Creating a Travel Authorization as a Delegated User

Click the Travel Authorizations tile.

The Travel Authorization Search page is displayed. This page allows you to view all requested travel authorizations.

To submit a travel authorization as a delegate, click the Actions button.

Click the Change Employee menu.

Select the Employee ID to which you have been designated as a delegate.

Example shown here: Click the UGA Employee 1 profile.

Click the  Add Travel Authorization button. 

The Travel Authorization page is displayed. This page allows you to add information to create a new travel request.

Enter a brief description of the trip's purpose in the Description field. 

Example shown here: "Spring Conference 2024".

In the Business Purpose field, click the drop-down menu to choose the travel purpose.

Click the appropriate Business Purpose option.

Note: You would choose "Out-of-State Travel" for international travel.

Example shown here: Out-of-State Travel.

The Billing Type can only be set to Default.

Click the Billing Type drop-down menu.

Click the Default Value option.

To enter the ChartField details manually, click the Accounting Default button.

The Travel Authorization Defaults page is displayed. You can enter accounting details for the travel authorization here.

Enter the Budget Reference into the Bud Ref field. The Bud Ref is the fiscal year to which the expense should be charged.

Example shown here: "2024".

Enter the appropriate information into the Fund field.

Example shown here:  "10000".

Enter the appropriate information into the Program field.

Example shown here: "16300".

Enter the appropriate information into the Dept field.

Example shown here: "6106".

Click the corresponding Department link.

Example shown here:  Department 6106XXX2.

Enter the appropriate information into the Class field.

Example shown here: "11200".

When you are done entering the accounting information, click the Done button in the top right corner.

Enter the location from which you are traveling in the *Travel From field.

Note: When selecting a domestic travel location, search by state name, then city name. If the city does not appear, select the state option labelled "Standard Rate" (non-high cost).

When selecting an international travel location, search by country name, then city name. If the city does not appear select "Country, Other."

Example shown here: Enter "head".

Click the appropriate Expense Location link.  

Example shown here: Click the HEADQ option to select Headquarters as your travel from location. Headquarters is a location set up in your travel profile.

Enter the appropriate information into the *Travel To field.

Example shown here: Enter "Tenn".

Click the corresponding Expense Location link.

Example shown here: Click the TN004 link for Memphis, TN.

In the appropriate Pay by Employee Description field, enter a brief description of the anticipated expense types the employee expects to incur while traveling, including lodging, car rental, per diem, conference registration, etc.

Example shown here: Enter "Lodging, Car Rental".

In the appropriate Amount field, enter the estimated total costs of the expenses.

Example shown here: Enter "1145".

For any charges being direct billed to UGA by a travel agency, enter a brief list of the expense types of any direct-billed items in the appropriate Direct Bill UGA Description field.

Example shown here: Enter "Airfare". 

This row also requires selecting a Merchant.

To select a UGA Authorized Travel Agency, click the Merchant drop-down menu.

Click the corresponding Merchant link.  

Example shown here: Travel, Inc.

Enter the dollar value of the direct billed expenses into the appropriate Amount field.

Example shown here: Enter "469".

To save the travel authorization to review and submit at a later time, click the Save button.

Note: After saving, you can access the saved authorization under the Pending link on the Travel Authorization Search page.

The Notes feature allows the initiator to add additional information to validate the critical nature of the travel. Any information that approvers may need is entered here.

Note: The Notes feature is not accessible until the Travel Authorization has been saved.

Click the Notes button.

Click the Add Notes button.

The Notes pop-up window is displayed.

Use the Notes feature to provide additional information about the name and location of the event, what you will be doing, and what funds you hope to be reimbursed from for the trip.

Once appropriate justification is entered, click the Done button.

Your notes have been saved.

The Edit function on the Travel Authorization Notes window allows you to delete a selected note and add a new one.

Click the Done button.