Virtually all state agencies have employees who travel and submit travel expenses for reimbursement. The Online Travel System was constructed to create a system of electronic data processing that would permit travel vouchers to be processed in a paperless environment. The system uses automated processes that create electronic travel authorizations and reimbursement vouchers, incorporate electronic signatures, provide electronic funds transfers and results in completely paperless transactions from the point of data entry to the deposit reimbursements into the traveler's bank account. The entire process takes less than 3 working days to complete. This is in comparison to the 15-25 working days required to process transactons in the paper driven system.

The Online Travel System is a modularized, mainframe based, user-interactive system. The 45 processing modules insure compliance with all travel rules and guidelines while speeding transactions. A second benefit of the modularized system is that it will allow easily incorporated updates as rules and guidelines change.

The concept originated with individuals in departments responsible for the preparation and processing of travel vouchers and related documents. The idea was a natural outgrowth of staff in UF/IFAS looking for ways to accommodate off-campus locations with better service and less bureaucratic systems. The fully electronic transactions were made possible by linking the Online Travel System with the Electronic Funds Transfer launched earlier this year by the Office of the State Comptroller.

The system took two years to develop, test, and implement. It will save the State of Florida a minumum of $1,500,000 each year. The Online Travel System has significantly reduced the time and resources required to manage the travel function within the UF/IFAS organization.

Team Members:

• Judy Futch: Travel Office Manager
• Pete Kearney: Assistant Director, Information Technologies - Business Systems
• Vernon Paramenter: Assistant Director, Planning and Business Affairs
• Jim Shonkwiler: Director, Planning and Business Affairs
• Mae Thomas: Senior Programmer/Analyst
• Monica Watson: Coordinator, Business Systems (now in Seattle)
• Donna Williamson: Senior Programmer/Analyst

Related links:

• Office of Planning and Business Affairs
• Information Technology - Business Systems
• ITBS Products Page
• ITBS Forms and Documents
• ITBS Personnel