Introduction

The audit trail of a request or voucher shows who created and approved a request or voucher. The audit trail can be viewed in Travel Express on:

• the Reports screen
• the Approver screen
• the Fiscal Coding screen
• the View/Edit Request or View/Edit Voucher screens
• the Processed Documents screen

The audit trail is also available in IBIS.

The Reports Menu Audit Report

1. Select Audit Report from the Reports Menu

Figure 1 - Reports Menu

2. Select either Request or Voucher

Figure 2 - Request or Voucher Selection

3. Select one or more criteria to create a report - the traveler's name (click Browse next to Traveler), the Status of the request or voucher (such as Draft, Pending Initial Approval(s), etc.), Group, Destination, departure or return dates.

a. If searching reports by traveler's name (click Browse next to Traveler):

• If you are a Traveler, but not a Proxy, an Administrator, an Approver, or an Auditor, the search will only list your name.
• If you are a Traveler and a Proxy, the search will list you and the people for whom you are a proxy.
• If you are an Administrator, an Approver, a Fiscal Coder, or an Auditor, the search will include all Travel Express users added to the application for your agency.

4. Select any other criteria, such as Status, travel destinations, dates, etc.

5. Click PDF Report.

The Approver Menu Audit Trail

1. From the Travel Express main menu, click Approver Menu, and then click Approve/Disapprove a Request or Approve/Disapprove a Voucher.

2. Click Select next to a request or voucher.

3. Click the plus sign (+) next to Request Audit Trail or Voucher Audit Trail.​

Figure 3 - Voucher Audit Trail example

• If a voucher was not created from a request, the Request Audit Trail section will read, “No data to display".
• The report will identify the first level of approval (of a request or voucher) as level 0 with the user's name that routed the document (not the first level approver's name).

From the Report Tab

1. Click the Report tab.

Figure 4 - Report tab

2. Scroll to the Audit Trail section. Note that the report will identify the first level of approval as level 0 with the user's name that routed the document (not the first level approver's name.

3. Click the disc icon to export the report.

Figure 5 - Audit Trail

The Fiscal Coding Menu Audit Trail

1. From the Travel Express main menu, click Fiscal Coding.

2. Click Select next to a voucher.

3. Click the plus sign (+) next to Request Audit Trail or Voucher Audit Trail.

Figure 6 - Fiscal Coder view​

 

From the Report Tab

The View/Edit Request or the View/Edit Voucher Menu Audit Trail

1. Click View/Edit Request or View/Edit Voucher. If you are just a user - not a Proxy or an Administrator, Approver, or an Auditor, only your requests or vouchers will be displayed. See step 3.

Figure 8 - View/Edit view

2. If you are an Administrator, Approver, Proxy, or Auditor, click Browse next to Traveler.

a. Select the name from the menu or type the first few letters of the first or last name of the traveler.

• If you are a Proxy, your name and the people for whom you are a Proxy will be displayed.
• If you are an Administrator, an Approver, a Fiscal Coder, or an Auditor, all Travel Express users will be displayed.

b. Click the name of the user whose requests you want to find.

c. Select additional criteria to search by: the Destination (by state), the Group name, the Status of the request.

d. Enter the range of Departed dates.

e. Click Find.

3. Click Select next to the request or voucher.

4. Click the Report tab.

5. Scroll to the Audit Trail section.

6. Click the disc icon to export the report.

Figure 9 - Audit Trail

Note that the report will identify the first level of approval as level 0 with the user's name that routed the document to the approver (not the first level approver's name).

Audit trail information is also available in IBIS Query Studio:

Figure 10 - Audit Trail information

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