1. PeopleSoft 9.2Travel Process Updates
Division of Finance & Administration
Office of Operations
Organizer(s):
Gricelda Saavedra-Alvarez
Updated:
07/10/2018
Version:
1.41

2. Summary of Changes
Access to iShop will be via the PeopleSoft Procurement Operations menu
Business Purpose drop down menu was added to the Travel Form
Option to indicate group travel on the Travel Form(Requisition will be routed to the Travel Services Office)
Commodity code required on Travel Requisitions ( )
Speed Chart required (to be selected)
Non-Group domestic requisitions will not be routed to the Travel Services Office
Before submitting your request review supplier, accounts (e-types) and amounts

3. Travel Process Overview – Domestic Travel
Business Travel needed
iTravel Reservation
(Supervisor’s approval)
Domestic iShop Travel Authorization
(Account Manager/Grants’ approval)
Travel Authorization is approved and completes PO encumbrance
Trip takes place
A. Review of expenses and receipts
B. Submit Expense Report for reimbursable expenses
C. Traveler’s Certification
Payment is issued to Traveler
Simultaneously
Accounts Payable
Department/Traveler

4. Travel Process Overview – Foreign Travel
Business Travel needed
Reservation by contacting the contracted travel agency
Foreign iShop Travel Authorization
(Account Manager/Grants’ approval)
Travel Reservation ticketed by the Travel Office
Travel Authorization is approved and completes PO encumbrance
Trip takes place
A. Review of expenses and receipts
B. Submit Expense Report for reimbursable expenses
C. Traveler’s Certification
Payment is issued to Traveler
Accounts Payable
Department/Traveler
Travel Office

5. When is an iShop Travel Requisition required?
iShop Requisitions should include estimated cost of expenses including reimbursable expenses for all travelers.
Employees that participate in the Centrally Billed Card Program should process iShop requisitions only for Meals, Car Rental and Mileage. Remaining expenses that will be funded by UTRGV should be encumbered and reconciled through the Card Program Process.

6. iShop Workflow approvals
Account manager & Grants
Employee Travel Domestic with iTravel Reservation
Account Manager & Grants
Supervisor
Employee Travel Domestic with no iTravel Reservation
Travel Services Office
Foreign Reservations
Student and Non-Employee Travel
Group Travel

7. Creating a Single Expense Report (Travel Invoicing)
Division of Finance & Administration
Office of Operations
Organizer(s):
Gricelda Saavedra-Alvarez/Elvin Flores
Updated:
07/10/2018

8. Travel Invoices- Important Details
Supplier Invoice # should be: REQXXXXXXX (X’s representing the requisition number)
 Receipts are not required to be attached. Receipts must be kept at department level.
 Invoices/Memos for Guest Lecturer Fees are required to be attached when submitting the invoice.
Project Manager approval for any overage more than 10% of the PO.
Project Manager approval through a comment in iShop or an with the project manager approval may be attached when submitting the invoice.
Posting receiving for travel invoices is not required as it is a travel reimbursement and not a regular purchase.
After saving, invoices can be found in the Accounts Payable section under “View Draft Invoices”

9. PeopleSoft Log in Hands-on
Internet Explorer
PeopleSoft Login Link:
(Copy Paste)
(Direct Link)- trn.utshare.utsystem.edu/psp/ ZBIHTRN/?cmd=start

10. Travel Services Office
Contact us at:
Travel Services Office or
Accounts Payable or
Travel Services Office