Setting Up and Using Travel in PeopleSoft Expenses

This chapter provides an overview of the PeopleSoft Expenses Travel feature and discusses how to:

• Define travel partners.

• Assign travelers to travel groups.

• Maintain travel passwords.

• Manage travel arrangements.

• View the My Reservations Summary.

• Add and associate travel reservations to travel authorizations.

• Add and associate travel reservations to expense reports.

• Set up travel processing.

Understanding the PeopleSoft Expenses Travel Feature

The PeopleSoft Expenses Travel feature enables customers to integrate with travel partner vendors to reserve and book travel reservations for their employees. Using delivered web services and Business Process Execution Language (BPEL) processing, PeopleSoft Expenses enables a customer to set up and integrate with one or more travel partner, depending on their business needs. Customers can set up and assign their employees to various travel groups, enabling the employees to book their travel reservations according to the rules defined by their organization.

The Travel feature enables customers to either import travel profiles into the PeopleSoft Expenses application from an established travel partner or create and export travel profiles from the PeopleSoft Expenses application to a travel partner. Travel profiles sent to the travel partner can originate from employee data that is stored in your human resources application and imported into PeopleSoft Expenses, or employee profile data stored in PeopleSoft Expenses. If the PeopleSoft Human Resources application is installed, the Travel feature selects employee data from the human resources tables that have been imported into your PeopleSoft Expenses application.

Reservations can also be retrieved from the travel partner's reservation system and stored in PeopleSoft Expenses as itineraries or confirmed reservations. Pending travel reservations can be used to create travel authorizations, and confirmed travel reservations can be used to create expense reports. You can also associate a travel itinerary to either a travel authorization or expense report to link your travel reservations to your travel expenditures, and enable approvers to perform a comparative analysis of the travel-related expenses.

To set up and use the Travel feature for PeopleSoft Expenses, you must complete the following tasks:

• Define your travel partners.

• Assign employees to travel groups.

• Create and manage travel profiles.

• Manage travel arrangements.

Note. To use the Travel feature for PeopleSoft Expenses, you must first select the Use Travel Services check box on the Installation Options - Expenses page.

See Defining Expenses Installation Options.

Defining Travel Partners

To create pending and confirmed reservations with a new or existing travel partner using the PeopleSoft Expenses Travel feature, you must first define your travel partners in the PeopleSoft Expenses application. The Define Travel Partner component (TV_TRAVEL_PARTNER) contains pages that enable you to define the URL data used to build connectivity with the travel partner and the HTML form data, which is used to dynamically build the travel partner logon profiles and security settings for each user. The Define Travel Partner component (TV_TRAVEL_PARTNER) also enables you to set up the travel partner options and travel groups that your organization uses to enforce its travel rules and policies.

Assigning Employees to Travel Groups

Travel groups are used to organize and assign employees to travel partners. Travel groups represent the travel rules and policies for your organization that apply to a specific group of employees. Your travel groups must be defined in the PeopleSoft Expenses application and at the travel partner site, and then employees must be assigned to at least one travel group for the travel partner with whom they make their travel arrangements.

Creating and Managing Travel Profiles

Before a user can book travel reservations with the organization's travel partner, you must first establish the employee's travel profile. Travel profiles are specific to a travel partner, and they contain the employee profile data plus the travel group and travel partner that an employee is assigned to. Travel profiles must be established in both your PeopleSoft Expenses system and at the travel partner site. After travel profiles are created in your PeopleSoft Expenses application, the Export Travel Profile (TV_PROF_EXP) process is used to pass the travel profile data to the travel partner's site.

PeopleSoft Expenses delivers two options for creating travel profiles:

• Import Travel Profile process.

• Export Travel Profile process.

The Import Travel Profile (TV_PROF_IMP) process can be used when you have an existing relationship with a travel partner and want to import the already established travel profiles from the travel partner into your PeopleSoft Expenses application. This process is generally run only once, during your implementation setup process, and may be required or optional, depending on the requirements of the travel partner. The Import Travel Profile process retrieves the travel profile data from a .csv file received from the travel partner and stored on your system. When the process is complete, travel profiles are created for your employees who are associated with that travel partner. These travel profiles are stored in the Travel Profile (TV_TRVL_PROF) tables.

The Export Travel Profile (TV_PROF_EXP) process is a batch process that can be run to pass travel profile data from your PeopleSoft Expenses application to a travel partner. You can run this process to establish employee travel profiles with a new travel partner or to add and manage employee travel profiles with an existing travel partner. Travel profile data can be passed to your travel partners using employee data from either your PeopleSoft Human Capital Management (HCM) application or your PeopleSoft Expenses application, depending on which applications are installed on your system.

If both PeopleSoft Human Capital Management and PeopleSoft Expenses are installed, the system uses PeopleSoft HCM as the source of the profile. Web services are run to import the employee profile data into the PeopleSoft Expenses Travel tables. Then the Export Travel profile process passes the employee profile data plus the travel group and travel partner assignments to the travel partner.

See Setting Up Travel Processing.

Managing Travel Arrangements

After travel partners are defined and employees are assigned to a travel group, employees can begin booking travel arrangements through the PeopleSoft Expenses application. Depending on the travel partner setup, pending and confirmed reservations can be retrieved from the travel partner and stored in the My Reservations (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) tables. Pending reservations can be associated with travel authorizations or used to create or add transaction lines to a travel authorization. Confirmed reservations can be associated with expense reports or used to create or add transaction lines to an expense report.

PeopleSoft Expenses also delivers the My Reservation Summary page, which enables employees to view their pending and confirmed reservations at the line level and then drill into the details of the reservations. As itinerary and reservation data is not updated by actions taken on the travel partner sites, the user can also use the My Reservation Summary page to purge old or unused travel data or to retrieve previously deleted itineraries if they were deleted in error.

See Adding and Associating Travel Reservations to Travel Authorizations.

See Adding and Associating Travel Reservations to Expense Reports.

Defining Travel Partners

This section provides an overview of defining travel partners and discusses how to:

• Define travel partner URL parameters.

• Define travel partner options.

• Define travel partner travel groups.

Understanding Defining Travel Partners

PeopleSoft Expenses provides dynamic integration with one or more travel partners using web services and Business Process Execution Language (BPEL). Before you can begin booking reservations and retrieving pending or confirmed reservation data through the PeopleSoft Expenses application, you must set up and configure your travel partners. To set up travel partners in the PeopleSoft Expenses application, you must define the URL parameters, configure the travel partner options, and define the travel groups.

Defining Travel Partner URL Options

The travel partner URL parameters enable you to define the data that is used to build the travel partner's URL navigation from within the PeopleSoft Expenses application. The parameters may consist of defined values and fields selected from the PeopleSoft Expenses Travel tables. These parameters are used to build the HTML forms that are sent to the travel partner by way of web services and BPEL, when accessing the travel partner, importing and exporting travel profiles, and retrieving pending and confirmed reservations.

Depending on your business needs, PeopleSoft Expenses provides the flexibility to enable you to define your travel partner options to reflect the rules and procedures associated with the various travel communities within your organization. Your travel partner data is defined during the application installation and can be maintained throughout the life of the agreement with the travel partner. New travel partners can be added at anytime throughout the life of your PeopleSoft Expenses application.

See PeopleSoft Enterprise Financials, ESA and Supply Chain Management 9.0 Supplemental Application Installation Instructions

Configuring Travel Partner Options

Travel partner options enable you to configure each travel partner or travel partner community, individually, depending on what actions the travel partner supports. The travel partner options control whether or not pending and confirmed reservations are collected from the travel partner site and stored in the PeopleSoft Expenses My Reservation (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) tables. You can also indicate whether a user can be assigned to only one or to multiple travel groups at any one time.

You can use the travel partner options to determine whether the employee or the system manages their own travel partner password. If the employee manages their travel partner password, they can use the Employee Self-Service menu to change the password, and they can access the travel partner either internally, through the PeopleSoft Expenses application, or externally, by navigating directly into the travel partner site. However, you can also set the travel partner options so that the administrator manages the travel partner password. In this case, the employee does not know the travel partner password and must access the travel partner through the PeopleSoft Expenses application.

Defining Travel Groups

Travel groups represent a set of rules that is enforced by the travel partner. Travel groups contain the travel policies and procedures used by an organization. These policies and procedures can be applied to a specific group of business units, departments, or travelers. Travel groups are also referred to as sub-sites or communities.

When setting up your travel partner in the PeopleSoft Expenses system, you must enter any travel groups that are defined for the travel partner using the same identifier used on the travel partner site. At least one travel group must be defined for the travel partner. Employees who travel must be assigned to a travel group and may be assigned to more then one travel group, depending on the options defined for the travel partner. If an employee is assigned to more than one travel group, the first travel group that the employee is assigned to is considered the primary travel group. The primary travel group appears on the employee's travel profile.

When an employee makes a reservation with the travel partner, the employee's travel profile, including the travel group data to which he or she is assigned, is passed to the travel partner when the employee logs into the travel partner site. If an employee is assigned to multiple travel groups, multiple travel partner links appear on the employee's Travel Partner Logon page, enabling them to log in with the appropriate travel profile for the travel group. By using travel groups, the system enforces the travel rules and policies of your organization during the travel reservation and confirmation process.

Pages Used to Define Travel Partners

Defining Travel Partner URL Parameters

Access the Define Travel Partner - URL Parameters page.

The Administrator must set up the travel partner data for each travel partner that the organization uses. After the travel partner is successfully defined in the system, a link to the URL is created in the PeopleSoft Expenses system. This link enables the user to access the travel partner site using the Travel Partner Logon page in PeopleSoft Expenses.

Profile Load

The Profile Load group box contains data that is used by the system when you run the Export Travel Profile (TV_PROF_EXP) process to send new or modified travel profiles to the travel partner. This data is generally defined by the travel partner and must be specified on this page for the process to function properly.

Travel Partner Configuration

The Travel Partner Configuration section of the page enables the Administrator to define the parameters that the system uses to dynamically build the HTML sign-on form for each employee. Employees click the link on the Travel Partner Logon page to log in to the travel partner's site. The parameters represent each input field on the HTML form, and they must be defined for each travel partner that your organization is using.

See PeopleSoft Enterprise Financials, ESA and Supply Chain Management 9.0 Supplemental Application Installation Instructions

Defining Travel Partner Options

Access the Define Travel Partner - Travel Partner Options page.

Assign user to single group	Select this option to enable a user to be assigned to only one travel group, within any one travel partner, at any one time. A travel group represents the rules about the types and classes of travel reservations that a user can book.
Assign user to multiple groups	Select this option to enable a user to be assigned to more than one travel group within a single travel partner at any one time. Travel groups represent a specific set of business rules for your organization that apply to travelers. For example, different travel rules might apply to government related projects versus commercial projects. When you select the Assign user to multiple groups option, the system provides separate travel partner links that enable a user to log in with the appropriate travel group profile, facilitating the travel booking process.
Import Pending Reservations	Select to enable the PeopleSoft Expenses Travel feature to retrieve pending reservations from the travel partner site and store them in the user's My Reservations (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) tables. Pending reservations can be associated with travel authorizations or used to create a travel authorization. If you do not use travel authorizations in your organization, this option does not apply.
Import Confirmed Reservations	Select to enable the PeopleSoft Expenses Travel feature to retrieve confirmed reservations from the travel partner site and store them in the user's My Reservations (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) tables. Confirmed travel reservations can be associated with expense reports or used to create an expense report.
Use system-maintained password	Select this check box to have the system manage the travel partner password. If the travel partner is new, the system generates an encrypted password and saves it to the Travel Partner (TV_TRAVEL_PTNR) tables. If the travel partner is already in the system, the administrator can click the Generate Passwords button to generate a new password. If you use system-maintained passwords, the user must sign on to the travel partner through the PeopleSoft Expenses travel partner links. Clear this check box to enable users to maintain their own passwords using the Change Travel Partner Password page. If users maintain their own travel partner passwords, then they can log in to the travel partner site from either the PeopleSoft Expenses travel partner links or the travel partner site, using an external source. See Maintaining Travel Partner Passwords.
Generate Passwords	Click this button to generate a new password for access to the travel partner. This button only appears if the Use system-maintained password check box is selected. When you click the button, a new encrypted password is created and saved to the Travel Partner (TV_TRAVEL_PTNR) tables. The system also updates the travel profile (TV_TRVL_PROF) records for all employees associated with the travel partner. All employee travel profiles will be sent to the travel partner for updates during the next run of the Travel Profile Export (TV_PROF_EXP) process.

Defining Travel Partner Travel Groups

Access the Define Travel Partner - Travel Groups page.

Travel Group	Enter the identifier for the travel groups used by your organization that are also defined at the travel partner site. Note. The Travel Group identifier should be entered using the exact identifier and case structure used at the travel partner site for the travel group.
Hypertext Label	Enter a free-form text value that represents the travel group. This value is concantenated with the Hyperlink Label field value entered on the Define Travel Partner page to form the entire link that appears on the Travel Partner Logon page.

Assigning Travelers to Travel Groups

This section provides an overview of assigning travelers to travel groups, lists common elements, and discusses how to:

• Assign travelers to a travel group by business unit.

• Assign travelers to a travel group by department.

• Assign travelers to a travel group by employee ID.

• View travel group assignments.

Understanding Assigning Travelers to Travel Groups

Travel groups represent your organization's travel rules and policies for your employees. Employees belonging to certain business units, departments, or who have certain business titles may have different travel rules and policies that apply to them. To use travel groups, you must first define them for your travel partner, and they must also be defined at the travel partner site. At least one travel group must be defined during the installation phase of the PeopleSoft Expenses application, and at least one travel group must be defined per travel partner.

Employees may be assigned to more then one travel group, depending on the travel partner setup options that are defined. However, the first travel group that is assigned to an employee is considered to be the primary travel group for the employee when they log in to the travel partner site.

Assigning employees to travel groups is performed on an exclusionary basis. When you define a travel partner in the PeopleSoft Expenses application, the administrator must first select the business units to associate with the travel partner and travel group using the Travel Group Business Unit Assignments page. After a business unit is assigned to a travel partner and travel group combination, all departments and employees associated with that business unit are automatically assigned to the travel group. You then must exclude any departments, or employees that you do not want assigned to a particular travel partner and travel group combination by clearing the appropriate check boxes on either the Travel Group Department Assignments page or the Travel Group Travelers Assignments page. An exception icon appears on the Travel Group Business Unit Assignments page or the Travel Group Departments Assignments page to indicate that exclusions exist for either departments or employees within the business unit assigned to the travel group.

Note. When assigning travelers to travel groups, if you have set the restriction that a traveler can only be assigned to one travel group at any one time, the system displays an error page if an employee is assigned to more then one travel group. If you do not correct the travel group assignments for the employee, the system creates only one link to the travel partner using the first travel group that the employee is assigned to.

Common Elements Used in this Section

Pages Used to Assign Travelers to Travel Groups

Assigning Travelers to a Travel Group by Business Unit

Access the Travel Group Business Unit Assignments page.

Use the Search box to search for a specific business unit or leave the Business Unit field blank and retrieve all business units that are defined in your database. When the search results are retrieved, the system displays any selected entries first, followed by any cleared entries meeting your search criteria. This behavior is the same throughout the Assign Travelers component (TV_GROUP_ASSGN).

Assigning Travelers to a Travel Group by Department

Access the Travel Group Department Assignments page.

Departmentand To	Enter a department ID range to restrict the search results to only departments within the department ID range specified. Enter only the business unit to retrieve all departments associated with the business unit for selection.
Selected	Select the check box to include a department in the travel group. Clear the check box to exclude a department from the travel group.
Business Unit	Displays the business unit associated with the department that is assigned to the travel group.
Department	Displays the department Id assigned to the business unit assigned to the travel group.

Assigning Travelers to a Travel Group by Employee ID

Access the Travel Group Traveler Assignments page.

EmplID(employee ID)	Enter the employee ID to restrict the search results to only the employee ID specified. Enter the business unit and department ID range only, to retrieve all employees associated with the business unit department for selection. Note. Business unit and department Ids are required by this page to perform a search.
Selected	Click to assign the employee to the travel group. Clear the check box to exclude the employee from the travel group.
Business Unit	Displays the business unit that the employee is assigned to that is associated with the travel group.
Department	Displays the department ID that the employee is assigned to that is associated with the travel group.
Employee ID	Displays the employee ID for the employee assigned to the travel group.

Viewing Travel Group Assignments

Access the View Travel Group Assignments page.

EmplID (employee ID)	Enter the employee ID and click the Search button to retrieve the travel group assignments for the employee.
Business Unit	Displays the business unit that the employee is associated with that is assigned to the travel group.
Department	Displays the department that the employee is associated with that is assigned to the travel group.
Travel Group	Displays the travel group that the employee is associated with, as a link. Click the link to drill into the Assign Travelers component (TV_GROUP_ASSGN).
Travel Partner	Displays the identifier for the travel partner to which the travel group belongs.

Maintaining Travel Partner Passwords

This section provides an overview of maintaining travel partner passwords and discusses how to maintain travel partner passwords.

Understanding Maintaining Travel Partner Passwords

The Travel Partner Password page enables a user to maintain their own login information for direct login access through the travel partner's website. This option is only available if the Use system-maintained password check box is cleared on the Travel Partner Options page of the Define Travel Partner component ( TV_TRAVEL_PARTNER).

Use the Travel Partner Password page to set up and change a password for the travel partner website. After the password is set up or changed, the user's travel profile is updated to reflect that a change has been made, and the updated travel profile is passed to the travel partner during the next run of the Travel Profile Export (TV_PROF_EXP) process.

Note. The Travel Partner Password page is only used when the administrator has cleared the option to use system-maintained passwords when defining the travel partner. Users can change only their own password.

See Also

Defining Travel Partners

Page Used to Maintain Travel Partner Passwords

Maintaining Travel Partner Passwords

Access the Change Travel Partner Password page.

Enter and confirm your new travel partner password. The new and confirmed travel passwords are masked when entered, and do not display in clear text. This page is keyed to the user's employee ID. After the password is changed, the employee's travel profile is updated and the travel partner is notified of the change when the travel profile is passed to the travel partner. Only travel partners with user-managed passwords are available for selection in the Travel Partner field. If the user is assigned only to travel partners that have system defined passwords, this page is still accessible, but does not enable a user to change the password for those travel partners.

Managing Travel Arrangements

This section discusses how to manage travel arrangements through PeopleSoft Expenses.

Page Used to Manage Travel Arrangements

Managing Travel Arrangements Through Expenses

Access the Travel Partner Logon page.

This page displays the travel partner links for every travel partner and travel group combination that the employee is assigned to. When the user clicks the link, the system dynamically builds an HTML form in the background and launches a new page that directly logs the user into the appropriate location on the travel partner site, with the appropriate travel group rules and security profile. The user can create pending or confirmed travel reservations, depending on what the travel partner allows, and the itineraries can be imported into the PeopleSoft Expenses application when the Travel Booking (TravelBooking) BPEL process is triggered.

If the travel partner password is maintained by the system, then the user must use this page to access the travel partner site. If the travel partner password is maintained by the user, then the user can access the travel partner site using this page or externally by accessing the travel partner site directly. If the user logs into the travel partner site internally, through the PeopleSoft Expenses application, the system automatically logs them into the travel partner without having to enter the user ID and password. However, if the user logs into the travel partner site externally, they must enter their user Id and password for the travel partner.

Viewing the My Reservation Summary

This section provides an overview of viewing the My Reservation Summary and discusses how to:

• View My Reservation Summary.

• View My Reservation Detail.

Understanding Viewing My Reservation Summary

PeopleSoft Expenses delivers the My Reservations Summary page to enable users to view the pending and confirmed travel reservations that they have made to date. This page provides access to the header and detail views of the employee's reservations and acts as a dashboard, enabling the user to view all of their reservations and associated statuses in one place. When users initially navigate to the page, the page only displays reservations that have not been associated with, or used to create, travel authorizations or expense reports. Used reservations can be retrieved by selecting the appropriate status in the search box. Employees can access this page from the Self-Service menu to view all reservations made by them.

Pages Used to View the My Reservation Summary

Viewing the My Reservation Summary

Access the My Reservation Summary page.

From Date and To Date	Enter a from and to date range to retrieve pending and confirmed reservations that only occur within the date range specified.
Reservation Status:	Select to view reservations by status. Values include All, Confirmed, and Unconfirmed.
Transaction Status	Select a status type to display only travel reservations assigned to a specific status. Values include All Transaction Statuses, Assigned, Marked for Delete, and Unassigned.
Select All	Click to select all displayed travel reservations for deletion.
DeSelect All	Click to clear the Select check box for all previously selected travel reservations.
Delete Selected	Click to delete any selected travel reservations from the My Reservations tables.
Undelete Items Selected	Click to retrieve selected reservations that were previously deleted. To view deleted reservations, you must select either the status of All Transaction Statuses or Marked for Delete from the Search options to view the deleted items.

My Reservations

Viewing My Reservation Detail

Access the My Reservation Detail page.

The My Reservation detail page displays the details of each reservation itinerary transaction line. You cannot modify the reservations details using this page. If changes are needed on an imported reservation, you must make them when you add the reservation to a travel authorization or expense report. Reservations that are associated with a travel authorization or expense report cannot be modified.

Adding and Associating Travel Reservations to Travel Authorizations

This section provides an overview of adding and associating travel reservations to travel authorizations and discusses how to:

• Select pending reservations.

• Associate pending reservations to a travel authorization.

• View associated pending reservations.

• View My Reservation lines.

• View My Reservation line details.

Understanding Adding and Associating Travel Reservations to Travel Authorizations

When you enable the Travel feature in PeopleSoft Expenses, you have the option to use pending travel reservations to create travel authorizations, add new transaction lines to a travel authorization, or associate a pending reservation to a travel authorization. You can add pending reservations to a travel authorization when the travel authorization is first created or when it is pending; but before submitting the travel authorization.

When you select the option to use a pending travel reservation to create a travel authorization or to add transaction lines to a travel authorization, the system directs you to the Add My Pending Reservations page. This page displays any available pending reservations that the user has made through the travel partner. The Add My Pending Reservation page displays the travel reservation itineraries at a header level and contains a link that enables you to navigate to the My Reservation Lines page to view the detailed lines of the reservation. Each detailed line of the itinerary also contains a link that enables you to navigate to the My Reservation Line Detail page to view the details of the itinerary line.

When using a pending reservation to create or add transaction lines to a travel authorization, the system adds the transaction lines at the itinerary level, and all of the itinerary detail lines are used to create the travel authorization transaction lines. The system marks the travel reservation as used, when the travel authorization is saved or submitted.

You can also associate a pending travel reservation to a travel authorization. Associating a pending travel reservation to a travel authorization enables the user to create a link between the pending reservation and the travel authorization, but does not create any travel authorization transaction lines. The travel reservation is marked as used and cannot be associated with any other travel authorization.

To associate a pending travel reservation to a travel authorization, select the Associate Travel Reservations option from the More Options menu on the travel authorization. The system navigates you to the Associate My Pending Reservations page, where you can select any available pending reservations to associate with the travel authorization. A link also appears on the travel authorization, enabling the user to view any associated travel reservations and detach any travel reservations that the user no longer wishes to associate with the travel authorization. After the travel authorization is approved, the travel reservation can be confirmed at the travel partner site and retrieved by PeopleSoft Expenses for use with expense report transactions.

Pages Used to Add and Associate Travel Reservations to Travel Authorizations

Selecting Pending Reservations

Access the Create Travel Authorization – Add My Pending Reservations page.

Select All	Click to select all the pending reservations and create the travel authorization transaction lines using the itinerary data. After a travel reservation is selected and used to create a travel authorization, it is marked as used on the My Reservations (TV_MYRESV_HDR and TV_MYRESV_LINE) tables and cannot be used to create another travel authorization.
Deselect All	Click to clear all the Select check boxes.
Select	Select the individual pending reservations to create the travel authorization transaction lines.
Itinerary ID	Displays the travel reservation itinerary Id assigned to the pending reservation by the travel partner. Click the link to drill into the travel itinerary details.
Description	Displays the short description of the pending reservation transaction.
Booking Date	Displays the tentative booking date for the travel reservation.
Amount	Displays the total amount for the pending travel reservation itinerary.
Done	Click to create the travel authorization using the pending reservation itinerary details selected. All itinerary transaction lines are used to create the travel authorization transaction lines. This action also marks the selected travel reservations as used on the My Reservations tables.

Associating Pending Reservations to a Travel Authorization

Access the Associate My Pending Reservations page.

This page displays all available pending travel reservations by itinerary ID. You can select one or more pending reservations to associate with a travel authorizations, however, no transaction lines are added to the travel authorization from the pending reservations. After the pending reservations are associated with the travel authorization, the system marks them as used and they are no longer available for association or addition to another travel authorization.

See Also

Entering Travel Authorization Information and Detail Expense Lines

Viewing Associated Pending Reservations

Access the Unassociate My Pending Reservations page.

Select All	Click to select all itinerary transaction lines to disassociate them with the travel authorization.
Deselect All	Click to clear all the Select check boxes.
Select	Select the individual pending reservations that you want to unassign from the travel authorization.
Itinerary ID	Displays the travel reservation itinerary Id assigned to the pending reservation by the travel partner. Click the link to navigate to the My Reservations Lines page to view the travel itinerary details.
Description	Displays the short description of the pending reservation transaction.
Booking Date	Displays the tentative booking date for the travel reservation.
Amount	Displays the total amount for the pending travel reservation itinerary.
Done	Click to unassociate the selected travel itineraries from the travel authorization. This action also restores the selected travel itineraries to the My Reservations tables and makes them available for selection on other travel authorizations.

Viewing My Reservation Lines

Access the My Reservation Lines page.

The My Reservation Lines page displays the details of a pending reservation that has been processed through the travel partner. Any modifications that are required for the reservation must be processed through the travel partner's site.

Viewing My Reservation Line Details

Access the My Reservation Line Details page.

The My Reservation Line Detail page displays the travel itinerary details for each transaction line of the pending reservation. This details of this page display based on the expense type associated with the reservation transaction line. When you click the link for the reservation number on the My Reservation Lines page, the My Reservation Line Details page dynamically displays the appropriate detailed information for the itinerary transaction line expense type. For example, if the itinerary line is for airfare, then this page displays air travel data. If the itinerary line is for car rental, then this page displays auto rental data, and so on.

Adding and Associating Travel Reservations to Expense Reports

This section provides overviews of adding and associating travel reservations to expense reports, associating travel authorizations to expense reports, and discusses how to:

• Select confirmed reservations.

• Associate confirmed reservations to expense reports.

• View associated reservations.

• View reservation details.

• Associate travel authorizations to expense reports.

Understanding Adding and Associating Travel Reservations to Expense Reports

When you enable the Travel feature in PeopleSoft Expenses, you have the ability to create an expense report or add transaction lines to an expense report using a confirmed reservation. You can also associate a confirmed reservation to a pending expense report without creating transaction lines, which enables you to populate the expense report using another method, such as through a credit card feed, while maintaining an association with your travel activities.

When you select the option to use a confirmed travel reservation to create an expense report or add transaction lines to an expense report, the system opens the Add My Confirmed Reservations page. The Add My Confirmed Reservations page displays all confirmed, available reservations by itinerary ID and expense type. Each reservation represents an item in the travel itinerary, and the user can drill into the transaction details using the Expense Type link. Confirmed reservations are added to an expense report at the reservation level, so you must select the itinerary line items that you want to use to create the expense report transaction lines.

When the selected reservation is added to the expense report, the itinerary line items that are selected from the Add My Confirmed Reservations page are used to create the expense report transaction lines. After a travel reservation is used to create or add transaction lines to an expense report, the system marks the transaction as used when the expense report is saved or submitted.

You can also associate a confirmed travel reservation to an expense report. If you associate a confirmed travel reservation to an expense report, the system marks the travel reservation as used. The Expense report page displays a View Associated Reservations link that enables you to view the details of any reservations that you have associated with the expense report.

When an expense report is submitted for approval, the approver can view any associated travel reservations or travel authorizations using the View Associated Reservations link and the travel authorization ID link on the expense report. PeopleSoft Expenses also provides a Compare Totals page that enables an approver to view and compare the totals for the expense report and amount totals for any associated or added travel reservations or any travel authorizations used in the expense report

See Also

Comparing Expense Reports with Travel Authorizations and Pending Reservations

Associating Travel Authorizations to Expense Reports

PeopleSoft Expenses enables you to associate a travel authorization to an expense report without adding transaction lines to that expense report. This enables you to maintain an association between the expense report and the travel authorization without creating duplicate transaction rows when populating the expense report from a credit card feed transaction from My Wallet.

Travel authorizations can only be associated with an expense report if a travel authorization was not used to create the expense report. Only one travel authorization can be associated with the expense report at one time. After a travel authorization is associated with an expense report, the travel authorization Id appears on the expense report as a link. You can click the link to view the details of the travel authorization. You can also detach the travel authorization from the expense report at any time before submitting the report for processing.

Pages Used to Add and Associate Travel Reservations to Expense Reports

Selecting Confirmed Reservations

Access the Add My Confirmed Reservations page.

Select All	Click to select all unused, confirmed travel reservations and create the expense report transaction lines using the itinerary data. After a travel reservation is selected and used to create an expense report, it is marked as used on the My Reservation (TV_MYRESV_LINE) table and cannot be used to create another expense report.
Deselect All	Click to clear all the Select check boxes.
Select	Select an individual confirmed reservation itinerary line item to create the expense transaction lines.
Itinerary ID	Displays the itinerary ID assigned by the travel partner to the confirmed reservation.
Expense Type	Displays the travel reservation expense type assigned to the confirmed reservation by the travel partner. Click the link to open the My Reservation Detail page and view the travel itinerary details.
Description	Displays the short description of the reservation itinerary transaction.
Merchant	Displays the vendor with whom the reservation was made.
Travel Date	Displays the travel start date.
Amount	Displays the total amount for the confirmed travel reservation itinerary.
Done	Click to create the expense report using the confirmed reservation itinerary details selected. This action marks the itinerary as used and prevents it from being used to create another expense report.

Associating Confirmed Reservations to Expense Reports

Access the Associate My Confirmed Reservations page.

