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Travel and Expense

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  • Discover and Learn UF GO

    UF GO is a user-friendly, web-based travel and PCard cloud platform that integrates the travel request (authorization), booking, expense report, reimbursement and PCard reconciliation processes. This platform also leverages mobile tools for on-the-go trip management.

    UF GO Toolkit

    For DSOs Use Only

    Travel Office

    352.392.1241 | website

    This information is designed for use by:

    • Departmental staff who will enter travel and/or expense on behalf of others
    • Faculty or staff who travel frequently and will enter their own travel and/or expense
    • Administrators who approve travel for their employees

    Use these Frequently Asked Questions to help assist as you begin using the Travel and Expense module in myUFL.

    You may notice the navigation in myUFL is different than what is shown in these training resources.  Rest assured, these changes are primarily look and feel differences. All policies and procedures discussed in these materials are accurate and up to date. Training materials will be updated to reflect the new look and menu of myUFL.

    Web Simulations and Instruction Guides

    User Preferences

    Delegate Entry Authority Simulation | PDF

    Creating, editing and retrieving a Travel Template Simulation | PDF

    Travel Authorization

    Create a Travel Authorization Simulation | PDF

    Modify a Travel Authorization Simulation | PDF

    Print a Travel Authorization Simulation | PDF

    View the status of a Travel Authorization Simulation PDF

    Cancel a Travel Authorization Simulation PDF

    Delete Travel Authorization PDF

    Cash Advance

    Create a Cash Advance Simulation PDF

    Modify a Cash Advance Simulation PDF

    Print a Cash Advance Simulation PDF

    View a Cash Advance Simulation PDF

    Cash Advance Information PDF

    Delete a Cash Advance PDF

    Expense Report

    Create an Expense Report Simulation PDF

    Print an Expense Report Simulation PDF

    View an Expense Report Simulation PDF

    Delete an Expense Report Simulation PDF

    Review Payments Simulation PDF

    Review Expense History Simulation PDF

    Non-Employee Travel and Expense PDF

    Viewing Documents PDF

    Add Documentation to Expense Reports Using OnBase PDF

    Determining If A Traveler Has Been Paid PDF

    Approvers

    How to Approve Transactions PDF

    Approve a Travel Authorization Simulation | PDF

    Approve an Expense Report Simulation | PDF

    Approve a Cash Advance Simulation | PDF

    Assign a Temporary Approver PDF

    View Receipts Prior to Approving the Expense Report PDF

     

    Training

    To register for online courses in myTraining, navigate to mytraining.hr.ufl.edu. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. Just type the course name, course ID or a keyword and then click Search.

    After you’ve registered for training, your current enrollments display in the Training list found on the Dashboard page. To begin an online course, click the green Start button.

    You can also access myTraining from myUFL using the following navigation:
    Main Menu > My Self Service > Training and Development > myTraining


    • PST930 Travel and Expense
      Designed for departmental representatives who will assist “travelers” in their areas, this hands-on certification workshop will introduce travel and expense processes in myUFL. Along with a brief review of related policies and procedures, participants will:

      • Review the myUFL travel process
      • Submit a travel authorization
      • Request a cash advance
      • Complete an expense report
    • PST931 Travel and Expense – Approver
      Review how to approve travel & expense transactions in myUFL
    • PRO306 UF Travel Directives Workshop
      Business travel at the University of Florida can be very complex due to the overwhelming amount of rules and guidelines that must be followed. This workshop is designed for departmental representatives that perform travel-related duties. This is not a “how to” workshop. This workshop is designed to provide an in-depth review of travel-related rules/guidelines and answer the question…. “What is allowed to be claimed in accordance with the UF Travel Directives?”

    Security Roles

    Lists and descriptions of all UF security roles may be found on the Identity & Access Management website.

    • UF_FI_UNIVERSAL INQUIRY
      This role will allow you to view financial transactions in myUFL
    • UF_EX_EMPLOYEE
      This is an end user role granting access to the Travel and Expenses module to: * * Initiate travel – manage expense reports, manage travel authorization, manage cash advance, manage budget exceptions, and self service travel and expenses (for yourself or others).  Required training: PST930 Travel and Expense
    • UF_EX_MANAGER
      End user role granting access to Travel and Expenses Module:
      * Approve cash advances
      * Approve, modify, review and print expense reports and errors
      * Approve, modify, review and print travel authorizations
      * Review employee expense and payment history
      * Review employee profile

    Required training: PST931 Travel &  Expense Approver

    Other Resources

    For system status information, please review the Alert Notices webpage.

    Contact Information

    For assistance, contact the Travel Office (392-1241).

    If you experience application problems with the Travel and Expense system in myUFL, please contact the UF Help Desk (392-HELP) for assistance. When contacting the Help Desk about Travel related questions, please include your UFID or GatorLink username, browser and operating system information, any error messages you received and detailed information about what you experienced, or what you expected to experience. The more detail you provide, the better the UF Help Desk can assist you.