Attaching Documents Electronically in the Online Travel System
Travel Preparers have the capability of submitting receipts electronically in the Online Travel
System. Please note the following regarding this process.

Do not upload any documents with visible Credit Card Numbers, Bank Account Numbers or
other Personal Identifiable information. Use a black marker to redact this sort of information
(except for the last 4 digits of credit card) prior to uploading.
 Receipts will need to be scanned and saved to your computer for each travel expense or for
the entire trip. If uploading all receipts in one file, use “Other” as the Expense Category on
the Expense Page of the Travel Voucher.
o Tape original receipts to a blank sheet of paper prior to scanning. Do not tape any
printed portion of the receipt.
o When opening Office files (Word, Excel, etc.) you may ignore the warning about a
file being corrupt.
 No documentation is required in the Travel Office if you submit your receipts electronically.
 Travel advance documentation may be uploaded at the Application stage – you will have the
opportunity to submit documentation after the Application is submitted. You may also
access later in the Online Travel System under Applications > Advance/BTA Documentation
to add documentation.
 In cases where there are no receipts to submit, you may:
o Upload a document advising that no receipts are being submitted, or
o Submit a Comment in the Online Travel System to alert Travel Services that the
voucher is ready for their review.
 Supporting documentation that is submitted with the Application will also be required when
the Voucher is submitted. The Application and the Voucher are two separate documents. In
order to calculate the correct reimbursement and clear advances, the expenses will need to be
included with the Voucher.
 Vouchers will be returned if all the supporting documentation for expenses claimed are not
submitted with the voucher. Approvals will need to be obtained again from the Traveler and
Supervisor. Notification to Travel Services is not required when submitting electronically.
 Travel Services will not “Receive” a voucher until it is submitted manually or electronically.
o Check the status and Email History in the Online Travel System under Reports.
o Vouchers are in Travel Services for review when electronic uploads show “Voucher
Received by Travel Office”.
o Manual submissions will require a hard copy of the coversheet, worksheet and
receipts delivered to Travel Services prior to being “Received”.
o In cases where a balance is due back to the University for advances, checks will need
to be delivered to the Travel Office with a copy of the coversheet so that we can
appropriately apply against the travel voucher.
 Notification via the Comments section in the Online Travel System is required for vouchers
that have manual signatures. The documentation containing the manual signature needs to be
scanned in with the voucher.
 Retain original receipts until the Travel Voucher has been approved by the Travel Office.
Once approved by Travel Services the receipts may be destroyed.
Travel Application for BTA or Advances
Enter Travel Application and request advance or BTA. Once you submit the Application, you
will have the opportunity to attach the supporting documentation. You may also access later in
the Online Travel System under Applications > Advance/BTA Documentation.
Browse for the receipt associated with the requested advance/BTA. Upload the receipt (more
than one file may be uploaded) and Save Changes. The Travel Office will be notified that you
have attached a receipt to the Application and will then be able to approve the advance/BTA
request.
Travel Voucher
You may add all supporting documentation for the trip on the Expenses Page of the Voucher in
the Online Travel System OR you may add individual documentation that applies to each
expense as you enter the expense. The Travel Office will be notified that you have attached
receipts to the Voucher and will then be able to process the Travel Voucher once necessary
approvals are obtained.
Adding All Supporting Documentation:
Once the document is uploaded, you must choose an Expense from the drop down box. For
documents that include multiple expenses, please use “Other”. A Description Box may be
populated if needed. Multiple files may be submitted if necessary. Click “Save and Continue”
to proceed.
Adding Supporting Documentation to Each Expense:
As you add the Expenses in the Travel Voucher, you will have the opportunity to attach the
supporting documentation. The Travel Office will be notified that you have attached receipts to
the Voucher and will then be able to process the Travel Voucher once approvals are obtained.
Once the document is uploaded, a Description Box can be populated if needed. Multiple files
may be submitted if necessary. Click Next to continue.
Once the Travel Voucher is submitted, the traveler will be required to certify that all of the
original receipts associated with the trip were submitted to the Preparer for processing. Original
receipts must be retained until the travel voucher has been approved by the Travel Office and
then the receipts may be destroyed.