Click the links below to view instructions for the following:
  • Instructions for completing IFAS Purchase Requests for Travel (General Instructions):

    1. PURCHASE REQUEST SCREEN:
      • Access the IFAS Purchase Request screen and complete the top line as for other purchase requests (NEW to generate the PR number, departmental security code, approval code.)
      • Tab to the "Vendor ID" field and enter the 6 digit BOX ID of the individual for whom the travel expenses are requested.
      • Tab to the PEDB field and enter 1. This 1 directs IFAS to the BOX subsystem to retrieve the individual's name and address.
      • Tab to the "Requisition Code field". Enter TR in this field.

        "TR" DEFINES THIS TRANSACTION AS A REQUEST FOR TRAVEL; IF YOU FAIL TO ENTER "TR" HERE, YOUR REQUEST COULD BE DELAYED OR MAY NOT BE PROCESSED AT ALL.
      • Tab to the "Requested By" and Date Requested fields" and complete. Enter the name of the contact person and the last four digits of his/her campus phone number. (Example: Jane Doe 9999) This provides a reference to Accounts Payable for questions regarding the reimbursement.
      • After all information has been completed, press ENTER; verify and press ENTER again.
    2. PURCHASE REQUEST ITEM SCREEN:
      • Access the Purchase Request Item screen and complete "Quality", "Unit Cost", and "Units" (for example: quantity - "1," unit cost - "500," units - "each," or quantity - "250," unit cost - ".19," units - "miles," etc.) A cost must be associated with the item. Purchase requests with 00 dollar amounts will not be processed.

        Appropriate units for travel requests are:
        ITEM UNIT
        Lodging Nights
        Meals Day
        Mileage Miles
        Miscellaneous Each
      • Tab to the "Account" filed and enter the 4-digit department code to which this request is to be charged. Also enter object code 1280 (separate department and object with a "-"). Object code 1280 should be used for all travel expenses other than AIRFARE, STATE VEHICLE MILEAGE, AND ENTERPRISE RENT-A-CAR. (See specific instructions related to these items.)
      • Tab to the "Description" filed and enter all appropriate information: dates of travel, destination, purpose of trip, mode of travel, and estimated costs (personal vehicle mileage, lodging, meals, and other expenses).
      • After all information has been completed, press ENTER; verify and press ENTER again.

        AS WITH OTHER PURCHASE REQUESTS, DEFINE EACH ELEMENT OF THE TRAVEL REQUEST ON SEPARATE ITEM SCREENS.

        IT IS VERY IMPORTANT THAT SEPARATE TRAVEL PURCHASE REQUESTS BE COMPLETED FOR BOTH AIRFARE AND STATE VEHICLES. ALL OTHER TRAVEL EXPENSES CAN BE COMBINED ON THE SAME PURCHASE REQUEST.

        Enterprise Rent-A-Car travel requests must be coded to Object Code 1283. DO NOT USE OTHER TRAVEL OBJECT CODES. (Exception: 1227 for Employee Training)

    All Travel Sreenshot

  • Instructions for Completing IFAS Purchase Requests for Business Assistance Center Courses:

    1. PURCHASE REQUEST SCREEN:
      • Access the IFAS Purchase Request screen and complete the top line as for other purchase requests (NEW to generate the PR number, departmental security code, and approval code).
      • Tab to the "Vendor ID" field and enter the 6 digit BOX ID of the individual who is being registered.
      • Tab to the PEDB field and enter "1". This 1 directs IFAS to the BOX subsystem to retrieve the individual's name and address.
      • Tab to the first "Requisition Code field". Enter TR in this field. Do not print a travel voucher for this registration. Your department will be charged by IDT.

