may be able to eliminate the need to forward paper documentation to others in your unit. This reduces the chance of lost paperwork.

 Will a trip reimbursement request be held in DFA until the original receipts are received?
Yes. Current procedures require review of original receipts.

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5. REVIEWS AND APPROVALS:

 Can a traveler process a request and receive reimbursement without unit approval?
No. Each trip creates a payment request that in turn requires Signature Authority. In addition, units that have an internal review procedure can use the 'Forward to Reviewer' button in the Payment Request System to route the requests to as many reviewers as they choose.

 Is there any provision for supervisor review before it goes to the 'approver'?
Supervisor approval is not specifically required by university policy. The application allows designation of an individual as the traveler's supervisor for the purpose of making the trip information available for that person's review. Units whose internal procedures require supervisor approval have a number of alternatives for accomplishing that result:

• Payment requests permit multiple reviewers prior to the request going to signature authorities. The supervisor can be designated as one of the reviewers.
• The traveler can specify their supervisor as the person who performs the account distribution for the payment request.
• If the supervisor is a signature authority for one or more accounts to which the expenses are being charged, the supervisor can approve the travel.

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6. OTHER:

 Does the Travel Reimbursement System replace the existing paper process?
Generally, yes. When you use the application you should not submit a paper reimbursement form. However, some situations are not supported by the application. Until further notice, the paper process will be required for these situations, including the following:

• Travelers that do not have a Cornell NetID
• Moving, relocation, and house-hunting reimbursements

 Can I use the Travel Reimbursement System to pay an honorarium, guest lecturer fee, or any other type of payment for service? What about other non-travel related expenses, such as supplies, local hosted, meals, books, etc.? No. The travel system should be used to process only travel-related expenses. Please process a separate payment request for any non-travel related reimbursements. 

 Will the system allow for reimbursement of expenses in advance of a trip?
No. A travel advance  requested through the payment request system is the appropriate means to use for reimbursing expenses incurred by the traveler in advance of a trip, such as airfare and conference registrations. Once the trip is taken, report the advance issued and all expenses incurred. Remember to credit the appropriate advance account on the payment request, using object code 1310.

 If someone owes Cornell money and has direct deposit, will the university withdraw funds from the bank account?
Absolutely not. The traveler must write a check to Cornell. When the unit deposits the check, it should be coded to the advance account using object code 1310.

 Can I save a trip and work on it later?
Yes. Once the trip is created and a trip number is assigned, you may look at a previously created trip anytime; however, you may be restricted from performing certain actions based upon the trip's status and your role within the application. 

 What kinds of e-mails are generated at different points in the workflow?
The following chart outlines the various messages and their content, the recipient, and the function of the message sent.

Content	To	Function
The trip is ready for your review and submission.	Traveler	The trip preparer notifies the traveler that the trip is complete and ready for the traveler to submit.
Traveler has submitted trip.	Traveler and Trip Preparer (if not the Traveler)	This serves as confirmation to the Traveler and Trip Preparer that the Traveler's trip has been submitted.
Traveler has submitted trip. You are the Supervisor and may view the trip.	Supervisor	This notifies the Supervisor that the Traveler's trip has been submitted and may be viewed.
The payment request for the Traveler's expenses is in your "Prepare" queue.	Payment Request Preparer	This notifies the Payment Request Preparer that the Traveler has submitted a trip and that the trip is in the Preparer's "Prepare" queue. The payment request needs to be completed.
The payment request for the Traveler's expenses is in your "Review" queue.	Payment Request Reviewer	If the Payment Request Preparer chooses to send the payment request to a Reviewer AND also chooses to send an e-mail notification, the Reviewer will receive an e-mail indicating that the request is in his or her "Review" queue, awaiting that action.
The payment request is in your "Signature Authority" queue.	Payment Request Signature Authority	When the Preparer or Reviewer sends the payment request to Signature Authority AND also chooses to send e-mail notifications, Signature Authority will receive an e-mail indicating that the request is in his or her "Signature Authority" queue, awaiting approval.
The payment request has been rejected.	Payment Request Reviewer or Preparer	When a payment request is rejected by Signature Authorities, Disbursement Review, SFA,  etc., the Reviewer or Preparer will receive an e-mail explaining why it was rejected. Signature Authorities will also receive this e-mail when the request is rejected by Disbursement Review or SFA.
The payment request has been voided; trip has been reopened for editing.	Traveler and Trip Preparer (if not the Traveler)	When a payment request has been voided, the Traveler and Trip Preparer receive an e-mail indicating that that the trip has been reopened for editing.
The trip has been voided by Administrator.	Traveler and/or Trip Preparer (as specified by Administrator)	The Administrator may choose to send the Traveler and or Preparer notification that the trip has been voided, along with the reason why.

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