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UF GO Information Session - Shared screen with speaker view
Dirk Hunt
36:10
Thank you
Shelby Thompson
36:10
Hello!
Jill Westbrook
36:11
Yes
Marie Thomas
36:18
Yes
Lisa Burnett
36:18
Yup can hear you fine :)
Tim Difato
36:18
Sounds good, thanks Gwynn!
Sara Pons
36:19
Yes
Sara Williams
36:19
Hi!
Jasmine Mitchell
36:22
Hello!
Linda Vanegas
36:22
Hello:)
diannapiver
36:22
yes
Natalie Torres
36:24
sound is good on my end
E- Jenna Ross
36:25
Hello
Laura McCraw
36:25
Hello, yes I can hear you fine
Dortha Albert
36:26
Yes
pmcewen
36:26
good
Kelley McCormick
36:26
yes
c.stich
36:27
Sounds good
Jocelyn Hickey
36:27
Good afternoon!
Leanna Mcclellan
36:27
yes
Candyce Hudson
36:27
yes
Jessica C. Baker (she/her)
36:28
Hello!
Tina Priz
36:29
Good afternoon Good here
Rebecca Holt
36:29
sounds good
Kerry Stroh
36:29
👍
Beverly Osborn
36:30
Sound is good.
Savanna Blankenship
36:30
Sounds good- thanks
Amber Hamilton
36:30
Hi
Kathy Chambers
36:31
Yes
Savanna Blankenship
36:31
:)
Libby Evans
36:31
Hi
Melissa Macarages
36:32
Hello from Jacksonville!
Christopher Davis
36:33
Hello
Christine Best
36:33
Hello Everyone.
Kathleen DeGrenier
36:34
Yes, can hear you fine :)
hcollier
36:35
sounds good!
Kady
36:36
Hi!
morganrhoden
36:36
Hi! SACS is here! :)
akrankin
36:37
Yes!
Christina Mason
36:37
😀
Karen Gillespie
36:38
Hi everyone.
awalton3
36:38
Hello
William Field
36:41
Good afternoon
Michael Brown
36:41
👍
Brenda Krames
36:41
Yes, sounds great. Hello everyone!
Melissa Causey Harris
36:41
Hi Everyone!
jdudley
36:42
😊
Cassandra Key
36:43
Sound good, and hello from NCBS and WFREC
Sandra Smith
36:44
👍
Henry Astengo
36:45
Yes!
Bonita Fletcher
36:45
yes
Dona-Marie Mintz
36:49
Hello
robyn319
36:49
Hi all! Happy Thursday!
Ethan Tripp
36:50
Hey everyone! Coffee ready :)
Johanny Zabala
36:51
HI Everyone
Gwynn Cadwallader (she/her)
36:53
They are using the chat.
Nesmine Maptue
36:54
good
monica.cox
36:54
Hello... from Business Services
Emily Hurlston
36:55
Hello
Elizabeth Hauck
36:57
DCP in the session Hi everyone
Michelle W
36:58
hello!
a.hyatt
36:59
Hi from Chemistry!
Erin Cortes
37:01
👂
Ronny Larsen
37:02
Hello.
Michelle Townsend
37:02
Hi there all :)
Courtney McCranie-Peters
37:05
Happy Thursday!
Mary Beth Mohr
37:09
Hello
Emily Moran
37:11
Hello!
Timmary Burgos
37:18
Hello!
Keith Gouin
37:19
Hi Gwynn!
lreed
37:23
Good afternoon all
Yolanda Hankerson
37:24
Hello
Ethan Tripp
37:28
Hey everyone!
Delores Darling
37:28
Hi
Angie Fuhr
37:28
Hello.
MaiKeshia Wilson
37:30
Good afternoon!
Misty Martin
37:31
Excited to learn about the new system
Jana Barnash
37:37
Hi all!
Gena
37:41
Hi Everyone !
Brenda Roberts
37:42
HI
Monica Bennett
37:48
Hello
LeeAndrew Morales
37:49
Hello!
destinyhenderson
37:50
Hello
Drema Palmer
37:56
Hello
Suzanne Michelle Burton
38:04
Hello! :-) :-)
Tiffany Gauthier
38:07
Good afternoon! :)
Gaylynn Quinn
38:10
Hi
Debbie
38:15
Good afternoon!
Daisy Taylor
38:32
Hi!
Susan Lukowe
38:49
Hello!
Melissa Chamblin
39:02
Hello
Jennelle Jacquay
39:11
Hi everyone
Peggy Trudeau
39:58
I can only see the presenter and cannot mute myself. Can a presenter mute me?
Janie Berger
40:06
Same
Shannon Broome
40:14
Ditto
Natalie Andrietta
40:16
GWYNN Will this recording be available to those who were not able to attend?
Peggy Trudeau
40:25
Glad it's not just me!
Zach Frey
40:28
This is a webinar so we are all on view-only
Heather Gavigan
40:30
We aren't automatically muted?
askelly
40:34
HI
Kerry Stroh
40:37
bottom corner there should be something that says "audio settings"
Ethan Tripp
40:37
Microphones are not enabled for participants.
