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UF GO’s mobile solution integrates travel and expense functionality, enabling travelers to manage trips and expenses — including business meals, taxis, hotels and rental cars — all from their mobile device. Approvers in UF GO can remotely review employee expense reports in detail from wherever they are located. UF GO will be configured to connect to units that play a role in UF’s travel compliance — including Asset Management, the RISC Office and Contracts & Grants — depending on funding requirements. The approval workflow also will include the relevant HR supervisor to streamline the travel request process and the option to add approvers when desired, depending on each unit’s internal need.

On this page, you will find information about the various roles associated with the new system. For further information about UF GO and the project implementation, we invite you to explore this website. If you have questions, please email travel@ufl.edu.

Travelers & PCardholders

System Role: UF_N_TPS_TRAVELER_PCARDHOLDER

A Traveler is a person who incurs expenses while traveling on behalf of UF. They can submit a travel request, book air/rail, hotels and rental cars — and submit their expense reports — through UF GO.

A PCardholder is a person whose name is printed on the PCard for UF business purchases.

Delegates

System Role: UF_N_TPS_DELEGATE

A Delegate is an employee who is allowed to perform work on behalf of another user in the UF GO system. This includes creating, preparing, and approving travel requests; booking travel; generating travel and non-travel expense reports; and processing general reimbursements on behalf of a traveler or PCardholder.

Delegates may be responsible for confirming the:

  • nature of each expenditure and the business purpose for university expense and reimbursement
  • completeness of documentation and accuracy of accounting
  • completeness and accuracy of the required information on a travel request and expense report
  • allocation and segregation of expenses to the appropriate university account(s) and/or project(s)

Parameters for Delegates

  • A profiled user could serve as a delegate for up to 250 travelers/PCard users
  • A profiled user could have up to 250 delegates
  • A delegate cannot add themselves to a profiled user

Approvers

System Role: UF_N_TPS_APPROVER

The Approver is an individual with the authority to approve travel requests, cash advances, expense reports (travel and non-travel) and general reimbursements for faculty and staff within the unit. The Approver role encompasses two levels:

  • HR Supervisor: Individual listed on the Supervisor ID field in HR job data
  • Financial Approver: User with the authority to approve travel requests, cash advances, expense reports (travel and non-travel) and general reimbursements for faculty and staff within a unit

An Approver is responsible and accountable for travel requests, cash advances, expense reports (travel and non-travel) and general reimbursements that they approve, certifying through approval that the expense is:

  • appropriate
  • valid
  • policy compliant
  • within budget

Ad-hoc Approver: Approvers that are manually inserted into workflow for specific expense reports and requests where additional review and approval is necessary.

Approver Delegate: A delegate with additional permissions in UF GO that can approve travel requests, cash advances, expense reports (travel and non-travel) and general reimbursements on behalf of an approver.