Office of the Controller

75 Lower College Road, Kingston, RI 02881

cmsullivan@uri.edu – 401.874.2378 | 401.874.2589 (fax)

URI
Think Big, We Do.
Rhode Island Seal

Travel

Hours: 8:00 AM – 4:00 PM

Travel Email: travel@etal.uri.edu

The URI Travel Office processes foreign, domestic and local travel for employees and non-employees. URI Travel Office services include:

  • Travel Policy
  • Processing approved Travel Authorization Requests (TAR’s)
  • Encumbering departmental funds from information supplied on approved TAR’s
  • Reconciling charges from the University’s authorized travel agent for air and ground transportation

New Travel and Expense Module – Financials

The Controller’s Office is in the process of implementing the Travel and Expense Module in PeopleSoft Financials, which will replace the current paper travel document system. We began our pilot program working with the College of Environment and Life Sciences (CELS) in August 2015 and have collaborated with CELS to resolve issues unique to URI. We are now beginning the process of rolling the Travel and Expense Module out to the remainder of the University.

The rollout will begin with administrative departments in the Fall, 2016 and progress to the academic community in the Spring, 2016.

Some of the features of the Travel and Expense Module include:

o   Online preparation of the Travel Authorization (previously the TAR,) Expense Report (previously the TEV) and Cash Advance .

o   Online approval of the Travel Authorization and Expense Report utilizing workflow in Financials.

o   Issuance of a new URI Employee Travel VISA credit card to be used for travel expenses only, which will replace the PCARD for travel purposes. Any employee who travels may obtain a URI Employee Travel VISA credit card to pay for all travel related expenses, including airfare. Employees can apply for a URI Employee Travel VISA credit card at any time but need to complete training prior to receiving a travel card.

o   Ability of travelers to delegate authority to another person within the department to enter travel documents on their behalf.

Following are the steps needed to complete the implementation of the Travel and Expense Module:

  • Access to Financials: Employees who do not currently have access to Financials, should submit the PeopleSoft Financials Security Request for Access Form, found under the Forms tab on the left margin, under PeopleSoft Financials Management Department near the bottom of the page.

For anyone new to Financials, student or employee, there is a new procedure for obtaining a User ID and password in Financials. The new user should login to e-Campus (either Faculty & Staff e-Campus or Student e-Campus) and from the main menu, go to the Change Password option. The user must change their password in e-Campus. This will create a User ID and password in Financials that will mirror the credentials in e-Campus. This change is campus wide and is not related to the Travel and Expense Module. Once this is completed, for new Financials users only, please complete the PeopleSoft Financials Request for Security Access form requesting T&E User access and forward per the instructions on the form.

  • Apply for a new URI Employee Travel VISA Credit Card:  The URI Employee Travel VISA credit card will be used for all travel expenses, including airfare. Please complete the Travel Card Application and Travel Card Agreement by clicking the links below. They can also be found by clicking on the Forms tab in the left margin, under Travel. Travelers are not required to obtain a new URI Travel VISA credit card. However, as the Travel and Expense Module is implemented across campus, the URI Employee Travel VISA credit card issued in the individual traveler’s name will be replacing the University credit card on the State Travel Agency (Short’s) website, and the PCARD as means of paying for travel expenses.
  • Training: Prior to obtaining a URI Travel VISA credit card, training must be completed via Sakai. Once your application is received in the Accounting Office, you will be notified to login to Sakai to complete the training. Training is not required if a traveler is not obtaining a URI Employee Travel VISA credit card. The traveler can review the Online Travel and Expense Training Presentation for instruction on using the module.
  • Supervisor Approval: A review by the department of the supervisors who approve state employee timecard.  This is needed because the Travel and Expense module uses this supervisor as the initial approver for all travel documents (Travel Authorization, Cash Advance and Expense Report). This supervisor will receive notifications via email to approve travel documents online in Financials.
  • Signature Authorization Review: A review of Signature Authorization for all chartfields in the department to ensure that signature authorization is up to date and that all travel boxes (Travel Expense Voucher/Expense Report and Travel Authorization Request) are checked where necessary. This is what the workflow approval for Travel and Expense is based upon.

