PeopleSoft Expenses 9.1 PeopleBook

Preparing Travel Authorizations

This chapter provides an overview of travel authorizations and discusses how to:

Create travel authorizations.
Enter travel authorization information and detail expense lines.
Copy or add expense lines.
Review or modify accounting information.
View and modify travel authorizations.
Delete travel authorizations.
Cancel approved travel authorizations.

Understanding Travel Authorizations

PeopleSoft Expenses provides a travel authorization system to manage the pre-trip approval of estimated travel costs. If you use PeopleSoft Commitment Control, PeopleSoft Expenses supports budget checking of travel authorizations. PeopleSoft Expenses also provides a Travel Services integration feature that enables you to create travel authorizations or travel authorization transaction lines from a pending travel itinerary or to associate travel itineraries with travel authorizations.

From the Travel and Expense Center, you can create, modify, view, cancel, delete, and print travel authorizations. As you prepare a travel authorization request, PeopleSoft Expenses provides the options to create cash advances, modify the default accounting, or change the general information. You can save travel authorizations that have invalid or missing information for more input at a later time, or you can submit them for approval.

PeopleSoft Expenses provides functionality to decrease the time that you spend entering travel authorizations. Using PeopleSoft Expenses, you can:

Create travel authorizations that are populated with information from user defaults.
Copy expense transaction lines from another travel authorization.
Copy multiple expense transaction lines at one time from a travel authorization.

If you have enabled the Travel Services feature for PeopleSoft Expenses on the Installation Options-Expenses page, you can also:

Create a travel authorization from a pending travel reservation.
Add transaction lines to a pending travel authorization using a pending travel reservation.
Associate a pending travel reservation with a travel authorization.

Creating Travel Authorizations

This section provides an overview of travel authorization creation methods and discusses how to create travel authorizations.

Understanding Travel Authorization Creation Methods

When you create a travel authorization, you have options on which to base the new document, and the selection that you make triggers other options that prompt you for details about the travel authorization. You can start with a blank document or populate one with data from another source.

Pages Used to Create Travel Authorizations

Page Name	Definition Name	Navigation	Usage
Travel Authorization Entry	EX_TAUTH_ENTRY	Employee Self-Service, Travel and Expense Center, Travel Authorization, Create (if user default is set to Open a Blank Authorization) Travel and Expenses, Travel and Expense Center, Travel Authorization, Create	Create a new travel authorization request.
Copy From an Existing Travel Authorization	TE_COPY_TAUTH	Employee Self-Service, Travel and Expense Center, Travel Authorization, Create (if user default is set to Copy an Existing Authorization) Select An Existing Authorization from the Quick Start drop-down list box on the Travel Authorization Entry page.	Select an existing travel authorization on which to base a new authorization.
View Selected Travel Authorization	TE_TAUTH_LINES_SEC	Click the View Detail link in the Description column on the Copy From an Existing Travel Authorization page.	Review details of a travel authorization.
Select a Template	TE_TEMPLATE_SELECT	Employee Self-Service, Travel and Expense Center, Travel Authorization, Create (if user default is set to Copy From a Template) Select A Template from the Quick Start drop-down list box on the Travel Authorization Entry page.	Select a template for a new travel authorization.
Add to Travel Authorization	TE_TEMPLATE2	Click the Select button for a template on the Select a Template page.	Select the expense types that are listed for the template to use on the travel authorization.

Creating Travel Authorizations

When you access the Travel Authorization Entry component (TE_TRAVEL_AUTH) using the Employee Self-Service menu options, PeopleSoft Expenses checks for a default creation method. Depending on the default creation method set on the Employee Profile - User Defaults page, PeopleSoft Expenses displays the next page based on the user defaults and populates the fields accordingly. The creation methods are:

Open a Blank Authorization: PeopleSoft Expenses displays the Travel Authorization Entry page.
Copy an Existing Authorization: PeopleSoft Expenses displays the Copy From an Existing Travel Authorization page, where you can select an existing travel authorization on which to base a new authorization.

To select an existing travel authorization:
1. Enter a date range to display travel authorizations from a specified period and click the Search button.
  
  PeopleSoft Expenses displays a list of available travel authorizations.
2. Click the report ID in the Description column to access the View Selected Travel Authorization page.
  
  This page displays a summary of the expenses in a travel authorization to help you decide whether to use it as the basis for a new travel authorization.
3. Click the Select button for the travel authorization that you want to copy.
  
  PeopleSoft Expenses displays the Travel Authorization Entry page and populates the fields with data from the travel authorization that you copied.
Copy From a Template: PeopleSoft Expenses displays the Select a Template page.

