FAQ

General

What is UF GO?

UF GO is a new unified travel and PCard system through which UF faculty and staff will complete travel requests (previously known as “travel authorizations”), file travel expense reports and reconcile PCard charges.

Will I still need to login to the myUFL System to reconcile my PCard transactions?

No, all PCard transactions will live in the new UF GO system moving forward.

Will I still be able to create travel authorizations and expense reports on behalf of my faculty?

Yes, the system has a delegate function through which support staff can assist a traveler and/or PCard holder with their travel requests, expense reports and PCard reconciliation processes.

Is there a preferred browser for UF GO?

No, the system was designed to work with all available browsers. Chrome tends to be the most commonly used.

Will I be able to process a group registration, room booking and/or air travel?

Yes, UF GO can accommodate processing group registration, sharing a room with another person and air travel. Making hotel reservations and buying airline tickets can be done in the UF GO Booking tool.

Will I be able to make an Avis reservation through this program?

Yes, you will be able to make Avis reservations in UF GO.

Will the booking automatically make the purchase tax exempt?

Yes, for participating vendors when using a university payment type (Air Card or PCard).

Will faculty be required to use the booking tool or is it optional?

Yes, the booking tool will be required for all travelers on official UF business.

In general, is this WTS cheaper than we could find online versus other search engines?

Prices are equal or less expensive than what you find in other search engines. Deeper price discounts may be available in the future when the university can leverage spend data from the booking tool to negotiate with vendors.

Will trainings be available for faculty and staff? And if so, when?

A 20-minute course will be required for faculty and staff to gain access to the new system. A suite of instruction guides will also be available in support of the system. The course will be released prior to the Go-Live date. The Travel and PCard teams will also be offering optional zoom sessions closer to and after Go Live to ensure users receive additional training and support as needed.

Many conferences/meetings have specially negotiated rates for things like hotels. How will those special rates be recognized by the booking system?

The UF GO system will not be able to recognize the specially negotiated prices. As such, these bookings can continue to be made outside the booking tool.

Will we be able to purchase our airline tickets and then get reimbursed? Sometimes we stay longer at a destination and provide appropriate documentation regarding what the cost for the official travel should be and we are reimbursed accordingly.

Yes, the option to be reimbursed for an airline ticket is still available with the appropriate documentation. The booking tool will still be required for airfare paid with personal funds.

Is “Go-Live” date for travel that is booked at that time or travel that occurs at that time? (If I travel in January, I book travel in the fall).

There will be a transition period in which previously booked trips may be finalized in myUFL or would need to be completed partially in both systems. We are currently working on simplifying that process.

Access

Will all UF staff have access to UF GO?

Yes, all UF staff will have access to UF GO through SSO using their Gatorlink

What are the different ways and platforms from which to access UF GO?

The system can be accessed via myUFL and through ONE.UF on both web browsers and mobile applications for Android and iOS.

How will this work for UF guests?

A process and workflow have been created for guest travelers which can be completed by admin support staff on their behalf. Guests will not have access to the system.

Can students use the system?

Student assistants, work study employees, and/or students without an employment affiliation will follow the guest process.

Roles

Who is considered a traveler/pcardholder?

A traveler is the person taking the trip on official UF Business. The PCard holder is the individual in whose name a procurement (PCard) card has been issued for the purpose of making UF business purchase.

Who is a delegate?

A delegate is an employee who is given access to be able to perform work on behalf of another user in the UF GO system. This includes creating and preparing travel requests and travel, PCard, and general reimbursement expense reports.

Who is considered an approver in the system?

There are two types of approvers in the UF GO system:

• Supervisor: The individual listed in the Supervisor ID field in myUFL HR data. This role approves travel requests that enable employees to travel on behalf of the university.
• Financial approver: An individual within a department or shared service center that has the authority to approve travel requests, advances, and reimbursements in addition to general reimbursements and PCard transactions for faculty and staff.

Can a proxy be delegated to make travel requests/bookings and file reports?

A proxy, who will be known as a delegate in UF GO, can book trips and prepare requests and reports on behalf of an employee. The employee must submit their own requests and reports into the approval workflow; this step cannot be delegated.

Does each individual user have to set up their delegates? Or is there a way for Administration to upload multiple users to their Admin delegate at one time?

An employee can set up a delegate in their profile. Additionally, the Travel and PCard teams will provide support to upload multiple users on behalf of current employees who request it.

I don’t quite understand how this will work with departments that use the SSC, will both the department admin and the SSC have access to enter and approve travel (not either/or, both need to)?