 

STATE TRAVEL AGENT

Short’s Travel Management

Effective February 1, 2016

Who To Contact @ Short’s

Short’s Travel User Guide

Short’s NEW Group Travel Upgrade

Student and Guest Travel Instructions

Short’s Helpful Travel Apps

ALL URI STATE EMPLOYEES  MUST REGISTER WITH THE SHORT’S  TRAVEL PORTAL PRIOR TO BOOKING TRAVEL

Existing Reservations booked by PanAm have been transferred to Short’s Travel Management
Any changes and/or cancellations be handled directly with Short’s Travel Management

Forms & Information

INTERNATIONAL TRAVEL

During foreign travel, researchers often interact with individuals and entities from foreign countries that may be subject to restrictions under the U.S. export laws and regulations and to export both items and technical information that may be controlled.  Please see the Division of Research & Economic Development Foreign Travel webpage.

International Travel related to Sponsored Research

PeopleSoft Financials Travel and Expense Module

(Pilot Program – CELS, Controller, Budget)

  • To obtain access to the new Travel and Expense Module, travelers will need to complete the PS Financials Request for Security Access Form found on the Forms tab on the left. Scroll down the page to the PeopleSoft Financials Management at the bottom and click on the PS Financials Security Access Request Form.
  • If you would like to obtain a new URI Travel VISA credit card to be used for all travel expenses, including airfare, please complete the Travel Card Application and Travel Card Agreement by clicking the links below. They can also be found by clicking on the Forms tab in the left margin, under Travel. Travelers are not required to obtain a new URI Travel VISA credit card. However, as the Travel and Expense Module is implemented across campus, the paper TAR and TEV forms will no longer be accepted. The URI Travel VISA credit card issued in the individual traveler’s name will be replacing the University credit card on the State Travel Agency website as means of paying for travel.
  • Prior to obtaining a URI Travel VISA credit card, a training must be completed via Sakai. Once your application is received in the Accounting Office, you will be notified to login to Sakai to complete the training. Training is not required if a traveler is not obtaining a URI Travel VISA credit card. The traveler can review the Online Travel and Expense Training Presentation for instruction on using the module.
  • REQUIRED: To be reimbursed via direct deposit for travel expenses, complete the Direct Deposit Setup Instructions for Travel Expense. This setup is required even if you are already being reimbursed via direct deposit/ACH from Accounts Payable.
  • Travel and Expense Module-Approver Reference
  • Travel and Expense Module Reference Guide
  • FAQs for Travel and Expense Module
  • Online Travel and Expense Training Presentation
  • Online Travel and Expense Training-Auto Mileage Reimbursement
  • Updating your Short’s profile with URI Travel Card
  • To apply for a URI Travel VISA Credit Card (TCard), please complete the Travel Card Application and Travel Card Agreement documents on the forms website under Travel.

Staff Contact Information

Kingston Campus – 103 Carlotti Admin Bldg – 75 Lower College Road
Associate Controller, Accounting Operations Doreen J. Bolster 401.874.4422
Accounting Manager – Travel & Purchase Card Judy Moore 401.874.4419
Traveler’s last name A – F Tory Perrotta 401.874.4449
Traveler’s last name G – Ma Tonya Trainor 401.874.4425
Traveler’s last name Mc – U Pam Thompson 401.874.4545
Traveler’s last name V – Z and GSO (28xx) Linda Lenz 401.874.6927
FAX
401.874.4825
Narragansett Bay Campus – 4 Fish Bldg
Travel – GSO (28xx) Linda Lenz 401.874.6927
FAX
401.874.6557

 

Copyright © 2016 University of Rhode Island.

The University of Rhode Island
Think Big, We Do.
A-ZDirectoryContact UsJump to top