The UTFI department will enter a travel request into IRIS for approval. The UTFI department will then complete an application for direct bill of airfare (T-25 Direct Bill of Airfare) and acquire the departmental approver’s signature. The UTFI department will contact World Travel to make all necessary airfare arrangements and advises World Travel that this will be directly billed to UTFI. The UTFI department will scan the approved T-25 and all documentation of arrangements made with World Travel to the UTFI Business Office email address, firstname.lastname@example.org. Once the travel request has completed workflow in IRIS and all required documents have been received by the UTFI Business Office, World Travel will be contacted with a travel authorization number and the airfare will be paid. It will be the UTFI department’s responsibility to then follow up with World Travel to finalize all travel arrangements.
The UTFI department will enter a travel request into IRIS. The UTFI department will then complete a conference registration form (T-30 Conference Registration) and acquire the departmental approver’s signature. The UTFI department must also complete all required conference registration forms. Once the travel request is approved in IRIS, the UTFI department will enter the registration fee into IRIS as a travel expense report and attach the signed travel expense report, the T-30, conference registration forms and conference information all electronically into IRIS. Once the travel expense report has completed workflow in IRIS, the conference registration fee will be paid with the UTFI procurement card.
Travel expense reports (T-3 Travel Expense Worksheet) worksheet should be entered into IRIS along with scans of all original receipts, documentation and a copy of the travel expense report signed by the traveler. Once completed, the travel expense report will be forwarded to the UTFI travel auditor via workflow in IRIS. The UTFI travel auditor will then notify the department of any necessary changes. Once all changes have been made and the travel expense report abides by UTFI fiscal policy, the reimbursements will be transferred to the recipient’s bank account via electronic funds transfer. If any changes are made to a travel expense report, all documentation must be re-scanned into IRIS and the travel expense report must be re-signed by the recipient.
Please note that all original copies of receipts and additional documentation must be retained by the department submitting the report.
General requests and information
Chief Financial Officer
Director of Accounting
Senior Financial Specialist
Lee Ann Craig
Purchasing and Contracts Coordinator