This will be dependent on the set-up determined by the internal processes of each specific unit. If both department admins and SSC are required to be part of the request and expense process, then yes.

ChartFields

If there is a wrong ChartField, can it be edited?

Yes, edits can be made to chartfields that have been entered incorrectly in UF GO. A traveler, cardholder, or delegate can edit chartfields as needed while processing a request or report. If a request or report is submitted with the wrong chartfield, the approver can send it back for revision.

If I have several purchases for non-travel PCard charges that will be using different ChartFields, will I have to create multiple PCard reports?

No. Charges can be allocated to different chartfield strings on a single report. The chartfield entered on the header will default to all charges and then, it can be changed/split by line item or a group of line items at a time.

I didn’t see anything regarding spending on 171 funds and the UFF-PA form, how will that be incorporated into this new system?

At this time, the completion of the form will continue to be done through the established PDF, which once completed can be uploaded to the travel request and/or expense report. We are looking at this process as a potential enhancement once the system is launched.

System

How many delegates can a user have?

A traveler/PCard holder can have up to 250 delegates

How will the UF GO system let users know what is acceptable to purchase? Will there be a dialog box or a rejection?

UF GO will have some travel and PCard policies built into the system that will alert users on allowable and unallowable purchase. Alerts will either be a warning or a hard stop to allow users to make revisions.

Will this new system, UF GO, apply to DSO’s as well?

UF Foundation is the only DSO currently in UF GO. Other DSOs are not configured into UF GO.

Will the rental car contract appear in UF GO?

Yes, and the applicable rates will appear pursuant to the current car rental contract.

Can you contact someone through the system if approvals are not moving?

Approvers in the workflow will automatically be reminded by the system of pending requests and reports requiring their attention. The system does not have an internal messaging component, so if additional contact is needed, it would need to happen outside UF GO (via e-mail, Teams, phone, etc.).

Does this work with the Trip It app? (that is also powered by Concur). I’ve been using that app for years.

Yes, it can be used with TripIt. In addition, the agency World Travel has an app called TripSource that provides the same features as TripIt.

Will there be a way for administrators to see travel for all their reports on a calendar?

You will be able to view upcoming trips on your UF GO dashboard and an .ics file can be downloaded and saved in your Outlook account.

Process

Is UF GO to be used for regular PCard purchases not associated with travel?

Yes. All PCard charges will be reconciled and approved through UF GO.

Will the linking of traveler/pardholder to support staff (delegate) process stay the same? Currently we have to email travel to link us to employees.

There are two options for linking a delegate to a traveler/pcardholder:

• The traveler/PCard holder can link a delegate to their profile instantly in the UF GO system
• The department may submit a request to the travel or PCard office to add a delegate to a specific traveler/PCard holder. This option may take additional processing time. This option should be used when there are multiple delegates that need to be added to one or more travelers/cardholders.

As a delegate who acts on behalf of someone else, can I submit their expense reports?

No, only the traveler/PCard holder can submit the report, however delegates can prepare the report up to the point of pre-submission.

How will delegates be added in UF GO to the travelers and PCard holders we work on in the current system?

The UF GO project team will do a one-time upload to assign current delegates to travelers and/or PCard holders in UF GO. Departments will be contacted to ensure accuracy of list

Would you be able to pay with a personal credit card?

Yes, a personal credit card can be added to a user’s profile to book business or personal travel through UF GO.

Can you modify a travel request after it’s been submitted for approval?

The user can recall the travel request and make corrections as long as it has not yet been approved.

Will reporting be able to pull expenses across PCards? For example, if we wanted to know how much was being spent on a system like MailChimp IFAS-wide, would we be able to pull by vendor and get a better picture than we have now?

Yes, spend by vendor data will be reportable for PCard transactions.

What about hotel rooms shared by travelers, can it split invoices? What about when people charge food and beverage to a hotel room and pay it separately, how will the system know which invoice gets actually uploaded?

The expense report can account for shared rooms for travelers. A secondary method of payment should be used for personal expenses during hotel stays.

Documentation (UF GO and OnBase)

Is PDF the only file type for receipts?

You can upload receipt images up to 5MB in size, and they can be PNG, JPG, PDF, HTML or TIFF files.

Will OnBase still be used at all or will all documents only be available in UF GO?

You will be able to access saved documents in UF GO and all documentation submitted through UF GO will transfer to and be accessible in OnBase.

Can I attach documents to a request after the travel has been entered, approved, and paid?

Yes, documentation can be added to a request or an expense report at any point in UF GO.