6000 Automated Online Travel System – eTravel
Travel January 2025
DFPS utilizes the eTravel system for travel claims, settlement claims, travel authorizations and advance travel. Exceptions to this policy are the following:
- Out-of-country travel –
- For claims, use paper Travel Claim Voucher (Form 4104x).
- For travel authorizations, use the paper Travel/Car Rental Authorization (Form 4186).
- Travel claims for non-DFPS state employees – Use paper DFPS Purchase Voucher (Form 4116).
- Supplemental regular travel claims – Use paper Travel Voucher (Form 4104x) for claiming expenses that were not claimed on previously processed and paid travel claims, or for former employees who did not submit their regular travel through eTravel.
- Supplemental advance travel settlements – Use paper Travel Voucher (4102a) for claiming expenses that were not claimed on previously processed and paid settlements, or for former employees who did not submit their Advance Travel (EXTRA Card) through eTravel.
- Miscellaneous claims – Use to reimburse a state authorized traveler for travel expenses incurred during official state business. Miscellaneous Claims relates to travel expenses past the retention period of the current fiscal year, plus two prior fiscal years. Use TexTravel Miscellaneous Claims and contact the DFPS Travel Policy mailbox for instructions.
- Click here to access all Travel Forms.
Travel Claims
The eTravel System handles the complete travel claim process. Travelers will be able to:
- Plan, record, and enter trip information (that is, dates of travel, trip address, duties performed, and other necessary information).
- Upload all required and appropriate supporting documentation to the Docs/Receipts tab.
- Enter lodging and meal information on the Expenses tab.
- Link an approved Travel Authorization (TA) to each necessary transaction line for out-of-state travel, public transportation, and gas for a rental car.
- Enter other expenses, that are not all-inclusive, in the drop-down menu provided, such as:
- For minor clients of the state – meals, transportation, and entertainment.
- “Other” – copies, faxes, and similar paper items.
- Lodging taxes – state and local taxes are separate line items.
- Public transportation – airfare, car rental, bus (city to city), train (city to city), and similar transportation, if paid with out-of-pocket personal funds.
- Incidentals – tolls, parking, rental car gasoline, and so on.
Travel Claim and Settlement Status
eTravel supplies an ongoing “Status,” allowing travelers and management to view the current status at any time. Here are the various status records and basic definitions:
In Process
Traveler or alternate preparer created a new travel claim or settlement and is in the process of completing the request.
Pending Approval
Travel claim or settlement is waiting for supervisor approval. This status could be used also when going through multiple levels of approvals for out-of-state travel.
Approval in Process
Supervisor is reviewing or making comments on the claim. Traveler is unable to modify the claim.
Approver Denied or Closed
Travel claim or settlement was denied or closed by the approver, not Travel Claims and Services.
Audit Received
Travel claim or settlement was approved by the first level approver or last approver and is now in the Travel Claims and Services audit queue.
Audit in Process
Travel claim or settlement is currently being audited by an auditor in Travel Claims and Services.
Returned to Traveler
Travel claim or settlement was audited and returned to the traveler by Travel Claims and Services for correction or additional supporting documentation.
Returned to Approver
Travel claim or settlement was returned to the approver by Travel Claims and Services for additional approval or information. This status is also used when the traveler is no longer with the agency or is on extended leave.
Corrected
Travel claim or settlement was corrected by the traveler, submitted to the approver, and then to Travel Claims and Services for the completion of processing. It will go to the top of the list of the original auditor to work as first priority.
Reduced and Processed
Travel claim or settlement was reduced according to policy, processed by Travel Claims and Services. Any part of the claim that is reduced may be eligible for a supplemental voucher.
Processed
Travel claim or settlement was processed by Travel Claims and Services and submitted for payment. There were either no changes or additional information was supplied by the traveler to allow all charges.
Audit Hold
Travel claim or settlement is currently being held by Travel Claims and Services for further review.
Team Lead Review
An auditor requires a team lead to review the travel claim or settlement due to questions or complexity. The auditor can assign the travel claim or settlement to a team lead for review or completion. Only audit staff see this status label.
Archived
Travel claim or settlement was processed, or reduced and processed, and paid three or more years ago. The claim statuses in the current year, plus two years, will show the actual status.
Paid
Travel claim was processed and paid to the traveler. The traveler should see their direct deposit reimbursement in approximately two business days from the Paid date. Warrants checks should be received in up to two weeks from the paid date.
