How do I remove a travel encumbrance in KFS?
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1. Under the Financial Processing Section, click the Travel Encumbrance Removal link.
2. Click the collapse all button.
3. To open the Document Overview tab, click the show button.
4. Enter an appropriate description of the transaction in the Description: field, such as the traveler’s name, etc.
This description will appear in document searches.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
5. Although it is not a system required field, UMD is requiring the Explanation field to be entered as a further explanation of why the Travel Encumbrance Removal is being entered.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
6. To close the Document Overview tab, click the hide button.
7. To open the Accounting Lines tab, click the show button.
8. Add Accounting Lines
9. Select the appropriate Chart Code. Select 01 from the drop-down menu.
10. Enter an appropriate Account Number. The KFS account number that is entered must be the same account number that was used to encumber the travel funds. You can either enter the KFS account number or you may click on the magnifying glass for account lookup and Return Value directly into the document.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
11. Enter the appropriate Object Code. The KFS object code that is entered must be the same object code that was used to encumber the travel funds.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
12. Enter the transaction amount.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
13. Enter the Trip Number.
Press the [Tab] key on your keyboard to advance to the next field or use your mouse to navigate.
14. Click the add button.
15. To close the Accounting Lines tab, click the hide button.
16. Click the submit button once you have completed all the required fields on this eDoc.
Note: Be sure you receive a "Document was successfully submitted" message at the top of the page.
17. You have successfully completed the Travel Encumbrance Removal form.
End of Procedure.
18. The Travel Encumbrance Removal document will route to the Fiscal Officer for approval based on the account number used. The document status becomes FINAL after the fiscal officer’s approval is obtained and the transaction will post in KFS during the next batch process.
How do I cancel a Travel Card?
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Email the following information to your Fiscal Business Manager:
1. Name on the card
2. Department name
3. Cancellation effective date
If the ELF expense statement is prepared by the traveler, do they need to sign a hard copy?
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If the ELF expense statement is prepared by the traveler, they should check the traveler attestation button on the last tab. There is no need to sign a hard copy.
Visitors who travel to the University and request reimbursement are required to sign a hard copy of the expense statement.
Extension faculty routinely travel to surrounding states as part of their outreach efforts. They are not aware from week to week when travel out of state will be required. Is there some mechanism via the Travel Approval Request (TAR) for mileage only that could cover a one-month period?
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A monthly TAR may be prepared for travel (mileage only, no overnight stays) to the surrounding states. This would include Delaware, Pennsylvania, West Virginia, and the non-metro areas of Virginia. A TAR would be prepared at the beginning of each month stating the states to be traveled to, purposes, and a comment stating "blanket out-of-state travel for Extension or AES related duties". At the end of each month, ONE Travel Expense Statement (TES) would be prepared for all travel during that month related to the TAR. Only ONE Travel Expense Statement may be submitted per Travel Approval Request.
Is there a University policy for claiming lunch expenses on a one-day trip?
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The cost of lunch is only reimbursable when the traveler stays overnight on travel. One exception exists - at meetings where it is necessary to maintain the continuity of the meeting and a planned luncheon is served to all attendees, the luncheon is reimbursable to employees within the schedule of rates for meals provided that the meeting began more than two hours prior to the normal lunch period AND extends two or more hours beyond the normal lunch period.