To copy from a template:
1. Select a template to use to populate the travel authorization.
  
  PeopleSoft Expenses displays the Add to Travel Authorization page.
2. Select a date range for the travel authorization.
3. Select One Day or All Days to specify whether one instance of the expense type should be added to the travel authorization or whether one for each day in the date range should be added for that particular expense type.
4. Click OK.
  
  PeopleSoft Expenses displays the Travel Authorization Entry page and supplies the date range and expense types that you selected on the Add to Travel Authorization page.

Entering Travel Authorization Information and Detail Expense Lines

This section discusses how to:

Enter travel authorization information.
Enter detail expense lines.

Pages Used to Enter Travel Authorization Information and Detail Expense Lines

Page Name	Definition Name	Navigation	Usage
Travel Authorization Entry	EX_TAUTH_ENTRY	Employee Self-Service, Travel and Expense Center, Travel Authorization, Create (if user default is set to Open a Blank Authorization) Travel and Expenses, Travel and Expense Center, Travel Authorization, Create	Create a new travel authorization request.
Add My Pending Reservations	TV_TA_RESERVATION	Select Entries from My Reservations from the Quick Start drop-down list box on the Travel Authorization Entry page. Select Entries from My Reservations from the Add drop-down list box on the Travel Authorization Entry page. Select Associate Travel Reservations from the More Options drop-down list box on the Travel Authorization Entry page.	Select an available, pending reservation from which to create a travel authorization, add transaction lines to a travel authorization, or associate with a travel authorization. See Pages Used to Add and Associate Travel Reservations to Travel Authorizations.
Missing or Invalid Project Defaults	TE_PROJ_ERR_SEC	If PeopleSoft Project Costing is installed and the employee has update authority for his or her accounting detail, PeopleSoft Expenses displays this page when the employee is creating a travel authorization and project defaults are not valid.	View error messaging that indicates the employee's profile contains invalid project defaults.
Authorization Detail for [expense type]	EX_TAUTH_DETAILS	Click the *Detail link on the Travel Authorization Entry page.	Enter additional information, such as merchant and location, about an expense transaction line.
Travel Authorization Project Summary	TE_PROJ_SUMMARY_TA	Click the Project Summary link on the Travel Authorization Entry page.	View project ChartFields.
Warning for Copying Expense Lines	TE_COPY_CONFIRM	Click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines that have not been checked for errors or missing information, or expense lines that have missing information or errors.	PeopleSoft Expenses warns you if you selected expense lines that have errors or have not been checked for errors. Click the Cancel button to correct the errors or press OK to continue.
Travel Authorization - Delete Confirmation	TE_DELETE_CONFIRM	Click the Delete Selected button on the Travel Authorization Entry page after you select expense lines to delete.	Delete one or more expense detail lines on a travel authorization.
Save Confirmation	TE_SAVE_CONFIRM	Click the Save for Later button on the Travel Authorization Entry page.	PeopleSoft Expenses indicates that it successfully saved the travel authorization and indicates whether the travel authorization has missing or invalid information.
Submit Confirmation	TE_SUBMIT_CONFIRM	Click the Submit button on the Travel Authorization Entry page.	PeopleSoft Expenses indicates that it successfully saved and submitted the travel authorization.
Travel Authorization	TE_TAUTH_RPT	Select the Printable View option from the More Options drop-down list box on the Travel Authorization Entry page. Click the Printable View link on the Travel Authorization Entry page.	Open a new browser to preview and print a printable version of the travel authorization.

Entering Travel Authorization Information

Access the Travel Authorization Entry page (Travel and Expenses, Travel and Expense Center, Travel Authorization, Create).

User Defaults

Click to access the Employee Profile - User Defaults page and view or edit your defaults.

Note. This link is not available if the User Defaults option on the employee privilege template for the travel authorization transaction is set to Hide.

See Maintaining User Defaults.

Quick Start

Select a creation method for your travel authorization. PeopleSoft Expenses initially displays this field based on the setting of your default creation method on the Employee Profile - User Defaults page, which you can override. Values are:

A Blank Authorization: Select to start with a blank travel authorization.

A Template: Select to access the Select a Template page and select existing templates from which to copy expense lines to the new travel authorization.

An Existing Authorization: Click to access the Copy From an Existing Travel Authorization page and select existing travel authorizations to copy to the new travel authorization.

Entries from My Reservations: Click to access the Add My Pending Reservations page and select any available pending travel reservations from which to create a travel authorization. After a reservation is used to create a travel authorization, it is no longer available for selection from the Add My Pending Reservations page.

Note. To view and use the Entries from My Reservations quick start option, you must first select the Use Travel Services check box on the Installation Options-Expenses page.

