In addition to the self-service and efficient travel process, TRAVELTracks includes a Travel Assistant role for designated employees to assist travelers with the system.
A Travel Assistant can create, update, view, and save travel requests and expense reports on behalf of their travelers. However, travelers are still responsible for submitting the electronic documents in order to generate workflow.
The designation of Travel Assistant roles will be managed by Cabinet Officers and Academic Deans. Travel Assistant roles are assigned after:
- Completing the SAP Financial - Departmental Services Security Authorization Form;
- Obtaining Cabinet-level approval or designees on the security form, and;
- Attending the required Travel Assistant annual training.
Additionally, Travel Assistants must annually review and agree to comply with the Employee Confidentiality Agreement due to the sensitive nature of the information they process.
Helpful Procedure Guides
The below training documents are updated as needed as well as notifications of updates sent out to the campus.
Save and Send a Travel Request (one page guide)
Save and Send an Expense Report (one page guide)
Approve Documents (one page guide)
Create a Substitute Approver (one page guide)
Record Lodging (one page guide)
Add Destinations (one page guide)
Run ZELST in SAP - Find Personnel Numbers (one page guide)
You may review the procedures on how to create a Travel Request and Expense Report at the link in this section. If you are interested in becoming a Travel Assistant, please scroll to the last page of the TRAVELTracks Travel Request & Expense Report Instructions for How to Become a Travel Assistant in SAP.