Angie Brown
40:49
Please move your questions to the Q&A panel. Thank you!
Stephanie Jones
41:23
👍
Michelle Romero(She/Her)
45:31
This was answered but would be good for all - "Is this system to be used for regular Pcard purchases - not associated with Travel?"
Angie Brown
46:05
Yes, Randy, please don't feel you need to answer them all.
Michelle Romero(She/Her)
46:51
will include non travel pcard
Natalie Andrietta
47:48
GWYNN: Will this be an app?
Angie Brown
48:59
Sorry my message went to everyone. Please note that if Randy is answering these all in Q&A, it's fine, but they will not show up in recording. So if they need to be answered publicly, please be sure to bring them to Gwynn as well.
Michelle Romero(She/Her)
49:34
Will the pcard receipt for travel need to be uploaded to both the expense report and the non-travel (pcard only)?
Natalie Andrietta
49:58
will this powerpoint presentation be available?
Angie Brown
50:24
@Gwynn, you may wish to remind them that this presentation is being recorded and will be posted to the website after today's event.
Gwynn Cadwallader (she/her)
51:41
Just in case I missed it, will there be a way for travelers to link their pcard receipts to the travel they are on?
Cynthia Mendoza
52:44
The upload of the receipt could only be done one time and it will be part of the receipt library
Cynthia Mendoza
52:50
am I right Tonia?
Natalie Andrietta
54:13
Will OnBase still be used at all or will all documents only be available in UF GO?
Tonia Raber - Huron Consulting Group
54:16
Depends on how they use the app but high-level, yes they can assign a receipt to an expense within the app
Michelle Romero(She/Her)
54:33
Will the delegate be able to access the traveler's Pcard receipts from the Traveler's Profile?
Michelle Romero(She/Her)
54:46
Can I enter an travel request for multiple people - do I have access to enter for all our employees?
Michelle Romero(She/Her)
54:51
Similar questions
Natalie Andrietta
56:06
Will you still be able to do split transactions?
Michelle Romero(She/Her)
58:07
For the expense type, will there be a place to see the code? We often look at past codes to use for current expenses to ensure consistency, but won't know if the code matches if we only see the name in the new system
Natalie Andrietta
58:37
What if a traveler submits the ER and the chartfield is incorrect, is the internal control to catch it?
Gwynn Cadwallader (she/her)
01:01:00
Any other ones?
Gwynn Cadwallader (she/her)
01:01:14
What about signatures?
Michelle Romero(She/Her)
01:01:16
WIll the entire module be rolled out at one time, or will you stagger the roll-out by haveing us do PCARDS first for a while and then add expenses, etc.?
Tonia Raber - Huron Consulting Group
01:01:32
Speaker Note regarding "support staff" - Mobile app is User specific, so delegate functionality does not exist in the app and can only be done on the web version
Michelle Romero(She/Her)
01:01:38
Can you clarify....I believe you have to go into an individual's profile to see their stuff if you are a proxy. You cannot see all people you are responsible for in one place.
Natalie Andrietta
01:03:06
How often will you create a Pcard expense report? Weekly, daily etc?
Michelle Romero(She/Her)
01:03:24
Does a pcard need to be linked for travel arrangements to be made? Our faculty do not currently have access to pcards.
Michelle Romero(She/Her)
01:04:33
Will all UF staff has access to UF GO? Or, just the folks who have a PCard and the administrative staff who processes the transactions (reconcilers/approvers)?
Natalie Andrietta
01:04:49
Mobile App Questions: Is the app for Android or IOS? Or both? Can the app allow for a picture of the receipt to be uploaded? Can traveling faculty upload their receipts through app, that are then sent to one delegate who handles all travel for department?
Michelle Romero(She/Her)
01:07:31
How many delegates can a user have? - Tonia?
Tonia Raber - Huron Consulting Group
01:07:39
250
Tonia Raber - Huron Consulting Group
01:08:25
user can have up to 250 delegates & delegates can be a delegate for up to 250 users
Natalie Andrietta
01:10:07
Is the PDF the only file type for a receipt?
Tonia Raber - Huron Consulting Group
01:10:28
pdf, gif & jpeg
Tonia Raber - Huron Consulting Group
01:10:34
word as well
Michelle Romero(She/Her)
01:11:09
I would acknowledge that there are a lot of process questions in the Q&A and that these other channels are the best to talk through those
Michelle Romero(She/Her)
01:11:55
and that we are aware of the shared service model and working on a process to share with them
Angie Brown
01:12:06
We will post the recording
Natalie Andrietta
01:12:30
How will cash advances be handled?
Michelle Romero(She/Her)
01:12:43
can I get the website again please
Tonia Raber - Huron Consulting Group
01:12:49
i lied sorry - Word is not allowable
Natalie Andrietta
01:13:59
Any chance this will eliminate the need for Foundation forms for travel? :)
Angie Brown
01:14:40
Michelle/Natalie, are there more in the Q&A we should ask Gwynn??
