The General Accounting Office is excited to announce the implementation of TRAVELTracks, the new electronic travel request and reimbursement system, on June 1, 2011.   TRAVELTracks is a sustainability/green initiative that will expedite travel-related approval and reimbursement procedures for Texas State faculty and staff by converting the existing paper-based process to a paperless system, obtaining the appropriate approvals via electronic workflow.

This new module in SAP is the culmination of various focus groups, individual feedback, and policy reviews—built with Texas State travelers in mind.

For details, the Accounts Payable and Travel Office has developed a TRAVELTracks website which includes:

• Training Schedules
• Policy, Process, and Technology Changes

Video instructions are also available:

• TRAVELTracks Instructions
• Travelers:  Saving and Sending for Approval

If you have any questions or feedback, please email traveltracks@txstate.edu.

TRAVELTracks must be used for all travel requests and reimbursements beginning 9/1/11.  The previous paper-based travel process will be allowed to continue until then.  It begins when the Accounts Payable Office enters an encumbrance (funds commitment document) in SAP based upon an employee’s travel application (request). After traveling, the employee completes a travel expense form and physically routes it for approval. The employee then submits the completed, signed, approved form with associated receipts to Accounts Payable to be reimbursed for travel expenses. Find forms, instructions, and additional information on those procedures at the Travel Office website.