Setting Up and Creating Travel Authorizations Using PeopleSoft Fluid

Page Name

Definition Name

Usage

Travel Authorization - Fluid UI Page

EX_TA_FLUID_SETUP

Select and define the expense types that users can see when creating travel authorizations using the PeopleSoft Fluid User Interface.

Define CF Display Template

CF_DSP_TEMPLATE

Define ChartField Options.

Non-Preferred Merchant Justifications Page

EX_NONPREFMRCH

Create justifications for expense users when using non-preferred merchants.

Travel Authorization Search Page

EX_TAUTH_SRCH_FL

View existing travel authorizations that are in a Pending, Submitted, or Approved status and add new travel authorizations.

Travel Authorization (add, view, edit) Page

EX_TAUTH_FL (laptops and tablets)

EX_TAUTH_PHONE_FL (smart phone)

EX_TA_LINE_FL (smart phone and tablet line detail)

Add, edit, or view travel authorization information, when using a laptop, tablet, or phone device.

The EX_TA_LINE_FL page is used for smart phones to enter line detail information.

Travel Authorization Defaults Page

EX_TAUTH_SPLIT_SCF

View or enter default accounting for a report.

Travel Authorization Distribution Page

EX_TAUTH_DISTF_SCF

View and enter detailed accounting distribution information for an expense line.

Non-Preferred Merchant Comment Page

EX_TA_PMERCMNT_SCF

Enter or update information about non-preferred merchants.

Amount Exceeded Comment Page

EX_TA_LOCAMT_SCF

Enter a comment if you exceed your authorized location amount.

PeopleSoft Fluid User Interface is an alternative user interface to the PeopleSoft Classic User Interface. PeopleSoft Fluid pages are designed to be used on all types of devices such as a desktop or a laptop, a tablet, and a cellular phone. When accessing a PeopleSoft fluid page, the system detects the device you’re using and renders the appropriate page.

When using a device that displays Travel Authorization pages in PeopleSoft Fluid, you must determine the expense types that users can see when creating a travel authorization. These expense types are determined on the Travel Authorization - Fluid UI Page. The PeopleSoft Fluid pages for Travel Authorizations do not display all the fields that are normally associated with the expense type. Instead, the system defaults most of the values derived from the user’s profile.

The PeopleSoft Fluid pages for Travel Authorizations display header fields such as Report ID, Report Status, Business Purpose, and so on. In addition, line fields are displayed such as Expense Type, Description, Merchant, and so on.

To set up your PeopleSoft Expenses system to create and manage travel authorizations using PeopleSoft Fluid pages, you must:

Use the Travel Authorization - Fluid UI (fluid user interface) page (EX_TA_FLUID_SETUP) to select and define the expense types that users can see when creating travel authorizations using the PeopleSoft Fluid User Interface.

Image: Travel Authorization - Fluid UI Page

This example illustrates the fields and controls on the Travel Authorization - Fluid UI page.

Travel Authorization - Fluid UI page

Field or Control

Definition

Display Sequence

Enter a number that indicates the sequence in which the transaction label appears on the PeopleSoft Fluid page when creating travel authorizations. Always begin with the number “1”. Do not use 0 (zero).

Transaction Label

Enter a description of the expense type. This is a required field, so even if the transaction label is the same as the expense type, you must enter the text in this field.

Expense Type

Select an expense type.

Expense types associated with Automobile Mileage, Per Diems, and Per Diem Lodging expense type edits are not displayed in the options list.

Active

Select to indicate that the expense type should appear on the PeopleSoft Fluid page when creating travel authorizations. This check box is associated with the row.

Use the Define CF Display Template (CF_DSP_TEMPLATE) to define ChartField Options. Using the Define CF Display Template, you can display ChartField Values, ChartField Descriptions, or both in the Accounting Defaults page and in the Travel Authorization Distribution page. Additionally, you can also determine if a ChartField is required or not by selecting from the Required Option drop down list.

Image: Define CF Display Templates page

This example illustrates the fields and controls on the Define CF Display Templates page. You can find definitions for the fields and controls later on this page.

Define CF Display Templates page

Field or Control

Definition

ChartField Values

Display only the ChartField Values in the Accounting Defaults and Travel Authorization Distribution pages.

ChartField Descriptions

Display only the ChartField Descriptions in the Accounting Defaults and Travel Authorization Distribution pages.