        "TR" DEFINES THIS TRANSACTION AS A REQUEST FOR TRAVEL; IF YOU FAIL TO ENTER "TR" HERE, YOUR REQUEST COULD BE DELAYED 'TR' HERE, YOUR REQUEST COULD BE DELAYED OR MAY NOT BE PROCESSED AT ALL.
      • Tab to the "Request" By and "Date Requested" fields and complete.
      • After all information has been completed, press ENTER; verify and press ENTER again.
    2. PURCHASE REQUEST ITEM SCREEN
      • Access the Purchase Request Item Screen and complete "Quality", "Unit" "Cost," and "Units". A cost must be associated with the item. Purchase requests with 00 dollar amounts will not be processed.
      • Tab to the "Account" field and enter the 4 digit department code to which the course expenses are to be charged. And enter object code 1224 separate the department and object with a "-").
      • In the item description, enter the name of the course and the dates it is to be held. Enter a separates item screen for each course checked on the BAC registration form. Record your PR number on the registration form and forward it to the BAC.
      • After all information had been completed, press ENTER; verify and press ENTER again.
      Since these request will be routed. Requests should be entered early enough to allow sufficient time for all approvals to be secured.
  • Instructions for Completing IFAS Purchase Requests for Rental Car from Enterprise Rent-A-Car:

    1. PURCHASE REQUEST SCREEN:
      • Access the IFAS Purchase Request screen and complete the top line as for other purchase requests (NEW to generate the PR number, departmental code, and approval code).
      • Tab to the "Vender ID" field and enter the 6-digit BOX ID of the individual for whom the travel expenses are requested.
      • Tab to the "PEDB" field and enter "1". This 1 directs IFAS to the BOX subsystem to retrieve the individual's name and address.
      • Tab to the first "Requisition Code field". Enter TR in this field.

        "TR" DEFINES THIS TRANSACTION AS A REQUEST FOR TRAVEL; IF YOU FAIL TO ENTER "TR" HERE, YOUR REQUEST COULD BE DELAYED "TR" HERE, YOUR REQUEST COULD BE DELAYED OR MAY NOT BE PROCESSED AT ALL.
      • Tab to the "Requested By" and "Date Requested" fields and complete.
      • After all information has been completed, press ENTER; verify and press ENTER again.
    2. PURCHASE REQUEST ITEM SCREEN
      • Access the Purchase Request Item Screen and complete "Quality", "Unit Cost", and "Units". A cost must be associated with the item. Purchase requests with 00 dollar amounts will not be processed.
      • Tab to the Account field and enter the 4-digit department code to which the travel expenses are to be charged. Also enter object code 1283 (separate the department and object with a "-:). ALSO, DO NOT INCLUDE OTHER TRAVEL COMPONENTS (MEALS, LODGING, ETC.) ON AIRFARE REQUESTS. OTHER TRAVEL EXPENSES ARE TO BE PROCESSED ON A SEPARATE PURCHASE REQUEST CODED TO OBJECT 1280.

        Enterprise Rent-A-Car travel requests must be coded to Object Code 1283. DO NOT USE OTHER TRAVEL OBJECT CODES. (Exception: 1227 for Employee Training)
      • All appropriate information must be included on Enterprise Rent-A-Car travel requests in the Description field and to include:
        • Type of vehicle requested
        • Purpose of trip
        • Number of passengers
        • Date and time of departure
        • Date and time of return
        • Destination
      • After all information has been completed, press ENTER; verify and press ENTER again
    3. Refer to examples at the end of this section.
    4. Since travel requests go through a normal approval process, requests should be entered early enough to allow sufficient time for all approvals to be secured.

    Rental Car from Enterprise Sreenshot

  • Instructions for Completing IFAS Purchase Request for Airfare:

    1. PURCHASE REQUEST SCREEN:
      • Access the IFAS Purchase Request screen and complete the top line as for other purchase requests (NEW to generate PR number, departmental security code, and approval code).
      • Tab to the "Vendor ID" field and enter the 6-digit BOX ID of the individual for whom the travel expenses are requested.
      • Tab to the PEDB field and enter "1". This 1 directs IFAS to the BOX subsystem to retrieve individual's name and address.
      • Tab to the first "Requisition Code" field. enter TR in this field.

