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There are several ROLES
that must be assigned by your department prior to using eTravel.
is used to designate the compliance and funding approvers for specific budgets/organization codes. A watcher role may also be added to view only specific budgets/organization codes.
The preparer and individuals on the approval flow receive email notifications indicating the ER status unless each change their own email notification preferences.
Traveler information that auto-populates for future expense reports. Learn more
An ER on eTravel must be completed using the per diem advance request line items. Reconciliation of a per diem advance is reconciled on an ER in eTravel. Learn more
A living allowance is an advance meal allowance issued to a foreign national based on the work location meal allowance rate and can be issued 30 days at a time. Additional requests may be submitted on a monthly basis. Learn more
next to Personal Time Taken
in the Summary
screen and provide dates, times, and location of personal travel. Airfare costs for destination other than the UW business location is not reimbursable and must be deducted from the total airfare cost. Learn more about responsibilities during personal time.
Click on the County Info
link to identify if the city is in a high cost county for domestic locations. Learn more
. Select Other
when the location is not listed for Foreign and Non-Contiguous areas. Learn more
Receipts in their original format for all expenses over $50 (over $75 effective August 22, 2011; start of trip must be on August 22 or after) and all receipts regardless of costs for airfare, lodging, car rental, laundry, and meals paid on the behalf for others are required.
Yes, electronic receipts (ereceipts) in their original format may be electronically attached to the ER and not physically submitted to Travel.
All applicable original paper receipts with 1st page of ER summary printed in landscape format. Learn more on What to Submit
ERs will automatically withdraw after 30 calendar days if there are no actions taken. The ER will remain in the My Documents box indefinitely until an action is taken.
No. eTravel will automatically assigned each ER an id number instead.
Split budgets can be entered at an individual item level or as a mass edit after all items have been entered. Select Edit
then Split Accounting
per individual item or select Mass Edit
then Split Accounting
for all items.Learn more
Yes, enter these codes in the budget screen.
CTA, Procard and Other Expense Report (ER) are Paid By options for some travel expense items and can be selected when expenses have been charged to these accounts. These expenses will be included in total trip cost, but will be excluded from reimbursed amount. Note: Selecting these paid by options are not required. A comment may also be entered regarding items paid by these options.
Signatures are no longer required for travelers on UW payroll to approve their travel reimbursement. Employees logs into etravel and their approval is authenticated with their UW NetId.
The ER print version can be emailed, faxed, scanned, or mailed to the traveler. The traveler must sign the ER print version ( digital signature is not acceptable), return to the department via email, fax, scan or mail. The preparer approves the ER once the signature is received and may electronically attach the signature to the ER in eTravel.
Select Claimant as the appropriate Paid By method for each item and enter the other travelers' names in the ER Comment section. Meals paid for others are reimbursed at actual costs as evidenced by receipts and cannot exceed the allowable meal per diem rate per person according to the location of travel.
If the ER is submitted and completely approved prior to 6:00pm, the check is issued the following day.
Select Wire from the Check Delivery Information options. Include applicable information listed on ER print version and send to the Travel Office with applicable original paper receipts.