Both Value and Description

Display both ChartField Values and ChartField Descriptions in the Accounting Defaults and Travel Authorization Distribution pages.

Group 1

Display the ChartFields in the first group of the Summary pages for Travel Authorization Distribution and Travel Authorization Defaults.

Note: Applies for tablets and smartphones.

Group 2

Display the ChartFields in the second group of the Summary pages for Travel Authorization Distribution and Travel Authorization Defaults.

Note: Applies for tablets and smartphones.

Exclude

Display the ChartFields in the Summary pages for Travel Authorization Distribution and Travel Authorization Defaults.

Note: Applies for tablets and smartphones.

For more information on ChartField Display Templates, see Setting Up ChartField Display Templates

Use the Travel Authorization Search page to view existing travel authorizations that are in a Pending, Submitted, or Approved status and add new travel authorizations.

Note: If the Employee Self-Service home page is your default home page, the Travel Authorizations tile in the Employee Self-Service home page alerts you with the total number of Travel Authorizations that have not been submitted.

Image: Travel Authorization Search page

This example illustrates the fields and controls on the Travel Authorization Search page. You can find definitions for the fields and controls later on this page.

Travel Authorization Search page

Field or Control

Definition

Pending, Submitted, Approved, or View All

Select a status tab in the navigation panel to display the associated travel authorizations. The number next to the status in the left panel indicates the number of travel authorizations that have that status.

Add Travel Authorization

Select this button to create a new travel authorization. See Travel Authorization (add, view, edit) Page

(row on the page) or the Right Arrow icon (right arrow icon)

Select a travel authorization row or the right arrow icon to access the Travel Authorization (add, view, edit) Page, where you can modify or view the travel authorization.

Associating a Travel Authorization to an Expense Report

You can associate a travel authorization to an expense report, and that travel authorization must be in the Approved status. A user has to be in the expense report to associate a travel authorization. This process links the travel authorization to an expense report without copying the travel authorization data into the expense report.

For more information, see Associating Travel Authorizations to Expense Report using PeopleSoft Fluid

Copying a Travel Authorization to an Expense Report

You can copy a travel authorization information into a new expense report. Use the Copy to Expense Report action button in the Travel Authorization Search page to copy an approved travel authorization into a new expense report.

When you copy a travel authorization, a new expense report will be created and saved into the system. The copied travel authorization displays in the Travel Authorization section of the Expense Summary page of the newly created expense report.

You cannot detach the copied travel authorization. You must manually delete the newly created expense report; you can do this from the My Expense Reports Page using the Delete Report option.

Image: Travel Authorization Search page

This example illustrates the fields and controls on the Travel Authorization Search page.

Copy to Expense Report

Deleting Travel Authorization

Select the Delete Travel Authorization action button to delete travel authorizations that are in pending status.

Sending Notification

Use the Send Email page (EX_EML_NOTIFY_SCF) to send e-mail notification to approvers

Select the Send Notification action button.

Image: Sending Notification page

This example illustrates the fields and controls on the Sending Notification page. You can find definitions for the fields and controls later on this page.

Send Notification

The system automatically populates the subject field with the Travel Authorization ID and the Travel Authorization description. If the Travel Authorization is in pending approval, the To field is populated with the next approver email address (if available). The user email is populated in the CC field.

Creating Travel Authorizations on behalf of Other Employees

Use the Employee Search page (EX_EMPL_SRCH_SCF) to create Travel Authorizations on behalf of other employees.

Image: Employee Search page

This example illustrates the fields and controls on the Employee Search page.

Employee Search page

The Employee Search grid displays the list of employees for whom the current user has the View, Edit or Edit/Submit access to create or view travel authorizations. For more information on setting up authorized users to process expense transactions for themselves and for others, see Setting Up Authorized Users

Select an employee for whom you want to create or view travel authorizations . You can also use the search box to enter employee name or employee ID, stream line your search, and select an employee. The Travel Authorizations Search page displays all the data for the employee you have selected.

Note: When you add a new travel authorization from the Travel Authorizations Search page, the travel authorization will be created for the employee you have selected and not for the employee linked to the login ID.

You cannot change an employee after you have saved the travel authorization.

Use the Travel Authorization (add, view, edit) page ((EX_TAUTH_FL (laptops and tablets), EX_TAUTH_PHONE_FL (smart phone), EX_TA_LINE_FL (smart phone and tablet line detail) to add, edit, or view travel authorization information.

