UF has implemented the UF GO system for managing travel. Information may be found at:
There is a lot of information on this page since the system has steps that have to followed in order and several different categories of travel. Please read it through and ask Margaret if you have any questions before you start.
- If you were employed at UF during academic year 2022-2023 you must have taken the UF GO training UGO100 by April 28, 2023. If you did not do so, the staff will not be able to manage travel for you, nor will you be able to book flights through the UF GO tool, etc. To take the training, visit mytraining.hr.ufl.edu, login, and search for UGO100 (that’s a capital “O” after the “G”).
- Set up your profile in UF GO; be sure to use the name that appears on your identification (driver’s license or passport), and enter any TSA info you might have (e.g. PreCheck).
- You are still required to submit the departmental travel form (in the box on Margaret’s door) at least 2 weeks prior to travel (and sooner if possible), as well as submitting your receipts after the trip.
- You will get an email from the system asking you to approve your travel request. The amount will only be your airfare. This is how we have always done things (and you never saw the request approval) and it saves the staff time in handling expense reports. You will still get reimbursed for everything allowable.
- You will continue to get an email reminder to approve your request/report daily until you do so. The staff also get a copy, so please minimize the traffic to their inboxes.
- DO NOT create an expense report at any time. The staff will still handle these after you submit your receipts.
- Reimbursement payments happen on the same schedule they always have—twice per week via direct deposit.
- Flights, hotel, and train MUST be booked through the UF GO portal in order to get reimbursed.
- If you find a cheaper airfare or hotel, you will need to get a comparison from the system in order to get an exemption.
- Conference hotels are an allowable exception; talk to Margaret about how to deal with that.
World Travel Service is a travel agency contracted by UF to assist our organization with booking and purchasing travel components. If you encounter difficulties with the booking tool, you may contact World Travel Service to book the trip.
- Call: (865) 288-1901
- Email: blueteam@worldtrav.com
- After Hours Emergency Assistance: (865) 288-1901 Refer to code: A-1RP8
World Travel Service’s contact information is also found on your UF GO Homepage Dashboard under “Company Notes.”
How to submit travel request/expense reports:
Got to https://www.concursolutions.com/ and sign in with your GatorLink username and password. Click the tab that says, “Authorization Requests or Expense Report ” (depending on what you need to submit) . You will see a request titled “name of trip” – click into it and click “submit request”. A pop up will appear for the electronic agreement – click accept and continue and you’re all set!
If you must pick an approver, it is always the department chair- NOT the staff!
Special Note about Avis for Students
You CAN NOT rent with our state rate and your Gator one. You will need a letter from Margaret stating you’re an UF employee BEFORE going to pick up your rental. Please email Margaret at least a week before you need this letter. You CAN NOT rent for personal use, with the contract as students are not full-time employees. Failure to allow her this amount of time and the required information could result in not being able to receive the letter.
She will need the following for the letter.
Name
Dates of rental
Reservation # and time of approved travel
The size of car for rental
Additional Important Notes and Reiterations
- Please DO NOT try and put in a travel request and/or expense report yourself. Please email/drop off your forms ( and receipts if reimbursement) to me like before
- Before booking your airline ticket, hotel etc, you need to make sure your travel request has been submitted by us and approved. So, it is IMPORTANT we get the forms in a timely manner.
- Both travel requests and expense reports must go through many levels of approval, depending on the funds they are being paid from. Again, adding to the emails, the staff receives.
- If at any time you receive an email asking questions about your travel that is not from someone in the department (Kristen, Dr. Rong or myself) please forward the email to me directly to answer, to eliminate additional work/ questions for us, as stated in #2 goes through many levels for approval and one might get stopped for questions.
- For those that have gotten reimbursement already, we are aware that not full reimbursements are hitting accounts. If this has happened to you, and you do not see full reimbursement within 2 weeks of the first one please email me AFTER that period and I will follow up. The travel office has a back log currently they are working through.
- You can NOT book airline tickets, hotels etc in UFGO until your TR is in and approved. So, it important to provide the travel request forms to me as soon as possible, since these requests must go through many approval levels. This includes the one that you must approve once we enter it
- Please note that processing travel in general now takes Kristen and I, 2-3 times longer per report. So please be patient with us.
- Regardless of what the training stated, the department is handling processing travel for you, for many different reasons.
- Regarding hotels: there is not an exemption for getting cheaper one outside of UFGO EXCEPT conference hotels. Email me regarding that. Airbnb are not in the UFGO system, but you are allowed to book those at this time.
- Flights, if you do not see the one you want in UFGO, please contact the travel agent. Again, if it is not booked through UF you CAN NOT be reimbursed for it.
- Yes, you need to use UFGO to book travel that is UF Business that is not being supported/ reimbursed
- When booking airfare, if you are being supported by UF, you may choose the air card option when making the purchase, please email me if you have questions on that.