Select All	Click to select all itinerary transaction lines to associate them with the expense report.
Deselect All	Click to clear all the Select check boxes.
Select	Select an individual confirmed travel reservations to assign to the expense report.
Itinerary ID	Displays the itinerary ID assigned by the travel partner to each reservation transaction line.
Expense Type	Displays the travel reservation itinerary line item expense type assigned to the reservation by the travel partner. Click the Expense Type link to open the My Reservation Detail page and view the details of the itinerary transaction line.
Description	Displays the short description of the booked transaction.
Merchant	Displays the name of the vendor with whom the reservation was made.
Travel Date	Displays the travel start date.
Amount	Displays the total amount for the travel reservation.
Done	Click to associate the selected travel reservation itinerary line items from the expense report. This action marks the selected travel itineraries as used on the My Reservations table and makes them unavailable for selection on other expense reports.

Viewing Associated Reservations

Access the Unassociate My Confirmed Reservations page.

Select All	Click to select all itinerary transaction lines to disassociate them with the expense report.
Deselect All	Click to clear all the Select check boxes.
Select	Select an individual confirmed travel reservations to unassign to the expense report.
Itinerary ID	Displays the itinerary ID assigned by the travel partner to each reservation transaction line.
Expense Type	Displays the travel reservation itinerary line item expense type assigned to the reservation by the travel partner. Click the Expense Type link to open the My Reservation Detail page and view the details of the itinerary transaction line.
Description	Displays the short description of the booked transaction.
Merchant	Displays the name of the vendor with whom the reservation was made.
Travel Date	Displays the travel start date.
Amount	Displays the total amount for the travel reservation.
Done	Click to unassociate the selected travel reservation itinerary line items from the expense report. This action also restores the selected travel itineraries to the My Reservations tables and makes the reservation line items available for selection on other expense reports.

Viewing Reservation Details

Access the My Reservation Detail page.

This page dynamically displays the reservation details for the reservation types that are used to either create an expense report or are associated with an expense report.

Associating Travel Authorizations to Expense Reports

Access the Associate a Travel Authorization page.

Only travel authorizations that have not been used to create an expense report can be associated with an expense report. Associating a travel authorization with an expense report only creates a link between a selected travel authorization and the expense report, but no expense transaction lines are created using the travel authorization.

See Creating Expense Reports.

Setting Up Travel Processing

This section provides overviews of travel processes and running the PeopleSoft Expenses travel profile processes and discusses how to:

• Import travel profiles.

• Run the export travel profile batch process.

Understanding Travel Processes

The PeopleSoft Expenses Travel feature enables you to integrate with travel vendors for online booking transactions. When you enable the PeopleSoft Expenses Travel feature, by selecting the Use Travel Services check box on the Installation Options - Expenses page, you can import and export travel profiles from and to your travel partners. After you have established your employee travel profiles with the travel partner and defined your travel partners in your system, employees can begin to book travel reservations. Pending and confirmed travel reservations can then be retrieved from the travel partner sites and can be associated with or used to create travel authorizations or expense reports.

The PeopleSoft Expenses Travel feature uses a combination of Integration Broker, web services, BPEL processing, and XML schemas, to transmit employee profile data and retrieve travel reservation data to and from your travel partners and the PeopleSoft Expenses application. When importing travel profiles from an existing travel partner, PeopleSoft Expenses reads a comma-delimited separated value file (.csv) that is received from your travel partner to create travel profiles for your employees. The system reads the file from a stored location on your system and populates the Employee Travel Profile table (TV_EMPL_PROFILE) and the Employee Travel Group Profile table (TV_EMPL_PROFGRP).

The Export Travel Profiles (TV_PROF_EXP) process, enables you to add, modify, or delete employee travel profile data at your travel partner site. When you run the Export Travel Profile process, the system uses the travel group assignments to collect all of the employee profile data for a specific travel partner and populates the TV_EMPL_PROFILE and TV_EMPL_PROFGRP tables. Using Integration Broker, the process calls the TRAVELUSERPROFILE asynchronous web service to send the travel profile to the travel partner site. The web service generates a generic XML schema (TravelUserProfileRequest), that is sent to BPEL. BPEL translates the XML data into an XML document specific to the travel partner's defined XML schema, which is then sent on to the travel partner site.

After the travel partner receives the information, an XML response message is sent from the travel partner back to BPEL. BPEL translates the XML response message received from the travel partner into a format that PeopleSoft Expenses can use to extract the travel profile response data from the travel partner and update the employee travel profile tables.

Pending and confirmed reservations are also retrieved from the travel partner using web services and BPEL. Whether PeopleSoft Expenses Travel retrieves only pending or confirmed reservations, or both types of reservations, depends on how you have set up your travel partner settings. When an employee makes a reservation at the travel partner web site, the travel partner sends the reservation data in an XML format to the synchronous BPEL travel booking (TravelBooking) process . BPEL converts the travel partner's XML data to a generic XML message. BPEL then calls the synchronous TV_RESERVATION web service to pass the itinerary and reservation data to PeopleSoft Expenses. The booking data that is received from the travel partner populates the My Reservation tables (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) for the employee, where it can be associated with or used to create travel authorizations or expense reports.

This table displays the application engine processes, web services, BPEL processes, and XML schemas delivered by PeopleSoft Expenses to support the Travel feature:

Understanding Running the PeopleSoft Expenses Travel Profile Processes

This section discusses running the PeopleSoft Expenses Travel processes.

Importing Travel Profiles

If you have an existing relationship with a travel vendor, you can import the existing employee travel profiles from the travel partner into your PeopleSoft Expenses Travel employee profile tables using the Import Travel Profiles (TV_PROF_IMP) process. The Import Travel Profiles process is generally run one time, during the implementation process, and uses a .csv file that you receive from your travel partner.

The .csv file contains all of the employee travel profile data, such as employee ID, travel partner password data, and so on. It populates the Travel Profile (TV_EMPL_PROFILE) and Travel Group (TV_EMPL_PROFGRP) tables in PeopleSoft Expenses. When you receive the .csv file from your travel partner, you must save it to the application server, process scheduler, and files directory on your system. When you run the Import Travel Profiles process, you must indicate the file name so that the system can locate the correct travel partner profile data and load the travel profile tables.

If you are using the Import Travel profile process, the .csv file format requirements are as follows:

1. The first row of the file format must contain these literals: EmployeeID, TravelerID, LoginName, Password, HomeCommunity.

2. Each subsequent row of data represent the employee profile from the travel partner and must map to the following fields in the PeopleSoft Expenses travel profile:

   • EMPLID (employee Id)

   • TV_UNIQUE_ID (unique traveler Id)

   • TV_USERID (travel user Id)

   • TV_PSW (travel partner password)

   • TRAVEL_GROUP (travel group)

See Defining Travel Partners.

See PeopleSoft Enterprise Financials, ESA and Supply Chain Management 9.0 Supplemental Application Installation Instructions

Running the Export Travel Profiles Process

The export travel process is used to create, update and delete employee travel profiles at the travel partner site. Travel profile data can be created using either employee profile data stored in your PeopleSoft Human Capital Management (HCM) system or from the PeopleSoft Expenses Employee Profile component (EX_EE_PROFILE2). The Export Travel Profile (TV_PROFILE_EXP) process detects whether or not HCM is an installed application on your system. If HCM is installed, employee travel profile data is updated using the employee profile data from your HCM database.

If HCM is installed, when you update any employee profile data, Full Sync or Basic Sync web services messages check to see if the Use Travel Services check box is selected on the Installation Options - Expenses page. If the Use Travel Services check box is selected and travel services are enabled, the system sets the change flag to indicate that a travel profile has new, changed, or deleted data and that the employee's travel profile data should be selected and passed to the travel partner during the next run of the Export Travel Profile process.

The Export Travel Profile process performs the following tasks:

• Using Integration Broker, the system retrieves all travel profiles from the Employee Travel Profile tables (TV_EMPL_PROFILE and TV_EMPL_PROFGRP) that are marked as new, changed, or deleted; for employees who are associated with the travel partner specified on the run control page.

• Calls the TRAVELUSERPROFILE web service.

• Generates a generic XML schema (TravelUserProfileRequest) based on the action code associated with the change for the employee profile data selected.

• Passes the generic XML schema and employee travel profile data to the BPEL engine.

• The BPEL TravelUserProfile process formats the travel profile data and passes the data to the travel partner's specified XML format.

• After the travel profile data is received by the travel partner, the travel partner returns a response message back through BPEL indicating that the data was received and whether or not errors occurred.

After the process is complete, you can view the updated employee travel profile data on the travel partner site. The Export Travel Profile process can be run as a batch process or on demand, as needed.

See PeopleSoft Enterprise PeopleTools 8.48 PeopleBook: Integration Broker

Running the Booking Service

When an employee creates either a pending or confirmed reservation with the travel partner, the travel partner passes the reservation data to the My Reservations tables (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) in PeopleSoft Expenses. The data is automatically passed from the travel partner using web services, through BPEL, and into the My Reservations tables.

When the travel reservations are made by the employee the automated response from the travel partner triggers the following actions by PeopleSoft Expenses Travel:

• The travel partner sends the pending and confirmed reservation data to BPEL.

  Warning! Pending and confirmed reservation data is only sent if the corresponding Import Pending Reservations or Import Confirmed Reservations check boxes are selected on the Define Travel Partner – Travel Partner Options page, and if the travel partner supports passing unconfirmed or confirmed reservation data.

• The BPEL TravelBooking process maps the received itinerary data to a generic XML message.

• BPEL calls the travel reservation web service (TV_RESERVATION) and passes the converted XML itinerary data.

• PeopleSoft Expenses receives the itinerary data and updates the My Reservations (TV_MYRESV_HDR, TV_MYRESV_LINE, and TV_MYRESV_DTL) tables.

Pages Used to Run the Travel Import and Export Processes

Importing Travel Profiles

Access the Import Travel Profiles page.

Travel Partner	Select the travel partner defined in your system that you will be importing travel profiles from. The travel partner must already be defined in the PeopleSoft Expenses application using the Define Travel Profiles component (TV_TRAVEL_PARTNER), and must have an active status.
Description	Enter a free-form text description of the process.
File Name	Enter the file name and the extension of the .csv file that you received from the travel partner. The system uses the travel profile data in the .csv file to populate the Employee Travel Profile and Employee Travel Group (TV_EMPL_PROFILE and TV_EMPL_PROFGRP) tables in PeopleSoft Expenses. Note. The file must be located in the file directory of the Process Scheduler that the process is pointing to when it is run.

Running the Profile Batch Process

Access the Export Travel Profiles page.

This process can be run in batch. It enables you to create, update, or delete employee travel profile data.