Department of Business Services Travel Management Program
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1 Travel Management Program
2 Travel Management Program The Travel Management Program is comprised of: Travel Approval Request (TAR) Travel Expense Statement (TES) 2
3 Travel Approval Request (TAR) Highlights Web-based forms routing system with form history and status a click away Passenger information is transmitted to the University travel agency upon approval of the TAR form. Airline tickets are issued by the University travel agency based on TAR form approval. Trip approval is obtained by electronic signature of the TAR form. Forms may be printed with footer information containing the date and name of approver. Search TAR forms by a variety of keywords 3
4 Travel Approval Request (TAR) Traveler Tab Traveler and Departmental Contact Information Travel Agency Selection 4
5 Travel Approval Request (TAR) Travel Tab Trip Purpose Travel Policy Compliance Confirmation 5
6 Travel Approval Request (TAR) Meal Details Tab Meal Per Diem Budget Automatically Calculated Meal Comments 6
7 Travel Approval Request (TAR) Costs Tab Cost Estimate FRS Number and Subcode to Encumber 7
8 Travel Approval Request (TAR) Comments Tab Comments University Travel Agency payment information may be placed in Comments. 8
9 Individual Travel Approval Request (TAR) Sample The travel agency receives a system-generated notification when a Travel Approval Request is authorized in the system by the department. The authorized Travel Approval Request gives the travel agency permission to issue airline or rail tickets. From: ELF system on behalf of Mathew Jones <elf-app-support@umd.edu> Reply-To: travhelp@mercury.umd.edu Date: Mon, 23 January :50: This is a system generated . DO NOT REPLY. This is to authorize ticketing for the related itinerary approved on 01/23/ :50:39 PM. See below for payment information. COMMENTS: Use Mary Smith s Travel Card TRIP NUMBER: TRAVEL AGENCY: Globetrotter LAST NAME: Smith FIRST NAME: Mary COSTS AIR: $ RAIL: $0.00 LODGING: $ VEHICLE RENTAL: $0.00 GROUND TRANSPORTATION: $50.00 CONFERENCE FEE: $0.00 GROUP EVENTS/CATERING: $0.00 DEPARTURE DATE: 02/01/2012 RETURN DATE: 02/04/2012 ORIGIN CODE: BWI DESTINATION CODE: MSP DEPARTMENT: ENGR - A. James Clark School of Engineering DEPARTMENT CONTACT NAME: Mary Smith DEPARTMENT CONTACT PHONE: DEPARTMENT CONTACT msmith@umd.edu FRS NUMBER: FRS CAMPUS: 01 SUBCODE:
10 Summary Travel Approval Request (TAR) Sample The travel agency also receives a system-generated report twice a day that lists all Travel Approval Requests transmitted within a 24-hour period. Subject: Daily TAR Report for Globetrotter Date: Mon, 23 January : From: travhelp@mercury.umd.edu To: umd@globetrottermgmt.com CC: travhelp@mercury.umd.edu Summary of Travel Approval Request sent for Time Period: 1/23/ :00:00 to 1/23/ :00:00 Sent 1/23/ :43:29 : Smith, Mary, , MSP, 2/1/2012 Sent 1/23/ :23:00 : Garcia, Juan, , SFO, 2/16/
11 Travel Expense Statement (TES) Highlights Web-based forms routing system with form history and status a click away Trip data is populated from an approved Travel Approval Request (TAR) form using the Look Up Trip Data button. Approval of trip expenses is provided by electronic signature. The traveler signature is provided electronically. Forms may be printed with footer information containing the date and name of approver. Search Travel Expense Statement (TES) forms by a variety of keywords 11
12 Travel Expense Statement (TES) Traveler Tab Traveler Information, Contact Information, Trip Purpose Social Security Number masked on the screen for privacy Ability to Fill in Form Data from an Approved Travel Approval Request (TAR) 12
13 Travel Expense Statement (TES) Itinerary Tab Travel Dates and Times Origin and Destination 13
14 Travel Expense Statement (TES) Expenses Tab Detail of Privately Owned Vehicle Mileage and Expenses 14
15 Travel Expense Statement (TES) Attestation & Comments Tab Traveler and Reviewer Attestations Comments 15
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