        "TR" DEFINES THIS TRANSACTION AS A REQUEST FOR TRAVEL; IF YOU FAIL TO ENTER "TR" HERE, YOUR REQUEST COULD BE DELAYED "TR" HERE, YOUR REQUEST COULD BE DELAYED OR MAY NOT BE PROCESSED AT ALL.
      • Tab to the "Requested By" and "Date Requested" fields and complete.
      • After all information ahs been completed, press ENTER, verify and press ENTER again.
    2. PURCHASE REQUEST ITEM SCREEN:
      • Access the Purchase Request Item Screen and complete "Quality", "Unit "Cost", and "Units". A cost must be associated with the item. Purchase requests with 00 dollar amounts will not be processed.
      • Tab to the "Account" field and enter the 4-digit number which identifies the department issuing the purchase request. Also enter object code 1283 (separate the department and object with a "-"). Airfare travel requests MUST be coded to Object 1283 (Travel-Public Carriers). DO NOT USE OTHER TRAVEL OBJECT CODES.

        ALSO, DO NOT INCLUDE OTHER TRAVEL COMPONENTS (MEALS, LODGING, ETC.) ON AIRFARE REQUESTS. OTHER TRAVEL EXPENSES ARE TO BE PROCESSED ON A SEPARATE PURCHASE REQUEST CODED TO OBJECT 1280.
      • All appropriate information must be included on airfare travel requests in the "Description" field and should include:
        • Campus phone number
        • Purpose of trip
        • Complete itinerary requested
      • After all information has been completed, press ENTER; verify and press ENTER again.
    3. After all airfare information has been entered into IFAS, the Requisition Sign- Off Sheet must be generated for the travel agent. This report is accessed through the following IFAS menu selections:
      • PO - Purchasing
      • RE - Reports
      • RA - Requisition Sign-Off Sheet
      Upon printing the Sign-Off Sheet, the report must be delivered to the appropriate executive officer for signature. After the report has been signed and dated by the responsible officer, the Sign-Off Sheet is to be delivered to Christian Travel in Radford or World Travel in Blacksburg.

      THIS REQUISITION SIGN-OFF SHEET WITH APPROPRIATE SIGNATURE IS THE TRAVEL AGENTS' AUTHORIZATION TO FINALIZE TRAVEL ARRANGEMENTS FOR THE TRAVELER AND BILL THE UNIVERSITY ACCORDINGLY. TRAVEL ARRANGEMENTS WILL NOT BE MADE WITHOUT THE PRESENTATION OF THIS PROPERLY COMPLETED FORM TO THE TRAVEL AGENT.

    Airfare Sreenshot

  • Printing a Travel Reimbursement Voucher

    After the purchase request has passed completely through the approval process, the Travel Voucher must be printed. A TRAVEL VOUCHER NUMBER IS NOT ASSIGNED UNTIL THE TRAVEL VOUCHER IS PRINTED. To check for final approval and to print the Voucher:

    1. Select "POUPPR" from the IFAS menu.
    2. From the purchase request screen, go into "BROWSE (F7)" and press ENTER.
    3. Type the PR number in the "FIND KEY" field (ex. PR50006007) and press ENTER.
    4. If final approval (FBOD or FBO) has been given (check the approval code in the upper right corner of the screen), place a "Y" in the "PRINT" field and press ENTER.
    5. From the "PURCHASE ORDER PRINTING" screen, type "Y" in the PRINT field and press ENTER.
    6. Tab to the "NUMBER" field and type in the eight digit purchase request number.
    7. Tab to the "FORMAT" field and type in "TR" for Travel Voucher. This field normally defaults to "PO".
    8. Tab to the "PO#" field and type "NEWTR". This will direct IFAS to create a Travel Voucher Number beginning with the letter "T" (ex. T9001020). All Travel Vouchers will be assigned number beginning with the letter "T" followed by the digit specifying the fiscal year ("9" for 1999). The remaining numbers are system assigned.
    9. Tab to the "PRINT ON SLAVED PRINTER" field, type in "Y", press ENTER and verify entry. Note that the system has filled in the remaining fields and has assigned the PR a Travel Voucher Number in the PO# field.
    10. Steps 1 through 9 have created the Travel Voucher and it is now ready to print. Press F8 to exit the PURCHASE ORDER PRINTING screen.

      NOTE: If you need to REPRINT the Travel Voucher at any time, use the TR number instead of the PR number. For example, in step #5, type a Y in the PO field and in step #6, type the TR number in the Number field. All other steps remain the same. You may print the Travel Voucher as many times as necessary by using the TR number.

      For information on how to do receiving reports, please refer to the following link:
      https://java.portal.radford.edu/technologyatru/content/ifas.html