Since the idea for a new travel system was first introduced, stakeholders throughout the university community have been engaged in discussions about the UF’s diverse needs. Learn more about the initiative by exploring the resources and recordings below.
Go-Live Sessions
Countdown to Go-Live Faculty Session
March 24, 2023
Countdown to Go-Live Staff Session #1
March 15, 2023
Countdown to Go-Live Staff Session #2
March 29, 2023
Timely Topics
Session 1: Overview and Roles
Sept. 1, 2022
KEY CHANGES
- Multiple PCard transactions = One Expense Report
- Only the User (ex. Traveler/PCard holder) can submit their own request and/or expense report
- Supervisor must approve Travel Request
- Travel and PCard will have one primary and one secondary approver for each Department ID
Session 2: PCard Transactions
Oct. 11, 2022
KEY CHANGES
- PCard charges will be processed by or while acting as a delegate for the cardholder
- PCard expense reports can be submitted every 7 days, best practice is to submit every 14 days
- Account codes will no longer be entered for PCard charges; Expense Types will be selected instead
- Travel and PCard will have one Financial Approver for each Department ID
Session 3: Travel Request & Report / General Reimbursements Report
Nov. 3, 2022
Recording | Transcript |PowerPoint
KEY CHANGES
- New expense categories are mapped based on Request and Trip Type to existing account codes in the General Ledger
- Estimated travel expenses that will be paid with a PCard will encumber on budget-based funds
- If a PCard charge is travel-related, it must be assigned to a Travel Report as soon as the charge is available
- Remaining cash advance must be accounted in the Travel Report using the Cash Advance Return expense type
Session 4: Booking Tool & Payment Options
Monday, Nov. 21
Recording | Transcript |PowerPoint
KEY CHANGES
- Travelers must verify name in UF GO reflects legal name in traveling documents
- Travelers can designate a Travel Assistant in addition to having a Delegate in UF GO
- The booking tool will be required for airfare, car rental, hotel, and train/rail
- UFLOR Air Card is an integrated payment method in UF GO for users to purchase airfare
- The UF GO system is user-centric; this means travel charges should be paid under the user’s name
Session 5: Guest Travel Process
Thursday, Dec. 8
Recording | Transcript | PowerPoint
KEY CHANGES
- In UF GO, the Guest process is used for transactions of individuals not profiled in the system
- To process a Guest (non-employee) transaction, a Profiled User is entering the transaction under his/her profile
- Processing a transaction (travel/reimbursement) for Guest no longer requires contacting the Travel Office for set up
- The UF GO Guest does not submit their Travel Request and/or Expense Reports (Travel/General Reimbursement)
- The same UF GO profile must create the Travel Request and Travel Expense Report for the Guest
University Presentations
UF Cabinet
Oct. 31, 2022
Accountable Officers
Oct. 27, 2022
Dean’s Breakfast
Sept. 27, 2022
IFAS Shared Services
Sept. 14, 2022
UF Libraries
Aug. 24, 2022
IFAS Administrative Council
Aug. 10, 2022
CFO Roundtable
June 21, 2022
UF International Council
April 25, 2022
UF GO Information Session
March 3, 2022
UF at Work
New unified travel and PCard system coming soon
GBAS: Introduction to UF GO Travel and PCard
March 29, 2022
User Experience Feedback Sessions
In January 2022, university “super users” began participating in a series of User Experience Feedback sessions to explore the new system and provide feedback. Presentations from those sessions may viewed via the following links:
- January 2022 – UEF Session 1 PPT
- April 2022 – UEF Session 2 PPT
- June 2022 – UEF Session 3 PPT
Questions? Contact travel@ufl.edu