Forms & Resources

RESOURCES BY USER TYPE

The resources below are a combination of video and instruction guides divided by user type. Additional resources can be found on the UF GO Toolkit page.

Users (Faculty and Staff)

These resources are for faculty and staff that travel, use their PCard, and/or are seeking a general reimbursement for UF business purposes.

• UF GO Look and Feel  –  Video | PDF
• Setting up Your UF GO Profile (First-Time Login/Verify Email)  –  Video | PDF
• Activate E-Receipts  –  Video | PDF
• Download the Concur Mobile App  –  PDF
• Learning to Use Expense It (Upload Receipts)  –  Tutorial | iOS | Android
• Booking a Trip in UF GO  –  Video 
• Manage Delegates  –  PDF

Please visit the UF GO Toolkit for additional resources. Click on UF GO Roles for more information.

Approvers (Supervisors, Financial Approvers and Delegate Approvers)

These resources are for faculty and staff who are direct supervisors of a traveler and/or who hold the responsibility of a Financial Approver or has been delegated the responsibility to approve travel, PCard and/or general reimbursements transactions in UF GO.

• Approvals in UF GO  –  Video
• Supervisor Approver for Travel Requests  –  PDF
• Financial Approver for a Travel Report  –  PDF
• Act as a Delegate Approver  –  Video | PDF      
• Add Ad-Hoc Approver  –  PDF

Please visit the UF GO Toolkit for additional resources. Click on UF GO Roles for more information.

Delegates (Support Staff, Shared Services Center, Fiscal Assistants, etc.)

These resources are for administrative support staff, shared services center, fiscal assistants, etc. who assist standard users in the preparation of travel requests, expense reports (travel, PCard, and general reimbursements), and with travel arrangements.

• Profile Setup – Video |PDF
• Acting as a Delegate – PDF
• Booking Travel – PDF
• Submitting a Travel Expense Report –PDF
• Creating a PCard Expense Report – PDF
• Creating a General Reimbursement Expense Report – PDF

How-To Videos

UF GO Look & Feel              PCard Expense Report                                    Dom. Travel Expense Report

UF GO Profile                        Intl. Travel Request                                          Guest Travel Request

Acting as a Delegate           Intl. Travel Expense Report                            Guest Travel Expense Report

Booking a Trip                      Dom. Travel Request with Cash Adv.            UF GO Approvals

 

Please visit the UF GO Toolkit for additional resources. Click on UF GO Roles for more information.

UF GO NEWSLETTERS

• Issue: August 26, 2024 – Personal Expense Processing in UF GO
  
• Issue: March 8, 2024 – Travel Cost Comparison, Purchases from Countries of Concern, Refundable Tickets 
• Issue: January 30, 2024 – Receipts, System Alerts, Approver Edit of Request and Expense Reports 
• Issue: November 15, 2023 – Booking Tool Exception, International Guest Travel Allowance, Expense Type, Two-Factor Authentication
• Issue: September 29, 2023 – International Incidentals, Car Rental: Direct Billing
• Issue: September 8, 2023 – Delta Travel Discount, Travelers with Multiple Appointments 
• UF GO Newsletter Archive

UF GO INFO SESSION RECORDINGS

• Airfare Credits, Unused Tickets and WTS: October 23, 2024
  • PDF Handout

• Correcting Budget Errors: October 2, 2024
  • Instruction guides can be found here:  Expense | Current Employees under the “Budget Errors” section.

• Electronic PCard Application: August 20, 2024
  • PDF Handout
  • Electronic PCard Application Instruction Guides

• Year End and Closing Travel Requests/Encumbrances: June 11, 2024
  • PDF Handout
  • Correcting Vouchers in Error Guide
  • UF GO Request Toolkits
• Processing Personal Expenses: May 21, 2024
  • PPT Presentation
  • Toolkit: How to Process Personal/Non-Allowable Expenses on a Travel Report
  • Toolkit: How to Process Personal/Non-Allowable Expenses on a PCard Only Report
• Car Rentals with Avis: April 18, 2024
  • Avis/Budget Rental Brochure

• Cost Comparisons in UF Go: March 14, 2024
  • PDF Handout
  • PPT Presentation
• Managing Receipts with Expense It: February 15, 2024
  • PDF Handout
  • PPT Presentation

UF GO REPORTING

In support of UF GO, there are four reports available in Enterprise Analytics available to the UF community to assist with day-to-day processes. Click on the link below to learn more.

UF GO Reports

FORMS

UF GO Forms

Below, are the forms required to complete to set up or update delegates, delegate approvers, and financial approvers for the UF GO system.

UF GO Delegate Form

UF GO Delegate Request Form – This form is provided to establish Delegates for Users in UF GO. To establish Delegate Approvers, review the UF GO Delegate Approvers form.

Instructions:

• 1. Enter the information in the template form
  2. Send the completed form to the UF GO team via the Contact Form
  3. A Travel Office member will reach out to confirm the changes

UF GO Delegate Approver Form

UF GO Delegate Approver Request Form – This form is provided to establish Delegates for Approvers in UF GO.

Instructions:

• 1. Advice the Delegate Approver to complete UGO200
  2. After training is completed, have your unit’s DSA request the UF_N_TPS_APPROVER – no need for additional comments
  3. Enter the new Delegate Approver information in the template form
  4. Send the completed form to the UF GO team via the Contact Form
  5. A Travel Office member will reach out to confirm the changes

UF GO Financial Approver Form

UF GO Financial Approver Form – This form is provided to establish Financial Approvers in UF GO. When completing the form, ensure for each department ID a primary and secondary Financial Approver is listed.

Process:

• 1. New Financial Approver takes UGO200 Training
  2. Department DSA requests the UF_N_TPS_APPROVER security role – no need for additional comments in this process
  3. Enter the Financial Approver information in the template form
  4. Send the completed form to the UF GO team via the Contact Form
  5. A Travel Office member will reach out to confirm the changes

Additional Forms

• UF Sales Tax Exemption Certificate – Print and provide to vendors who participate in tax exemption.
• Alternate Check Delivery Form – For check that are sent to an alternate address or held for pickup in Elmore Hall.
• Expense Refund Form – Expense refunds are reimbursements (including reimbursements from employees), rebates, and other moneys returned from a vendor.

Travel-Related Forms

For a complete list, visit the Travel’s website FAQs & Resources page.

• Fly America Act Exception Form – Contains information about the Fly America Act, including exceptions, and used when requesting to fly on a non-US air flag carrier.
• International Guest Travel Payment – Used for international guests that may experience delivery problems with their check.
• UF Export Control Compliance Program Guidelines – Guide to UF’s adherence to export licensing requirements.

PCard-Related Forms

For a complete list, visit the PCard Forms page.

• PCard Application: Interested in obtaining a PCard? Review and complete the form