Shared Travel Services (STS)
Starting Monday, July 11, 2016, IAB travel will be processed through the Shared Travel Services Office located at 172 Arctic Health Research Building. The STS’s goal is to provide IAB faculty, staff, and students with excellent customer service by fulfilling all travel needs while meeting UA travel regulations. Their staff is extremely knowledgeable and capable of handling IAB’s diverse travel needs.
Please visit the Shared Travel Services website at:
The following is a step-by-step list of how this process works:
Step 1: If you have not already done so, please complete the Traveler Preferences Form by using the following link: http://goo.gl/forms/YYizLsBe58.
This form should only be completed once. To update your information, you may contact one of the Travel Customer Service Representatives listed to the right.
Step 2: Complete the Trip Request Form to initiate the travel process for an upcoming trip: https://goo.gl/CaJXTG
IAB prefers the use of the Travel and Expense Management (TEM) system, which you may choose from the drop-down list on the Trip Request Form. If you choose TEM, please note the following:
- Your login credentials for TEM Production are the same as your login credentials for UAOnline. The URL for TEM Production is as follows: https://tems.alaska.edu:9043/tvlexp/tvlexp-flex/index.html
- As a reminder, the proper setup of your profile is critical:
- Please verify that your mailing address is correct, especially if you are not set up for direct deposit
- Please verify that your email address is correct (no typos!) so that you receive all TEM-produced correspondence
- Verify the 30-million # (i.e. UA ID) of your first approver is included.
- Set up Rachel Jeppsen as your Approver in your Profile:
- Under the Profile Tab, select the pencil icon to the right of "Approver" and search by last name: Jeppsen. Click the Select button.
- Set up Rachel Jeppsen, Katherine Ridenour, Adam Dewey, and Serena Likar as your Delegates:
- Click "Assign Delegate" link on the left side of the Profile window.
- Select "Add Delegate" tab at the bottom right of the screen.
- Search by last name and click the Select button to add the delegate.
Step 3: Your TA or AT (TEM version of the TA) will be completed by the STS office and sent to you for approval based on the information you provided in Step 2. If you chose the Electronic TA, you will need to approve via DocuSign (using your UA email address).
Step 4: Once all parties have approved the TA/AT (fiscal, traveler, supervisor, and others, if appropriate), you may then begin working with the STS office for procuring flights, registration, etc. Katie Ridenour (474-7001) will be your point of contact for any travel items you will not personally purchase.
Please remember that any purchase made prior to having a fully approved TA in place could result in non-reimbursement for those expenditures.
Step 5: Travel as usual, keeping all receipts to submit for reimbursement upon return. Travel regulations state that receipts should be submitted no later than 15 days after travel is completed.
Step 6: Submit all receipts to the STS either in person or by emailing them to UAF-Shared-Travel- Services@alaska.edu . Adam Dewey or Serena Likar will complete the expense report (either paper or TEM) and submit for approval and payment.
The travel office is equipped and staffed to handle last-minute travel for IAB. The traveler should use the same process as regular travel by completing the Trip Request Form. This is a Google Doc that can be completed at any time through any internet connection. If an internet connection is not available, please contact Rachel Jeppsen directly at 907-474-7305. Rachel will gather the required information and process the travel request. If the information is not received until the day of or after the first day of travel, we will complete the TA and the TER after the traveler returns. This may lengthen the time to receive a reimbursement because the authorization process needs to be approved before the expense report can be completed as required by UA regulations.
We have often found that travelers responding to these situations must leave immediately and may not have time to wait for the travel office to purchase airline tickets or make lodging reservations. Travelers still have the option of making their own travel purchases which will be reimbursed as part of the Travel Expense Report process.
NOTE: University regulation states that if an approved and encumbered Travel Authorization (TA) is not in place before travel begins it is considered "unauthorized". While there are legitimate reasons why travel would occur without an approved TA in place, please be aware that in communications from our office, the travel may be indicated as "unauthorized travel". This is the regulation definition and does not mean that the trip is unallowable on the grant, unnecessary or undesirable for a person to have traveled.
I have very unique travel. How is the office going to handle this? Can I talk to someone about this?
The travel office is equipped and staffed to respond to complex travel arrangements. The traveler should use the same process as regular travel by completing the Trip Request Form . There is space in the form to indicate if the trip is for multiple cities, group travel, or contains personal days which all add a level of complexity. There is also a place to put any particular notes to explain your unique travel. The traveler may always make a request for a particular itinerary. This can be done by making a note in the Trip Request Form, sending a sample itinerary to our Shared Travel Services email (email@example.com) or calling one of our Travel Coordinators directly. They will do their best to meet the traveler's itinerary request and will call or email if they have any questions about the traveler's particular situation.
We welcome our travelers to visit the STS office suite in Arctic Health, Room 172 at any time and to stop by if you are visiting from an off-campus location.
The STS office will submit the final expense report to UAF Travel within 10 business days from receiving all receipts and back-up from the traveler.
The Travel Customer Service Representatives are authorized to purchase airline tickets, bus and train tickets, hotel and motel reservations, and car rentals. We highly encourage travelers to allow the STS staff to purchase these travel expenses on their university ProCards to limit the out-of-pocket expense to the traveler.
Please note that individual ProCard holders are not authorized to purchase travel on university ProCards at this time.
The Shared Service Travel Office will not be processing travel that was initiated outside their system, before July 11, 2016.
The IAB backlog is being processed by Sonnary Campbell. She is diligently working through the outstanding travel and are communicating directly with travelers and approvers.
Please present your award letter or documentation to Melissa McDonough, 310A Irving I Building, 907-474-6517, or firstname.lastname@example.org. Melissa will ensure you have the correct accounting information for your award and then route you to the Shared Travel Service Office.
Cash needed for items such a boat/ATV fuel, research subject payments, etc. should be processed with the assistance of your IAB Grant Coordinator. These are labeled cash advances. When completing your Trip Request Form, please include these costs in the non-reimbursable section as they will not be handled by the STS office but still need to be considered part of the overall travel. Select "No" on the question regarding cash advances on the form.
Travel advances are to help offset the regular out-of-pocket costs associated with travel such as meals and incidentals. If you require an advance of this nature, please select "Yes" on the question regarding cash advances on the Trip Request Form and the STS office will work with you to provide these funds prior to your trip.
Travel Customer Service Representatives: