Using Commitment Control With PeopleSoft Expenses

This chapter provides an overview of PeopleSoft Commitment Control in PeopleSoft Expenses and discusses how to:

Budget check expense transactions.
Review travel authorization budget exceptions.
Review expense report budget exceptions.
Cancel travel authorizations.
Roll over travel authorization encumbrances to a new budget period

Understanding PeopleSoft Commitment Control in PeopleSoft Expenses

PeopleSoft Commitment Control provides a mechanism for organizations to track or control expenditures and revenues against budget ledgers. The primary process that executes transaction validations against budgets is the Budget Processor. You define the rules that govern spending in the commitment control budget definitions. These rules may affect the behavior of budget checking activity in PeopleSoft Expenses.

You may use a number of commitment control budget ledgers with varying sets of spending rules. You may configure budgets for commitment control, which disallows any expenditure over the amount of the budget plus a tolerance. You may configure budgets for only tracking, which means that there is no control over the total amount spent and the system only records the activity. PeopleSoft Expense transactions that you budget check will be subject to all of the commitment control budget ledgers that are active for a business unit.

When approving travel authorizations and expense reports, click the Budget Options link to access the Commitment Control page, where you initiate the budget checking process. You can also run the budget check process in batch mode for expense reports and travel authorizations through the Request Budget Check page.

Encumbrance Accounting

Encumbrance accounting allows you to reserve funds for an anticipated expense. Organizations that pre-approve travel expenses and wish to reserve funds for authorized trips can budget check travel authorizations and expense reports. Budget checking records encumbrances, or the reservation of funds, in the commitment control budget and then reverses the encumbrances when actual expenses are recorded.

Budget checking journal expense reports will reflect changes made to posted accounting distributions in the commitment control budget.

PeopleSoft Expenses delivers additional options for budget checking activity of expense transactions. PeopleSoft Commitment Control options supported in PeopleSoft Expenses are the ability to cancel or close unused travel authorizations and reverse the associated encumbrances.

Budget Checking Exceptions

Budget checking exceptions are transactions that fail budget checking validations. These exceptions may be errors or warnings. Errors prevent the system from recording the transaction; warnings allow the system to record the transaction but inform you of the exception conditions. You may view these exceptions to determine the cause of the failure through PeopleSoft Expenses or through the PeopleSoft Commitment Control menu.

Expense transactions may fail budget checking for a variety of reasons and they may fail against one or more budget ledgers. They may fail because:

The ChartFields in the accounting distributions are incorrect.
There are insufficient funds to support the expense.
The budget is permanently or temporarily closed.

If an expense transaction fails budget checking, or if warning conditions exist for an expense transaction, the budget processor marks the transaction as an error or warning exception. You can view these exceptions and override some error exceptions (with proper authority) on the budget exception pages. You can access errors and warnings through PeopleSoft Expenses or the PeopleSoft Commitment Control menu.

Some exception conditions may be eligible for override that allows an authorized user to force the transaction to record in the ledger. You must handle some exception conditions using the PeopleSoft Expenses transaction pages. Check with your Commitment Control administrator to understand the control rules and authorizations associated with budget checking in PeopleSoft Expenses.

Common Elements Used in This Chapter

	Click the Budget Check button to run the Budget Processor Application Engine process again after you override budget checking for the transaction or a budget. Rerun the process when source transactions change.
	Click the Budget Check Details button to open the Commitment Control page to see the source transaction type and amount type for the source transaction.
	Click the Tran Override Available Info (transaction override available information) button to determine why you cannot override the budget check exception. Click the Budget Override Available Info (budget override available information) button to determine why you cannot override a budget checking exception.
	Click the Fetch Selection button to refresh the scroll area.
Budget Date	Indicates the date of the source transaction line. When you create the travel authorization, the system assigns the same date for both the accounting date and the budget date for the transaction.
Exception Type	Select the exception type to display: Error or Warning.
Line Status	Displays a value for the budget checking line. Values are: E (error): The entry failed to pass budget checking. N (not checked): The Budget Processor Application Engine process has not processed the entry, or the source transaction has changed and is not budget checked. Exception data may be inaccurate if line status is N. Budget check the transaction again to update the exceptions. V (valid): The entry passed budget checking, and the process updated the control budget ledger. W (warning): The Budget Processor issued a warning, but updated the control budget ledger.
Maximum Rows	Specify how many rows to display in the scroll.
More Budgets Exist	Select if the source transaction has more exceptions than the number entered in the Maximum Rows field. Enter different search criteria to shorten the list, or increase the maximum number of rows.
Override Budget	Select to override the budget checking exception and update the control budget, even if the transaction exceeds the budget. This field is available only if the budget transaction failed budget checking and if you have authority to override the exception. It is unavailable if the source transaction type does not allow overrides or the Budget Header Status is Not Checked. If the Budget Header Status is not checked, you changed the source transaction after the Budget Processor has issued the error exceptions and you have not rerun the Budget Processor. After you override transactions with budget checking exceptions, the budget processor records the transaction and updates the expense transaction with a valid status.
Override Date	Displays the date and time of an override, if you override the budget exception.
Override Transaction	Select to enable the entire transaction to update the control budget, even if error exceptions exist. This check box is available only for users with super user security access and is unavailable if the transaction passed budget checking with only warning exceptions. You can select it before budget checking or after you run the Budget Processor and receive errors.
Override User ID	Displays your user ID, if you override the budget.

Budget Checking Expense Transactions

This section provides an overview of budget checking expense transactions and discusses how to:

Budget check expense transactions online.
Budget check expense transactions in batch mode.
Select transactions to budget check.

Understanding Budget Checking Expense Transactions

This section discusses:

Budget checking options.
Budget checking date defaults.
Budget checking eligibility.
Online budget checking.
Automatic budget checking.
Approvals.
Source transaction configuration.
Accounting distribution changes.

Budget Checking Options

If your organization uses commitment control for any business unit, you may be required to budget check travel authorizations and expense reports. If any business unit in the expense report distributions (accounting detail) is enabled for commitment control, the transaction must be budget checked.

You can set parameters for requiring budget checking for travel authorizations and expense reports prior to approval by enabling the options on the PeopleSoft Expenses Options page. When you enable the options, you cannot approve expense transactions until the transaction budget check status is Valid. If there are multiple approvers, only the first approver is required to budget check successfully prior to approval. If an approver modifies any of the accounting details, budget checking is required again to reflect the changes.

If you do not enable the option on the Expenses Options page, you can approve transactions prior to budget checking and you can perform budget checking any time during the approval process. However, PeopleSoft Expenses requires you to budget check these transactions prior to posting liabilities. The system will not create or post accounting entries until the budget checking status is Valid.

You can budget check expense transactions individually online or in batch through the budget checking run control. Only approvers may budget check online through the approval page(s).

See Defining Payment Defaults for a SetID.

Budget Checking Date Defaults

The budget date determines the budget period that you record or liquidate encumbrances. PeopleSoft Expenses uses the following rules to determine what budget date to use for travel authorizations and expense reports:

Budget date in the travel authorization defaults to the accounting date, which you typically set to the system date.
Budget date in the expense report defaults to expense report accounting date.

The accounting date determines the fiscal year and accounting period that the system records or liquidates encumbrances. When you liquidate travel authorizations through the expense report budget checking process, the system records the liquidations in the fiscal year and accounting period derived from the accounting date of the expense report. When you cancel travel authorizations, there are two ways in which the system records the encumbrance reversals, based on the Reversal Date Option on the Installation Options - Installed Products page.

If you set the Reversal Date Option to Current Date, the Travel Authorization Cancellation run control prompts you for an accounting date. This allows you to control the period in which you record reversals. If you do not enter a date, the system defaults to the system date. The system updates the accounting date on the travel authorization prior to budget checking and moves the original accounting date to a different field.

If you set the Reversal Date Option to Current Date, and you cancel a travel authorization on the Cancel Approved Travel Authorization page, the accounting date defaults to the current system date.
If you set the Reversal Date Option to Prior Date, the Travel Authorization Cancellation run control does not prompt you for an accounting date. The period in which the system records the encumbrance reversal derives from the original accounting date on the travel authorization.

If you set the Reversal Date Option to Prior Date, and you cancel a travel authorization on the Cancel Approved Travel Authorization page, the accounting date defaults to the original accounting date on the travel authorization.

Note. The Reversal Date Option applies to the fiscal year and accounting period; it does not affect the budget date or budget period.

Budget Checking Eligibility

The rule for determining when a travel authorization, expense report, or journal expense report is eligible for budget checking is based on several factors. When any of these transactions are eligible for budget checking, PeopleSoft Expenses sets the budget status to N to indicate that the transaction requires budget checking. Transactions are eligible for budget checking if:

Any of the distributions contain a business unit that is enabled for commitment control.
The transaction was previously budget checked but is now being cancelled or denied.
The amounts or distribution information were previously budget checked but were changed.
The transaction was previously budget checked but is now being returned to the originator for revisions.
The payment for an expense report is cancelled and voided (not to be reissued).

Online Budget Checking

You may individually budget check travel authorizations and expense reports online through the Manager Self-Service navigation. When you authorize approvers to approve transactions for business units that you enabled for commitment control, PeopleSoft Expenses displays the Budget Options hyperlink on the approval pages. The Budget Options link takes you to the Commitment Control page used to initiate budget checking as well as to view the results when the budget checking process concludes.

How you configure the commitment control ledgers determines your budget checking errors and warnings. Budget checking against ledgers that you define as Track without Budget will never fail but may give warnings when certain conditions exist.

Online liquidation of travel authorization encumbrances occurs when you associate a travel authorization to an expense report. The following rules apply to online liquidation of travel authorizations:

If you create an expense report by copying from a travel authorization and accept all of the expense transaction lines, then the system liquidates the entire amount of the travel authorization.

Note. You cannot copy from a travel authorization if it requires budget checking.
If you create an expense report by copying from a travel authorization and delete some of the lines, the system liquidates the lines that are matched in the expense report; however, the system does not liquidate lines that you deleted before the expense report was budget checked. In this case, the system sets a flag for the travel authorization that indicates to the Budget Processor to fully liquidate the remaining encumbrances during the next batch budget check.
The system liquidates amounts based on the original travel authorization encumbrance amount.
If you add new lines on an expense report, it will not have any effect on liquidation of travel authorization encumbrances.
If an approver, project manager, or auditor denies an expense report at any point in the approval process, the system restores encumbrances for the associated travel authorization. If you delete an expense report, PeopleSoft Expenses restores the travel authorization and makes it available for another expense report.

Automatic Budget Checking

Some transactions in PeopleSoft Expenses automatically perform budget checking under certain conditions. You do not initiate budget checking except through an event and only if the transaction was previously budget checked. The budget checking process automatically executes to reverse the amounts when:

An approver or auditor returns a travel authorization or expense report to the employee for revisions.
An approver or auditor denies a travel authorization or expense report.
You cancel a travel authorization through the Cancel Approved Travel Authorization page using the Employee Self-Service navigation.
An administrator cancels one or more travel authorizations through the Cancel Travel Authorizations page using the Travel and Expense menu navigation.
An administrator or authorized user uses the Travel Authorization Rollover process to move encumbrances from one fiscal year to a new fiscal year.

Budget checking under these conditions reverses amounts originally recorded and removes any previous budget checking activity from the processing logs.

Approvals

You can configure your expense system with multiple approvers and auditors. When there are multiple approvers, only the first approver needs to budget check the expense transactions. Subsequent approvers do not need to budget check the expense transactions unless they make a change to a distribution line, or delete or add expense transaction lines.

When an approver makes changes to a distribution or expense transaction line, PeopleSoft Expenses tracks the change activity and displays the Budget Options link when budget checking is required. If you enable the option to require budget checking, the system inactivates the approval action buttons until the transaction is successfully budget checked.
When an approver denies a travel authorization or expense report, the system automatically budget checks the transactions to reverse out the recorded ledger amounts.
When there are multiple approvers and one approver denies the transaction, the other approvers can not reverse the denied status by approving it.
When an approver or prepayment auditor encounters a budget exception that requires changes to distribution ChartFields or transaction line amounts, they can access the accounting distribution lines to make the change The post payment auditor does not have access to make these types of changes.
When an approver denies an expense report that the employee created from a travel authorization, the system reinstates the encumbrances for the travel authorization. The system reinstates the travel authorization, making it available for the employee to use on a different expense report. In order to liquidate the encumbrances, you must cancel the travel authorization.

Source Transaction Configuration

The commitment control source transaction governs some of the interaction between the budget processor and any defined expense transactions. The source transaction identifies eligible transactions for the budget processor based on specific fields and their values. For example, the definition for travel authorizations may identify transactions with a status of Submitted as the only transactions eligible for the budget processor.

Note. If you make changes to the delivered source transaction definitions for PeopleSoft Expenses, you may also need to implement customized code to handle the change. PeopleSoft Expenses only supports functionality based on the delivered source transaction definitions. Changes to source transactions must be done by an authorized administrator.

Accounting Distribution Changes

Organizations may need to modify the distribution ChartFields or transaction line amounts that have already been recorded in the commitment control budget ledgers.

An approver can have the authority to change the accounting distributions or amounts that have already been budget checked. If they make any changes, the transaction must be budget checked again to reflect those changes. If they are not successfully budget checked, PeopleSoft Expenses does not allow you to post the liabilities for these transactions.

The prepayment auditor can make changes to accounting distributions or amounts that have already been budget checked and recorded in the commitment control budget ledgers.

The post payment auditor can only approve or deny a transaction.

The Modify Approved Transactions functionality enables authorized approvers to approve or deny an expense report. However, the system allows approvers to make changes that may require budget checking.

Use journal expense reports to make changes to accounting distributions for expense transactions that you have already posted. If you make a change through this feature in a commitment control-enabled business unit, you must budget check the changes that you have made. If changes are not budget checked, the commitment control budget ledgers will only reflect the last budget checking activity.

Pages Used to Budget Check Expense Transactions

Page Name	Object Name	Navigation	Usage
Commitment Control	KK_EXCPTN_OVER_SEC	Click the Budget Options link on the Approve Travel Authorization - Travel Authorization Summary page using the Manager Self-Service navigation. Click the Budget Options link on the Approve Expense Report - Expense Report Summary page using the Manager Self-Service navigation. Click the Budget Options link on the Approve Travel Authorization - Travel Authorization Summary page using the Travel and Expenses navigation. Click the Budget Options link on the Approve Expense Report - Expense Report Summary page using the Travel and Expenses navigation.	Check the travel authorization amount against commitment control budgets and record the amount as an encumbrance.
Request Budget Check	EX_BGTCHK_REQUEST1	Travel and Expenses, Manage Accounting, Request Budget Checking	Run the budget checking process for travel authorizations, expense reports, and journal expense reports. The Process Scheduler process runs the Commitment Control Budget Processor at user-defined intervals.
Transaction Details	EX_BGTCHK_REQUEST2	Click the View Transaction Details link on the Request Budget Check page.	Select a date range or specific expense transactions to be budget checked.

Budget Checking Expense Transactions Online

Access the Commitment Control page.

Commitment Control Details

Source Transaction Type	Displays the transaction as a travel authorization or an expense sheet.
Budget Checking Header	Indicates the current budget checking status.
Commitment Control Amount Type	Identifies this as an encumbrance transaction.
Commitment Control Tran ID (commitment control transaction identification)	Activity log transaction number for the commitment control transaction.
Override Transaction	Select to enable the entire transaction to update the control budget, even if error exceptions exist.
Budget Check	Click to run the Budget Processor for this transaction.
Go To Transaction Exceptions	Click to access the page where you can view budget checking errors or warning messages for travel authorization transactions. Users who have authority can override the budget exceptions on this page.
Go to Activity Log	Click to access the Commitment Control Activity Log page where you can view activity for all lines in a transaction that updated the control budget.

Budget Checking Expense Transactions in Batch Mode

Access the Request Budget Check page.

Warning! Use different run control IDs for the budget checking processes such as budget check request, cancel travel authorization, and rollover travel authorizations. You must use a unique run control ID for each of these processes.

Bus Unit (business unit)	Select a business unit.
Description	Enter a description about the run control.
Transaction Type	Select a Commitment Control transaction type. PeopleSoft Expenses provides these transaction types: All Expense Reports and All Travel Authorizations. All Expense Reports: Select this option to budget check all expense reports. All Travel Authorizations: Select this option to budget check all travel authorizations. Cancel Void Expense Reports: Select this option to budget check voided expense reports (the payment is voided and not reissued).
View Transaction List	Click to access the Transaction Details page to select parameters and transactions to budget check.

Selecting Transactions for Budget Checking

Access the Transaction Details page.

Use the Date From and Date To fields to search for transactions that are eligible for budget checking. To enter date criteria, select Some in the Select Option drop-down box. If you do not enter date criteria, all eligible transactions of the selected transaction type displays in the grid. You may then select some or all of the transactions to budget check. The Transactions, Budget, and Dates tabs display different information related to the expense transactions listed in the grid.

Warning! Do not run the payment staging process concurrently with the budget checking process to ensure that the system does not select the same transaction for both processes.

Reviewing Travel Authorization Budget Exceptions

This section discusses how to:

Review travel authorization exceptions.
Review travel authorization line exceptions.
Review travel authorization transaction line details.

Pages Used to Review Travel Authorization Exceptions

Page Name	Object Name	Navigation	Usage
Travel Authorize Exceptions	KK_XCP_HDR_EX1	Travel and Expenses, Manage Accounting, Travel Auth Budget Exceptions	Review travel authorization errors that did not pass budget checking.
Line Exceptions	KK_XCP_LN_EX1	Click the Line Exceptions tab on the Travel Authorize Exceptions page	Review and override travel authorization errors from the budget checking process.
Travel Authorization Line Drill Down	KK_DRL_EX1_SEC	Click the View Exceptions Details link on the Travel Authorize Exceptions or Line Exceptions pages.	View line details for travel authorization items with budget exceptions.

Reviewing Travel Authorization Exceptions

Access the Travel Authorize Exceptions page.

Common Page Information

Click the View Related Links button to open a page with the following link:

Go to Source Entry: Click to open the Travel Authorization Summary page where you can change the source transaction distribution that failed or override the entire transaction.

See Entering Travel Authorization Information and Detail Expense Lines.

Advanced Budget Criteria

Click to open the Refine Inquiry Criteria page and restrict rows to specific pages, ledger groups, and accounts. If these fields are blank, the system displays all values.

See Inquiring on Budgets and Transaction Activities.

Budgets with Exceptions

The scroll area displays the budget ledgers with exceptions that meet your selection criteria.

Budget Override Tab

Click the View Exception Details button to open the Exception Details page and view the exception reason for each line and to drill down to line details.

See Managing Budget Exceptions.

Click the Related Links button to open a page with these links:

Go to Budget Exception: Opens the Budget Exception page where you can view other transactions with exceptions for the budget and override them. You must have authority to inquire on the budget to open the page.

See Managing Budget Exceptions.

Go to Budget Inquiry: Opens the Budget Details page where you can view the budget details, such as the available amount remaining, the attributes, and the amounts used by each ledger (pre-encumbrance, encumbrance, and so on) in the budget. You must have authority to inquire on the budget to open the page.

See Viewing Budget Details and Transaction Activity.

Budget Chartfields Tab

The Budget Chartfields tab on the Travel Authorize Exceptions page displays the ChartField values for the budget. The budget period is the period the budget journal will post.

Reviewing Travel Authorization Line Exceptions

Access Line Exceptions page.

Enter selection criteria to limit the number of budget line exceptions in the scroll area.

Common Page Information

	Click the related links button to open a page with the following link: Go to Source Entry: Click to open the Travel Authorization Summary page where you can change the transaction distribution or override the entire transaction. See Entering Travel Authorization Information and Detail Expense Lines.
Line Status	Select the exception type to display: Error or Warning.
More Lines Exist	Indicates that the source transaction has more exceptions than the number you entered in the Maximum Rows field. Enter different search criteria to shorten the list, or increase the maximum number of rows.
Line From or Line To	Enter the source transaction line numbers. The list only displays journal lines with exceptions.

Transaction Lines with Budget Exceptions

The scroll area displays the source transaction lines with error or warning exceptions.

Line Values Tab

Click the View Exception Details button to open the Exception Details page to view reasons for error or warning exceptions, budget ChartFields, and existing overrides. You cannot override the budget on the Exceptions Details page. Use the Revenue Estimate Exceptions page to override the budget.

See Viewing and Handling Budget Transaction Exceptions, Viewing Budget Checking Exceptions for Revenue Estimate Source Transactions.

Line

Indicates the line number of source transactions.

Budget Date

Indicates the date of the source transaction line. When you create the travel authorization, the system assigns the same date for both the accounting date and the budget date for the transaction.

Line Chartfields Tab

The system displays the budget ChartFields.

Line Amount Tab

Foreign Amount	Displays the line amount in the original currency.
Monetary Amount	Displays the line amount in the base currency of the primary ledger.
Quantity	Displays the statistical amount, if applicable.

Reviewing Travel Authorization Transaction Line Details

Access the Travel Authorization Drill Down page.

Transaction Line Identifiers

This group box provides information to identify the source transaction. It displays the page, travel authorization ID, line number, and distribution line for the travel authorization.

Transaction Line Details

This group box displays the ChartField name, value, and description for the ChartFields, depending on the budget.

Note. These may or may not match the budget ChartField values, because the Budget Processor Application Engine process uses the control budget definition to translate the transaction ChartField values into the corresponding budget ChartField values.

Reviewing Expense Report Budget Exceptions

This section discusses how to:

Review expense report exceptions.
Review expense report line exceptions.
Review expense report transaction line details.

Pages Used to Review Expense Report Exceptions

Page Name	Object Name	Navigation	Usage
Expense Report Exceptions	KK_XCP_HDR_EX2	Travel and Expenses, Manage Accounting, Expense Rpt Budget Exceptions	Review expense report errors that did not pass budget checking.
Line Exceptions	KK_XCP_LN_EX2	Click the Line Exceptions tab on the Expense Report Exceptions page.	View expense report line errors from the budget checking process.
Exception Report Drill Down	KK_DRL_EX2_SEC	Click the View Exceptions Details link on the Expense Report Exceptions or Line Exceptions pages.	View line details for expense report items with budget exceptions.

Reviewing Expense Report Exceptions

Access the Expense Report Exceptions page.

Click the related links button to open a page with the following link:

Go to Source Entry: Click to open the Expense Report Details page where you can change the source transaction or override the entire transaction.

See Entering Expense Report Information and Transaction Lines.

See Approving Expense Reports.

Budgets with Exceptions

The scroll area displays all commitment control budgets with exceptions for the source transaction. Enter selection criteria to limit the number of budget rows in the scroll area.

Advanced Budget Criteria

Click to open the Refine Inquiry Criteria page where you can restrict budget rows to specific business units, ledger groups, accounts, and exception types. Leave these fields blank to return all values.

Click the View Exception Details button to open the Exception Details page, where you can view the reason for the exception for each line and drill down to line details.

See Viewing and Handling Budget Transaction Exceptions.

Budget Override

Click the Related Links button to open a page with the following options:

See Viewing and Handling Budget Transaction Exceptions.

Go to Budget Inquiry: Opens the Budget Details page where you can view the budget details, such as the available amount remaining, the attributes, and the commitments and expenses recorded in the selected ledger. You must have authority to inquire on the budget to open the page.

See Inquiring on Budgets and Transaction Activities.

Budget ChartFields

This section displays the budget ChartField values.

Reviewing Expense Report Line Exceptions

Access the Expense Report Line Exceptions page.

Click the Related Links button to open a page with the following link:

Go to Source Entry: Click to open the Expense Report Details page where you can change the source transaction or override the entire transaction.

Transaction Lines with Budget Exceptions

The scroll area displays the source transaction lines with error or warning exceptions.

Click the View Exception Details button to open the Exception Details page where you can view the budgets with error or warning exceptions, the budget ChartFields, and any overrides. You cannot override the budget on this Exceptions Details page. Use the Revenue Estimate Exceptions page to override the budgets.

See Viewing and Handling Budget Transaction Exceptions, Viewing Budget Checking Exceptions for Revenue Estimate Source Transactions.

Line Chartfields

The system displays the ChartFields for the budget.

Line Amount

Foreign Amount	Displays the line amount in the original currency.
Monetary Amount	Displays the line amount in the base currency of the primary ledger.
Quantity	Displays the statistical amount, if applicable.

Reviewing Expense Report Transaction Line Details

Access the Expense Report Drill Down page.

Transaction Line Identifiers

This group box provides information to identify the source transaction. It displays the report ID, distribution line, and line number for the expense report.

Transaction Line Details

This group box displays the details for the line: the ChartField name, value, and description, depending on the budget.

Note. These may or may not match the budget ChartField values because the Budget Processor Application Engine process uses the control budget definition to translate the transaction ChartField values into the corresponding budget ChartField values.

Canceling Travel Authorizations

This section provides an overview of canceling travel authorizations and discusses how to cancel travel authorizations.

Understanding Canceling Travel Authorizations

Unused travel authorizations that have been budget checked can be cancelled by the originator using the Employee Self-Service navigation or by a system administrator using the Travel and Expense navigation.

For approved travel authorizations, navigate to the Cancel Approved Travel Authorization page, select the desired travel authorizations to cancel and click the Cancel Selected Travel Authorization(s) button. This triggers an automatic budget checking process to reverse out encumbrances that were previously recorded.

Administrators can cancel, in batch mode, budget checked travel authorizations with a status of Submitted or Approved. The Cancel Travel Authorization process budget checks travel authorizations to liquidate their encumbrances in the commitment control ledgers.

Note. You cannot delete travel authorizations that have been budget checked.

Pages Used to Cancel Travel Authorizations

Page Name	Object Name	Navigation	Usage
Cancel Approved Travel Authorization	TE_CANCEL_TAUTH	Employee Self-Service, Travel and Expense Center, Travel Authorizations, Cancel Travel and Expense, Travel and Expense Center, Travel Authorizations, Cancel	Cancel approved travel authorization requests.
Cancel Travel Authorizations	EX_BGTCHK_TAUTH	Travel and Expenses, Process Expenses, Cancel Travel Authorizations	Cancel submitted or approved travel authorizations in batch mode.
Change Accounting Date	EX_BGTCHK_CANCEL2	Click the Change Accounting Date link on the Cancel Travel Authorizations page.	Change the accounting date to close in a different accounting period.

Canceling Approved Travel Authorizations

Access the Cancel Approved Travel Authorization page.

The cancel process closes travel authorizations and reverses encumbrances if the travel authorization was already budget checked. If a travel authorization is partially through the year-end process where the encumbrances are already reversed, the system simply closes the travel authorization.

See Canceling Approved Travel Authorizations.

Canceling Approved Travel Authorizations (Batch Mode)

Access the Cancel Travel Authorizations page.

Business Unit Selection

Description	Enter a description of the defined set of parameters.
Business Unit	Select a valid business unit.
Search	Click to retrieve transactions based on the criteria specified. If you do not enter any criteria, PeopleSoft Expenses retrieves and displays all eligible transactions.
Select Option	Select All to retrieve all eligible travel authorizations. Select Some to select by business unit, department, or date criteria.
From Department and To	Enter a value as criteria to select travel authorizations. The system will retrieve all travel authorizations with department numbers that fall within the specified range in the criteria.
Date From and To	Enter a value as criteria to select travel authorizations. The system will retrieve all travel authorizations with dates that fall within the dates specified in the criteria.
Change Accounting Date	Click to access the Change Accounting Date page to specify a different accounting date. The accounting date determines which accounting periods the reversals will be recorded in for the travel authorizations processed in this run. This link appears only if the Reversal Date Option on the Installation Options page is set to Current.

Rolling Over Travel Authorization Encumbrances to a new Budget Period

This section provides an overview of rolling over travel authorization and discusses rolling over travel authorization encumbrances to a new budget period.

Understanding Rolling Over Travel Authorizations

At the end of a budget period, you may have outstanding travel authorizations that employees have not applied to actual expenditures. To close out a budget year, organizations must either close out and cancel all outstanding encumbrances or roll them forward into the next period.

The travel authorization rollover process includes these tasks:

Cleanup of existing unused travel authorizations.

PeopleSoft Expenses enables you to cancel and close out existing encumbrances from travel authorizations that you do not want rolled forward:
- Employees can cancel travel authorizations after they have been approved but not copied into an expense report.
  
  See Canceling Approved Travel Authorizations.
- Employees can delete their own travel authorizations if they are in a pending or denied status. In this case, either budget checking has not been performed or budget checking had been performed and reversed when the travel authorization was denied by an approver.
  
  See Deleting Travel Authorizations.
- Managers and auditors can cancel travel authorizations, providing that they have not been applied to an expense report. If the travel authorization has been budget checked, the system will liquidate the encumbrances.
Liquidate existing encumbrances.

After managers and employees have cancelled, closed, or deleted any unnecessary travel authorizations, the budget analyst can access the Rollover Travel Authorization page and select the travel authorizations to rollover. PeopleSoft Expenses performs the following:
- Sets the budget header status to N (not checked) so that the Budget Processor Application Engine process picks up the transactions.
- Sets the budget line status to N (not checked).
- Sets the Rollover Status fields to P (progress).
- Sets the commitment control close flag to Y so that the system reverses the encumbrance and closes it with an audit trail that reflects the reversal.
- Calls the Budget Processor Application Engine.
Create new encumbrance in the new budget period.

Expenses performs the following:
- Creates new encumbrances in the new period for travel authorizations with budget header status set to V, rollover status set to P, and the commitment control close flag to Y.
- Sets the budget header status to N so that the Budget Processor will pick up the transaction.
- Sets the budget line status to N.
- Sets the accounting date to the value that you entered.
  
  If you selected the Change Budget Date To check box, you can enter a budget date. If not selected, the system uses the accounting date to set the budget date.
- Sets the Rollover Status field to C.
- Calls the Budget Processor Application Engine process.
  
  If there are any errors during the Budget Processor process, you can resolve the problems and run the Budget Processor process again. The new encumbrances will get booked appropriately since the accounting dates and flags were changed when you initially ran the process.

If in between the time when the list of authorizations are established and saved and when the process is initiated, an employee applies the travel authorization to an expense report or manually cancels the authorization request and makes other changes that would make it ineligible for processing, even if selected on the page, the check box for these records will appear as grayed out and the application engine program will skip these and not process them. These records will continue to appear in the list until the administrator performs another search, even if it is with the same criteria as before.

Page Used to Roll Over Travel Authorization Encumbrances

Page Name	Object Name	Navigation	Usage
Rollover Travel Authorization	EX_BGTCHK_TAUTH	Travel and Expenses, Manage Accounting, Rollover Travel Authorization	Select travel authorizations to roll encumbrances over to a new budget period.

Rolling Over Travel Authorization Encumbrances

Access the Rollover Travel Authorization page.

Process Parameters

Reverse Current Period	Select to reverse out encumbrances from the prior period.
Roll to New Period	Select to re-encumber funds in a new period. If selected, Expenses displays the Change Accounting Date To and Change Budget Date To fields.

Business Unit Selection

Description	Enter a description of the defined set of parameters.
Business Unit	Select a valid business unit. Note. Expenses lists all general ledger business units, not just the business units enabled for commitment control. This ensures that Expenses retrieves all eligible travel authorizations, even when the general ledger business unit on the header record is not enabled for commitment control but the business unit on the associated distribution record is enabled.
Search	Click to retrieve transactions based on the criteria specified. If you do not enter any criteria, PeopleSoft Expenses retrieves and displays all eligible transactions.
Include Previously Processed Transactions	Select to include transactions that were previously processed for rollover.
Select Option	Select All to retrieve all eligible travel authorizations. Select Some to select by business unit, department, or date criteria.
From Department and To	Enter a value as criteria to select travel authorizations. The system will retrieve all travel authorizations with department numbers that fall within the specified range in the criteria. If you leave these fields blank, the system retrieves all departments. Select a specific department by entering a department ID in the From Department field and leaving the To field blank. Note. The system searches on the employee's department ID as of the time you run the process, not the distribution department.
Date From and To	Enter a value as criteria to select travel authorizations. The system will retrieve all travel authorizations with dates that fall within the dates specified in the criteria.
Change Accounting Date To	Enter a new accounting date to roll travel authorizations to. PeopleSoft Expenses displays this field only if you selected Roll to a New Period and populates the field with the system date by default. The Budget Processor process validates the accounting date against the general ledger open period. If the new fiscal year is not open, the system prevents you from rolling over the travel authorizations to the new period. Warning! PeopleSoft Expenses does not validate the date that you enter other than to ensure that the period is open. If you enter an incorrect date and run the Budget Processor process, you must run the process to reverse the entries.
Change Budget Date To	Select to enable the date field where you can enter a new budget date. PeopleSoft Expenses displays this field only if you selected Roll to a New Period and populates the budget date field with the accounting date by default. The system applies the budget date that you entered to the distribution lines for all the travel authorizations selected for the business unit. If not selected, the budget date on the distribution record is unchanged.

Travel Authorization List - Transaction Tab

Select	Select individual travel authorizations to process.
Name	Displays the name of the person who requested the travel authorization.
EmplID (employee ID)	Displays the employee ID of the person who requested the travel authorization.
Travel Auth Description	Displays the description of the trip for the travel authorization. Click the link to access the travel authorization inquiry page and view information about the travel authorization.
Travel Auth ID	Displays the travel authorization ID number. Click the link to access the travel authorization inquiry page and view information about the travel authorization.
Department	Displays the employee's department ID.
Status	Displays the current status of the travel authorization.
Date From and Date To	Displays the beginning and ending dates of the trip.

Travel Authorization List - Details Tab

Amount

Displays the total estimated cost of the trip, excluding any denied line amounts.