Written by Ruthie Fairbanks.
We are excited to share that we have made updates to the Travel Manual and Travel Center. These enhancements are now live and are aimed at improving efficiency, streamlining workflows and enhancing the overall user experience.
Travel Advances
Travel advances will now be requested as part of the travel authorization process within the Travel Center, discontinuing the use of the previous Accounts Payable forms (AP102, AP103, AP104 and AP105). The reconciliation process for travel advances will align with that of travel reimbursements, resulting in a more streamlined procedure.
Email Notifications
We have revamped email notifications to bring all communications into a single travel notification email. This email will be sent to the traveler, finance approver and supervisor, ensuring all relevant parties are informed of important updates. Additionally, recipients will have the ability to reply to all the notifications, promoting clear and efficient communication.
Travel Proxy Functionality
A new travel proxy feature has been introduced, allowing employees to submit travel authorizations, travel reimbursements and travel advances on behalf of other travelers, including students and visitors. To utilize this feature, students and visitors must have a Supplier ID. If a Supplier ID is not available, students can create one via the Travel Center; an onboarding invitation from PaymentWorks will need to be sent to visitors. This enhancement eliminates the need for paper documentation in travel authorizations, including the AP104 form.
Additional Support and Transition Period
The Travel Manual has been updated to include these process improvements. To ensure a smooth transition, we will continue to accept the phased-out AP forms (AP102, AP103, AP104 and AP105) through March. This transition period is intended to give departments adequate time to adapt to the new system.
We are dedicated to supporting you throughout this transition. If your department has additional travel contacts who should receive these updates, please send their information to UniversityPayables@ncsu.edu to ensure our distribution list is current.Thank you for your cooperation and support as we work to enhance the travel process for our university community.