WEC UFGO – Travel Request is needed for Blanket Field Work, Travel and Pcard Travel related expenses. These should be submitted at least 7 days before the trip starts.  TRAVEL REQUEST / BLANKET TRAVEL REQUEST FORM WEC Staff will act as your delegate in UFGO and prepare your Travel Request report. Please watch your email WEC Fiscal Staff will email you a copy of report when ready to approve. If your report is correct log into UFGO and approve your report.

WEC UFGO – Expense Report is needed to reconcile your travel and pcard expenses once travel has ended or any out-of-pocket expenses that need to be reimbursed.  You only have 10 days after trip has ended before your pcard expenses related to trip will be late risking your card being suspended.  TRAVEL EXPENSE REPORT / OUT OF POCKET REIMBURSEMENT FORM WEC Staff will act as your delegate in UFGO and prepare your expense report. Please watch your email WEC Fiscal Staff will email you a copy of report when ready to approve. If your report is correct log into UFGO and approve your report.

WEC UFGO - Booking Tool Exception is needed when it is not practical or economical to use the booking tool or authorized travel agent.  If airline, hotel, or car rental reservation (including applicable taxes) is more than 20% cheaper than the same reservation in the booking tool or with the authorized travel agent.  Please allow three-workdays for approval

This applies to Airfare, Hotel, Car Rentals.  NOT Conference Rates

Option 1 – More than 20% Cost Savings to the University:

• WEC Staff will act as your delegate in UFGO and prepare your Travel Request / Expense Report
• PI and/or Staff create a cost comparison in Booking Tool,
  • Cost Comparison should be captured at the time when an external reservation is made.
  • Details should be identical (i.e same airline, flight number and time)
  • if not done before the trip, make sure the trip details, such as trip duration, days of the week, and route, match the external reservation for a proper comparison.
• In TR/ER mark the Booking Exception – Over 20% Savings in UFGO as expense type.
• Upload the comparison to show the cost savings.

Option 2 – Other Reason Exception, use this option for any other reason than cost savings over 20%

• WEC Staff will act as your delegate in UFGO and prepare your Travel Request / Expense Report
• PI and/or Staff create a cost comparison in Booking Tool,
  • Cost Comparison should be captured at the time when an external reservation is made.
  • Details should be identical (i.e same airline, flight number and time)
  • if not done before the trip, make sure the trip details, such as trip duration, days of the week, and route, match the external reservation for a proper comparison.
• In TR/ER mark the Booking Exception – with FAO Approval in UFGO as expense type.
• Upload the comparison to show the cost savings.
• In UFGO Click View Timeline to access the Approval Flow Screen
• Click Edit Link
• Click Add Step and add Meena Thiyagarajah to the Approval Flow.