Claims Processing
All travel claims are worked in order of date received in eTravel’s Audit Received queue. Travel claim auditors are not assigned to a specific region. Auditors do not have the access to select specific travel claims to process, only to view. Auditors click on a button to work the next available travel claim in the queue. The eTravel system tracks travel claims under Status History that are returned for correction. Corrected travel claims will go to the top of the list of the original auditor to work as first priority.
Travel Authorizations (TA)
The Travel Authorization (TA) process in eTravel is used to pre-approve specific travel expenses. A TA must be completed and approved for any:
- Out-of-state travel
- Public transportation
- Car rentals
- Airfare
- Bus reservations (city to city)
- Train reservations (city to city)
- Direct bill lodging
TA is used for all authorized travelers (clients, minor clients, employees, or non-employees) traveling on behalf of the agency.
Travel Authorization Status
TA in Process
Traveler created a Travel Authorization (TA) Request and is in the process of completing the request. The TA can be modified at any time during this status.
TA Pending Approval
Travel Authorization Request is waiting for the approver or supervisor approval. This status could also be used when going through multiple levels of approvals for out-of-state travel requests.
TA Approval in Process
Approver or supervisor is reviewing or making comments on the request. User is unable to modify the requests in this status. This status could also be used when going through multiple levels of approvals for out-of-state travel requests.
TA Approver Denied
Travel Authorization Request was denied by the approver or supervisor, not Travel Claims and Services.
TA Completed
Approver or supervisor completed the audit and approved the Travel Authorization Request.
TA Returned to Traveler
Travel Authorization Request was audited and returned to the traveler by Travel Claims and Services for correction or additional supporting documentation.
TA Returned to Approver
Travel Authorization Request was returned to the approver by Travel Claims and Services for additional approval and information. This status is also used when the traveler is no longer with the agency or is on extended leave.
TA Corrected
Travel Authorization Request was corrected by the traveler and resubmitted to Travel Claims and Services for review. The Travel Authorization Request will go to the top of the list of the original auditor to work as first priority.
TA Review In-Process
Corrected Travel Authorization Request was received, and the corrections and additional supporting documentation are in review by Travel Claims and Services.
TA Review Completed
Travel Authorization Request corrections and additional information was reviewed and accepted by Travel Claims and Services.
TA Team Lead Review
This status is used when an auditor requires a team lead to review the Travel Authorization due to questions or complexity. Only Travel audit staff see this status label.
Advance Travel Requests
Advance Travel Requests can be created and submitted in eTravel, and the system will route for the appropriate approvals. Please review Travel Policy 2200 Travel Advance Funds for additional advance travel requirements.
AR In Process
Traveler or alternate preparer created a new Advance Request (AR) and is in the process of completing the request. The AR can be modified at any time during this status.
AR Pending Approval
Advance Travel Request is waiting for approver or supervisor approval. This status could also be used when going through multiple levels of approvals for out-of-state travel.
AR Approval in Process
Approver or supervisor is reviewing or making comments on the Advance Travel Request. User is unable to modify the request in this status. This status can also be used when going through multiple levels of approvals for out-of-state Travel Advance Requests.
AR Approver Denied
Advance Travel Request was denied by the approver or supervisor, not Travel Claims and Services.
AR Audit Received
Advance Travel Request was approved by first level approver or last approver and is now in the Travel Claims and Services audit queue.
AR Audit in Process
Advance Travel Request is currently being audited by Travel Claims and Services.
AR Returned to Traveler
Advance Travel Request was audited and returned to the traveler for correction or additional supporting documentation.
AR Returned to Approver
Advance Travel Request was returned to the approver or supervisor for additional approval or information. This status is also used when the traveler is no longer with the agency or is on extended leave.
AR Corrected
Advance Travel Request was corrected and resubmitted to Travel Claims and Services for review. The Advance Travel Request will go to the top of the list of the original team member to work as first priority.
AR Team Lead Review
This status is used when an Advance Travel auditor requires a team lead to review the Advance Travel Request due to questions or complexity. Only Travel Claims and Services audit staff see this status.
AR Audit Hold
Advance Travel Request is currently being held by Travel Claims and Services for further review. It can only be assigned to the audit manager or the auditor.
AR Denied
Advance Travel Request was denied according to policy by Travel Claims and Services.
AR Pending Card Assignment
Advance Travel Request was audited and approved and is waiting to get closer to the travel dates to assign the traveler an Express Travel Advance (EXTRA) card.
AR Card Assigned
EXTRA card was assigned to the traveler and is waiting to be mailed or was mailed overnight via FedEx.
Contacts
For assistance, email the appropriate travel mailbox.