Image: Travel Authorization page

This example illustrates the fields and controls on the Travel Authorization (add, view, edit) page.

Travel Authorization (detail) page

You can view or update user defaults by selecting User Defaults from the Action menu in the Travel Authorization header. The User Defaults option is available only on devices such as desktops and laptops. For more information, see Maintaining User Defaults

Image: Travel Authorization page as displayed on a smartphone

This example illustrates the fields and controls on the Travel Authorization page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Travel Authorization page

Use this page to view travel authorizations that are submitted or in an approved status, or enter or modify travel authorizations. You can also use this page to review the header and expense type information for a travel authorization.

General Information or Header

Depending on the type of device you are using, the General Information (smartphone) or Header (tablet and pc) displays these fields for the travel authorization: Business Purpose, Comments, Billing Type, Travel From, Travel To, Date From, Date To, Trip Duration (in days), Total, and Accounting Default button. When viewing on a smartphone, this section can be expanded or collapsed.

Field or Control

Definition

Business Purpose

Select a business purpose from the list. If your user profile is setup with default Business Purpose, the information will automatically be populated in this field.

Comments

Enter comments about the travel authorization.

Billing Type

Select the Billing Type. The value selected in this field overrides the value that is determined for the user profile and for the expense type profile. It determines the billing type of all expense lines that are added to the travel authorization.

This field appears only when Modify is selected in the Billing Action field on the Employee Privilege Template Page for a travel authorization expense type, and that expense type is associated to the user.

Travel From and Travel To

Enter a source and destination of the travel.

Date From and Date To

Enter a From date and To date for the travel. This is used to calculate the trip duration.

Accounting Default

Select to access the Travel Authorization Accounting Defaults Summary page. This page displays the summary information for each split line along with GL ChartFields, PC ChartFields, and the percentage distribution. You can drill into each line and update the default lines by selecting the summary line.

Details

Field or Control

Definition

Expense Type

Displays the active expense types that are determined on the Travel Authorization - Fluid UI Page.

Complete the information in each row for each expense type that applies to your travel authorization. When the authorization is submitted, the system only saves the rows that have a value in the Amount field.

Description

Enter free text in this field.

Merchant

Select one of these options:

  • -Non-Preferred Merchant: When selected, the system displays the Non-Preferred Merchant Comment page, where you must enter the non-preferred merchant and select a non-preferred justification.

    When returning to the entry page, the system displays a Non-Preferred Merchant column, showing the merchant that the user entered, and a Non-Preferred Merchant Comments icon for the expense type. Non-Preferred merchant justifications are set up using the Non-Preferred Merchant Justifications Page.

  • A preferred merchant.

Preferred merchants are set up using the Preferred Merchant Page.

Non-Preferred Merchant Comment and Location Amount Exceed Comment iconNon-Preferred merchant Comment

Click to access the Non-Preferred Merchant Comment Page to review or update information that was previously entered.

To remove a non-preferred merchant that was previously selected, select another option in the Merchant drop-down list box.

Non-Preferred Merchant Comment and Location Amount Exceed Comment iconAmount Comment or Amount Exceeded Comment

Click to access the Amount Exceeded Comment page where you can enter a reason why you exceeded your limit for the expense type.

Accounting Detail IconAccounting Detail

Click to access the Travel Authorization Distribution Page. Select ChartFields from the prompt to add or edit ChartFields.

Note: If you are using smartphones, the Travel Authorization Distribution Summary page displays when you select the Accounting Detail button.

PeopleSoft Classic

Click to access the View or Modify Travel Authorization Details page in the PeopleSoft Classic user interface. Use this link to access more information for saved, submitted, and approved travel authorizations that cannot be viewed or edited using PeopleSoft Fluid.

Note: If a travel authorization is created using PeopleSoft Fluid and is then changed using PeopleSoft Classic, or if a travel authorization is created using PeopleSoft Classic, then those travel authorizations must be edited using PeopleSoft Classic.

Saving a Travel Authorization

When you save a travel authorization using PeopleSoft Fluid, the system validates all required fields for all lines that have a value in the Amount field. If the Amount field has a value but some of the required fields are empty, then the system highlights those fields and displays a red flag. You can click the red flag to see what needs to be corrected. The fields that are required for travel authorization lines is determined by the Expense Type setup. See Setting Up Expense Types.