See Pages Used to Add and Associate Travel Reservations to Travel Authorizations.

Note. PeopleSoft Expenses hides the Quick Start page element after you select a creation method or enter your first expense type in the Details grid.

General Information

Description	Enter a description to identify the travel authorization.
Comment	Enter additional information about the travel authorization.
Business Purpose	Enter a purpose from a predefined list, which was created when you implemented the expense system. Because tax laws require a business purpose for business expenses, this field is required.
Default Location	Enter a city, country, or geographical area that is predefined by your organization with expense location amounts. PeopleSoft Expenses uses the value you enter in this field to automatically populate the expense location when you enter an expense type. You can set up your user defaults for PeopleSoft Expenses to populate this field every time you create a new travel authorization.
Accounting Defaults	Click to access the Travel Authorization - Accounting Defaults page to view or modify the default accounting ChartFields and the distribution split for travel authorization expenses. Note. This link is not available if the Default Accounting option on the employee privilege template for the travel authorization transaction is set to Hide. See Reviewing or Modifying Accounting Information.
View Associated Reservations	Click to access the Unassociate My Pending Reservations page to view the travel itineraries that are associated with the travel authorization, drill down to the itinerary details for each reservation, and remove travel itinerary associations, if needed. Travel itineraries that are detached from a travel authorization become available for association with another travel authorization. This link appears only when a pending travel reservation is associated with a travel authorization and if the Use Travel Services check box is selected on the Installation Options-Expenses page. See Viewing Associated Pending Reservations.
More Options	Values are: Associate Travel Reservations: Select to access the Associate My Pending Reservations page to select and associate any available pending itineraries with the travel authorization. After an itinerary is associated with a travel authorization, it is no longer available for selection by another travel authorization. The View Associated Reservations link also appears on the Travel Authorization Entry page. Note. The Associate Travel Reservations option appears only if you have selected the Use Travel Services check box on the Installation Options-Expenses page. See Viewing Associated Pending Reservations. Create Cash Advance: Select to access the Create Cash Advance Report page in a new window and create a cash advance with the travel authorization request. See Creating Cash Advances. Printable View: Select to access the Travel Authorization page to obtain a printable version of your travel authorization. This option is available only through the Employee Self-Service navigation. Note. You must save a travel authorization before you can print it. Project Summary: Select to access the Travel Authorization Project Summary page and view the PeopleSoft Project Costing business unit, project, activity, amount, and currency information that is associated with the travel authorization. If multiple project costing business units, projects, or activities exist, PeopleSoft Expenses displays a Multiple link to access the Travel Authorization - Accounting Details page. The Travel Authorization Project Summary page is read-only.

Details

Select	Use in conjunction with the Copy Selected and Delete Selected buttons.
	Click the Missing or invalid information was found button to access the Authorization Detail for [expense type] page to view and correct missing or invalid information pertaining to the expense transaction line. You can save a travel authorization with missing or invalid information; however, you cannot submit a travel authorization for approval with missing or invalid information. Note. The Missing or invalid information was found button appears after you check for errors or attempt to submit the travel authorization for approval and a transaction line has missing or invalid information. See Entering Detail Expense Lines.
Expense Type	Select an expense type to add an expense item.
Date	Select the beginning date for the expense type.
Amount	Enter the amount that you anticipate to spend for the expense transaction. Expenses disables this field on this page if you selected the expense type edit Attendees, Automobile, or Hotel on the Expense Types 1 page. You must click the *Detail link to go to the Authorization Detail for [expense type] page to enter a daily or nightly amount in conjunction with the number of days or nights. The system then displays the total amount of the expense transaction in the Amount field.
Currency	Displays the currency that is associated with the expense transaction amount.
Payment Type	Select how you will pay for the expense item.
Billing Type	Select Billable, Nonbillable, or Internal. If you use PeopleSoft Project Costing, billing codes are required to identify expense items that are both billable and charged to PeopleSoft Project Costing ChartFields. PeopleSoft Expenses sends the information to PeopleSoft Project Costing, and PeopleSoft Project Costing passes these items to PeopleSoft Billing for processing.
*Detail	Click to access the Authorization Detail for [expense type] page and enter additional information for the expense transaction line. See Entering Detail Expense Lines.
Copy Selected	Click to access the Copy Selected Expenses page and enter details about copying expense lines that you selected in the Details grid. PeopleSoft Expenses displays the Warning for Copying Expense Lines page if you selected expense lines that have errors or have not been checked for errors. Click the Cancel button to correct the appropriate errors, or click OK to continue. See Copying Expense Lines.
Delete Selected	Click to delete expense transaction lines that you selected in the Details grid. PeopleSoft Expenses displays the Delete Confirmation page before completing the delete process.
Add	Values are: Entries from My Reservations: Select to access the Add My Pending Reservations page. Select available pending travel reservations from which to create new transaction lines. Note. The Entries from My Reservations option is available only if you select the Use Travel Services on the Installation Options-Expenses page. See Selecting Pending Reservations. New Expense: Select to add one blank line to the Details grid. Multiple Expenses:Select to access the Add Multiple Expenses page and select expense types to add to the travel authorization. See Adding Multiple Expense Lines.
Check for Errors	Click to check the expense transaction lines for missing or invalid information.

