Thank you

Hello!

Yes

Yes

Yup can hear you fine :)

Sounds good, thanks Gwynn!

Yes

Hi!

Hello!

Hello:)

yes

sound is good on my end

Hello

Hello, yes I can hear you fine

Yes

good

yes

Sounds good

Good afternoon!

yes

yes

Hello!

Good afternoon Good here

sounds good

👍

Sound is good.

Sounds good- thanks

Hi

Yes

:)

Hi

Hello from Jacksonville!

Hello

Hello Everyone.

Yes, can hear you fine :)

sounds good!

Hi!

Hi! SACS is here! :)

Yes!

😀

Hi everyone.

Hello

Good afternoon

👍

Yes, sounds great. Hello everyone!

Hi Everyone!

😊

Sound good, and hello from NCBS and WFREC

👍

Yes!

yes

Hello

Hi all! Happy Thursday!

Hey everyone! Coffee ready :)

HI Everyone

They are using the chat.

good

Hello... from Business Services

Hello

DCP in the session Hi everyone

hello!

Hi from Chemistry!

👂

Hello.

Hi there all :)

Happy Thursday!

Hello

Hello!

Hello!

Hi Gwynn!

Good afternoon all

Hello

Hey everyone!

Hi

Hello.

Good afternoon!

Excited to learn about the new system

Hi all!

Hi Everyone !

HI

Hello

Hello!

Hello

Hello

Hello! :-) :-)

Good afternoon! :)

Hi

Good afternoon!

Hi!

Hello!

Hello

Hi everyone

I can only see the presenter and cannot mute myself. Can a presenter mute me?

Same

Ditto

GWYNN Will this recording be available to those who were not able to attend?

Glad it's not just me!

This is a webinar so we are all on view-only

We aren't automatically muted?

HI

bottom corner there should be something that says "audio settings"

Microphones are not enabled for participants.

Please move your questions to the Q&A panel. Thank you!

👍

This was answered but would be good for all - "Is this system to be used for regular Pcard purchases - not associated with Travel?"

Yes, Randy, please don't feel you need to answer them all.

will include non travel pcard

GWYNN: Will this be an app?

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.

Will the pcard receipt for travel need to be uploaded to both the expense report and the non-travel (pcard only)?

will this powerpoint presentation be available?

@Gwynn, you may wish to remind them that this presentation is being recorded and will be posted to the website after today's event.

Just in case I missed it, will there be a way for travelers to link their pcard receipts to the travel they are on?

The upload of the receipt could only be done one time and it will be part of the receipt library

am I right Tonia?

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

Depends on how they use the app but high-level, yes they can assign a receipt to an expense within the app

Will the delegate be able to access the traveler's Pcard receipts from the Traveler's Profile?

Can I enter an travel request for multiple people - do I have access to enter for all our employees?

Similar questions

Will you still be able to do split transactions?

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

What if a traveler submits the ER and the chartfield is incorrect, is the internal control to catch it?

Any other ones?

What about signatures?

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.?

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

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.

How often will you create a Pcard expense report? Weekly, daily etc?

Does a pcard need to be linked for travel arrangements to be made? Our faculty do not currently have access to pcards.

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)?

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?

How many delegates can a user have? - Tonia?

250

user can have up to 250 delegates & delegates can be a delegate for up to 250 users

Is the PDF the only file type for a receipt?

pdf, gif & jpeg

word as well

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

and that we are aware of the shared service model and working on a process to share with them

We will post the recording

How will cash advances be handled?

can I get the website again please

i lied sorry - Word is not allowable

Any chance this will eliminate the need for Foundation forms for travel? :)

Michelle/Natalie, are there more in the Q&A we should ask Gwynn??

the acknowledgements I shared

In general, a lot of specific questions... we cannot answer them at this time

https://mytraining-ufshands.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D58001%26UserMode%3D0

Yes, acknowledging those would be helpful

Gwynn, is there a way for them to join the GBAS listserv?

How will new employees get inputted into the system?

Gwynn, we have a LOT of questions still in Q&A.

gcadwallader@ufl.edu

Will this be mandatory to use this instead of myufl/ onbase?

Can departments volunteer to be part of the pilot launch?

How will this work for non-employee travel?

Can the questions/answers from this Q&A be put into document and shared?

FOr the larger group: Will approvers be based on dept id or supervisor?

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?

If I am a delegate for a traveler and their Pcard is housed in another dept, can I still see their reconcilled transactions?

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

Will we be required to book through the booking tool for a travel request? What about special discounts/links for specific conferences/hotels?

actually i do believe UFIT will be getting a change file to bring in attachment post extract

NO

How will refunds be processed in this new system. If a travel is cancelled

Can a traveler assign multiple delegates?

"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

Can rental cars be booked through the booking too?

conference rates do not appear in UF GO booking

to lisa's question I would tell them that you can have up to 250

Will the booking for airfare and hotel? What about car rental?

Will the booking tool accomodate special confernce rates?

Will the booking tool be able to accomodate non-pcard payments?

If travelers share rides or hotel rooms, will there be a way to cross referance these Travel Reports?

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

Next session after 3/25 for those who can't make 3/25?

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.

Can the questions/answers from this Q&A be put into document and shared?

Yes, I'm capturing

Can the booking tool be used without an approved travel request?

Someone asked if we are going to post the Q&A answers to the website

When the expense report is generated, will it automatically forward to traveler for signature?

It's more of a general question, but the booking tool - is this specifc airlines?

If someone needs just a daily car rental, would they still book through the system?

how will the system let users know what is acceptable to purchase? will there be a dialog box or a rejection?

Will there be a beta tool available so that we can go in and play with the system?

How should comp travel be handled?

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?

Gwynn, might be a good time to wrap up.

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

How will the Fly America Act be incorporated into the system?

Can we send recommendations/comments to the travel email?