Submitting a Travel Authorization

When you submit a travel authorization using PeopleSoft Fluid, the system does not save lines if there is no value in the Amount field. For example, if the Automobile Rental line has no amount, then that line is not saved for the travel authorization and is removed when the submit is complete.

Accounting Distributions

When the expense type is pre-populated in PeopleSoft Fluid, the system also creates distribution line information based on the Employee Profile - User Defaults Page.

If you are updating a travel authorization after it was previously saved and the value in the Amount field is removed, then the system removes the line and distribution information from the database when you save or submit.

Use the Travel Authorization Defaults page (EX_TAUTH_SPLIT_SCF) to view or enter default accounting for a report.

Image: Travel Authorization Defaults Page

This example illustrates the fields and controls on the Travel Authorization Defaults Page.

Travel Authorization Defaults Page

Travel Authorization Defaults Summary Page (Smartphones)

Image: Travel Authorization Defaults Summary Page as displayed on a smartphone

This example illustrates the fields and controls on the Travel Authorization Defaults Summary Page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Travel Authorization Defaults Summary Page

The Travel Authorization Accounting Defaults Summary page displays the summary information for each split line along with GL ChartFields, PC ChartFields, and the percentage distribution. Drill into each line and update the default lines by selecting the summary line. Select Cancel to cancel and not save any changes to the Travel Authorization Defaults. Select Done to return to the Travel Authorization Entry page.

Drilling down into the first line of the summary page, you navigate to the Travel Authorization Defaults Account Defaults page. Use this page to enter accounting information and the percentage default split. When you view a submitted or an approved report, the fields will be display-only.

Image: Travel Authorization Defaults — Account Defaults Page as displayed on a smartphone

This example illustrates the fields and controls on the Travel Authorization Defaults — Account Defaults Page. You can find definitions for the fields and controls later on this page.

Travel Authorization Defaults — Account Defaults Page

To add a new default split line, select the + button. To delete a split line, select the – button. To cancel and delete any new entries, select the Cancel button. To save the new entries, select the Continue button and you are transferred back to the Travel Authorization Accounting Defaults Summary page. To navigate between the default lines, use the navigation buttons.

Use the Travel Authorization Distribution page (EX_TAUTH_DISTF_SCF) to view and enter detailed accounting distribution information for an expense line.

Image: Travel Authorization Distribution Page

This example illustrates the fields and controls on the Travel Authorization Distribution page.

Travel Authorization Distribution (summary) page

Note: ChartFields appear only when selected on the Select GL or PC ChartFields to Display page of the Employee Privilege Template Page.

Click the Done button to save the Accounting default entries. Click the Cancel button to cancel and not save any changes.

Travel Authorization Distribution Summary Page (Smartphones)

The Travel Authorization Distribution Accounting Details Summary page displays the summary information for each distribution line along with GL ChartFields, PC ChartFields, and the amount distribution. Drill into each line and update the distribution lines by selecting the summary line.

Image: Travel Authorization Distribution Summary page as displayed on a smartphone

This example illustrates the fields and controls on the Travel Authorization Distribution Summary page as displayed on a smartphone.

Travel Authorization Distribution Summary page

Drilling down into the first line of the summary page, you navigate to the Travel Authorization Distribution, Account Details page. Use this page to enter accounting information and the amount for each distribution line. When you view a submitted or an approved report, the fields will be display-only.

To add a new distribution line, select the + button. To delete a distribution line, select the – button. To cancel and delete any new entries, select the Cancel button. To save the new entries, select the Continue button and you are transferred back to the Travel Authorization Distribution Accounting Details Summary page. To navigate between the distribution lines, use the navigation buttons.

Use the Non-Preferred Merchant Comment page (EX_TA_PMERCMNT_SCF) to enter or update information about non-preferred merchants.

Field or Control

Definition

Non-Preferred Merchant

Enter the non-preferred merchant that you used for this expense type. This field is free-form text.

Non-Preferred Justification

Select an option that describes why you used a non-preferred merchant. If the list of justifications don’t apply, the select Other (please specify).

  • A user-defined non-preferred justification.

    Non-preferred justifications are set up using the Non-Preferred Merchant Justifications Page.

  • Other (please specify) When selected, the system displays the Other field where you can enter free-form text.

Other

Enter a reason for using the non-preferred merchant if none of the options for the Non-Preferred Justification field were appropriate.