With the introduction of UQ Travel Allowance paid via the Expense Management System (EMS ProMaster), the need for funds loaded onto Travel Cards has decreased significantly. However we recognise, in some circumstances, there is still a need for travellers to use Travel Cards. For this reason, Travel Card administration will remain in UniFi for the foreseeable future.
However, on Monday, 22 October 2018, the Travel Card Load tab will be switched off in the International Travel Request and all Travel Card processing will be managed within the UQ Travel Card link and handled as a separate process by Finance and Business Services.
Note: International Travel Requests and Card Load forms that have been submitted in UniFi prior to the changes will be processed accordingly by the Expense Management team.
Benefits of moving Travel Card Loads out of the UniFi International Travel Approval form:
- Expedites the pre-booking travel process by removing an up-front approval step;
- Allows eligible travellers to apply for funds separately to the travel approval process (e.g payments to research participants);
- Additional Travel Card Loads can be requested easily and quickly without needing to create a new International Travel Request form;
- Assists in the untangling of travel approval from the financial transactional activity in preparation for a new travel system in 2019.
The UQ Travel Training available on eLearning has been updated to reflect the changes. Please refer to the Travel Card Load Topic for information on the new Travel Card load process.
Information for travellers:
- From Monday, 22 October 2018, travel card loads for domestic or international travel must be requested and reconciled through the updated Travel Card module in UniFi.
- Any Travel Card loads requested prior to this change (via the International Travel Request) will still need to be finalised via requesting a Travel Card statement and completing the reconciliation in UniFi.
Information for Travel Coordinators:
- Users with the role of Travel Coordinator will retain access to the Travel Card load tab and Travel Card Reconciliation tab within the UniFi International Travel Request to allow Coordinators to finalise requests that have been submitted prior to this change.
- From Monday, 22 October 2018, travel card loads for domestic or international travel must be requested through the updated Travel Card module in UniFi.
- Travel Coordinators who enter UniFi International Travel Requests on behalf of others will need to forward the travel approval notification email they receive to the traveller.
- To assist with the compilation of the Annual Overseas Travel Report, please ensure travel finalisations are completed as soon as practicable. All International Travel Requests for travel undertaken in 2018 will need to be finalised by late January 2019.
- Travel Coordinator access to the Travel Card load and Travel Card Reconciliation tabs within the UniFi International Travel Request will be removed by late January 2019.
Information for Financial Delegates:
- Users with the role of Financial Delegate will retain read only access to the Travel Card load tab within the UniFi International Travel Request to allow Delegates to action approval requests that have been submitted prior to this change.
- From Monday, 22 October 2018, Financial Delegates must approve travel card loads for domestic or international travel through the updated Travel Card module in UniFi.
- Refer to the Financial Delegation Approval topic for information on the approval changes.
Contacts
For further information or support with UniFi:
- Online Training: visit UQ Travel Training for a range of interactive online material
- Contact your Finance Professional Services team
- Email: fbs.support@uq.edu.au
For any enquiries relating to Travel Cards contact the EMS team.
For further information regarding the UniFi changes contact the UQ Travel team.