Michelle Romero(She/Her)
01:14:58
the acknowledgements I shared
Natalie Andrietta
01:15:14
In general, a lot of specific questions... we cannot answer them at this time
Gwynn Cadwallader (she/her)
01:15:32
https://mytraining-ufshands.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D58001%26UserMode%3D0
Natalie Andrietta
01:15:38
Yes, acknowledging those would be helpful
Angie Brown
01:15:39
Gwynn, is there a way for them to join the GBAS listserv?
Michelle Romero(She/Her)
01:15:56
How will new employees get inputted into the system?
Angie Brown
01:15:57
Gwynn, we have a LOT of questions still in Q&A.
Gwynn Cadwallader (she/her)
01:16:03
gcadwallader@ufl.edu
Michelle Romero(She/Her)
01:16:07
Will this be mandatory to use this instead of myufl/ onbase?
Natalie Andrietta
01:16:08
Can departments volunteer to be part of the pilot launch?
Natalie Andrietta
01:17:07
How will this work for non-employee travel?
Natalie Andrietta
01:17:43
Can the questions/answers from this Q&A be put into document and shared?
Lisa Deal
01:17:59
FOr the larger group: Will approvers be based on dept id or supervisor?
Natalie Andrietta
01:18:28
I'm aware of Concur within the Travel agency world and used for booking of airlines. Will we be able to use that type of module at UF or we will still have to book airlines externally?
Natalie Andrietta
01:19:24
If I am a delegate for a traveler and their Pcard is housed in another dept, can I still see their reconcilled transactions?
Michelle Romero(She/Her)
01:19:57
once a travel has been entered, approved and paid and an auditor comes back and asks for further documentation will we be able to go back into the UF Go and add the documents
Lisa Deal
01:19:57
Will we be required to book through the booking tool for a travel request? What about special discounts/links for specific conferences/hotels?
Tonia Raber - Huron Consulting Group
01:21:48
actually i do believe UFIT will be getting a change file to bring in attachment post extract
Tonia Raber - Huron Consulting Group
01:22:27
NO
Lisa Deal
01:22:35
How will refunds be processed in this new system. If a travel is cancelled
Lisa Deal
01:22:44
Can a traveler assign multiple delegates?
Michelle Romero(She/Her)
01:22:55
"we currently have access to all PCards in our college will this transfer from old system to new system or are we going to have to request each time" - I would talk about our plan to do a delegate upload at first
Lisa Deal
01:23:08
Can rental cars be booked through the booking too?
Tonia Raber - Huron Consulting Group
01:23:09
conference rates do not appear in UF GO booking
Michelle Romero(She/Her)
01:23:24
to lisa's question I would tell them that you can have up to 250
Natalie Andrietta
01:24:24
Will the booking for airfare and hotel? What about car rental?
Lisa Deal
01:25:16
Will the booking tool accomodate special confernce rates?
Michelle Romero(She/Her)
01:26:03
Will the booking tool be able to accomodate non-pcard payments?
Michelle Romero(She/Her)
01:26:30
If travelers share rides or hotel rooms, will there be a way to cross referance these Travel Reports?
Lisa Deal
01:26:40
will the booking tool be able to give flight info for comparasins when a traveler is taking leave in conjunction with their conferences that will require earlier or later return flights
Natalie Andrietta
01:27:42
Next session after 3/25 for those who can't make 3/25?
Angie Brown
01:27:52
Gwynn, please let them know we are capturing their questions so if they were not answered, we will work on getting them answered in the meantime.
Lisa Deal
01:27:55
Can the questions/answers from this Q&A be put into document and shared?
Angie Brown
01:28:05
Yes, I'm capturing
Michelle Romero(She/Her)
01:28:10
Can the booking tool be used without an approved travel request?
Lisa Deal
01:28:22
Someone asked if we are going to post the Q&A answers to the website
Michelle Romero(She/Her)
01:28:29
When the expense report is generated, will it automatically forward to traveler for signature?
Natalie Andrietta
01:29:14
It's more of a general question, but the booking tool - is this specifc airlines?
Lisa Deal
01:29:24
If someone needs just a daily car rental, would they still book through the system?
Michelle Romero(She/Her)
01:29:40
how will the system let users know what is acceptable to purchase? will there be a dialog box or a rejection?
Natalie Andrietta
01:29:56
Will there be a beta tool available so that we can go in and play with the system?
Lisa Deal
01:30:04
How should comp travel be handled?
Lisa Deal
01:30:35
Will meal reimbursement rates be automatically caluclated for Domestic travel based on travel departure/return dates/times? Or do we have to input each expense line by line?
Angie Brown
01:31:41
Gwynn, might be a good time to wrap up.
Lisa Deal
01:31:47
will the booking tool prohibit the traveler from booking a flight that is not authorized by UF Guidelines. Example of previous question (will it allow them to book first class even though UF does not accept First Class air travel
Natalie Andrietta
01:32:07
How will the Fly America Act be incorporated into the system?
Michelle Romero(She/Her)
01:33:12
Can we send recommendations/comments to the travel email?