Totals

Update Totals

Click to refresh your travel authorization totals.

Save for Later

Click to save the travel authorization without submitting it for approval. You can save the report with or without invalid or missing information, and you can modify it later.

When you click the Save for Later button, PeopleSoft Expenses displays the Save Confirmation page to indicate that it successfully saved the travel authorization and indicates whether information is missing or invalid information exists.

Submit

Save the travel authorization and submit it for approval. When you click the Submit button, PeopleSoft Expenses displays the Submit Confirmation page to indicate that it successfully saved and submitted the travel authorization.

If information is missing or invalid information exists, PeopleSoft Expenses displays the Authorization Detail for [expense type] page, where you can make corrections.

After you submit the travel authorization, you cannot modify it unless an approver returns it to you.

Entering Detail Expense Lines

Access the Authorization Detail for [expense type] page (click the *Detail link on the Travel Authorization Entry page).

If you checked for errors and the system detected invalid or missing information, PeopleSoft Expenses displays messages at the top of this page and highlights the affected fields.

About This Expense

This section varies, depending on which expense transaction line you selected and how your organization defined the expense type.

Date	Select the beginning date for the expense type.
Payment Type	Select how you will pay for the expense item.
Billing Type	Select Billable, Nonbillable, or Internal. If you use PeopleSoft Project Costing, billing codes are required to identify expense items that are both billable and charged to project costing ChartFields. PeopleSoft Expenses sends the information to PeopleSoft Project Costing, and PeopleSoft Project Costing passes these items to PeopleSoft Billing for processing.
Merchant	Select Preferred to limit the merchant list to vendors with whom your organization has a contractual agreement, or select Non-preferred to enter any characters in the corresponding field.

Exception Comments

Location Amount	Enter an exception comment if you exceeded the authorized amount for the expense type and location.
Non-Preferred Merchant	Enter an exception comment if you did not use a preferred merchant.
Accounting Detail	Click to access the Travel Authorization - Accounting Detail page and view or edit ChartFields. Expense items are charged to a set of ChartFields that represent the cost center of the employee who submits the travel authorization. Note. This link is not available if the Distributions option on the employee privilege template for the travel authorization transaction is set to Hide. See Reviewing or Modifying Accounting Information.
Check Expense for Errors	Click to check the expense transaction line for missing or invalid information.

Copying or Adding Expense Lines

This section provides overviews of copying expense lines and adding multiple expense lines and discusses how to:

Copy expense lines.
Add multiple expense lines.

Understanding Copying Expense Lines

PeopleSoft Expenses enables you to copy one or more selected expense lines for a single day or a range of dates. You can also indicate whether you want to include holidays and weekends. The functionality that is associated with the Travel Authorization - Copy Selected Expenses page is for all expense types, including per diem expense types. When you copy an expense line to create new expense lines, PeopleSoft Expenses automatically populates the new expense lines with the same ChartFields as the original line item.

Understanding Adding Multiple Expense Lines

PeopleSoft Expenses enables you to select multiple expense types to add to a travel authorization. You can also select whether to add one occurrence or a daily occurrence of the expense types for a date range that you specify. PeopleSoft Expenses adds the multiple expense lines to your travel authorization and you enter the remaining information that pertains to each expense type.

Pages Used to Copy or Add Expense Lines

Page Name	Definition Name	Navigation	Usage
Create Travel Authorization - Copy Selected Expenses	TE_COPY_TALINE_SEC	Employee Self-Service, Travel and Expense Center, Travel Authorization, [Create or Modify] Click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines. Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify] Click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines.	Copy selected expense lines on a travel authorization. Note. If you click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines that have not been checked, are missing information, or contain errors, then Expenses displays the Warning for Copying Expense Lines page.
Create Travel Authorization - Add Multiple Expenses	TE_ADD_MULT_EXP	Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify] Select Multiple Expenses from the Add drop-down list box on the Travel Authorization Entry page.	Select expense types to add to travel authorizations and whether you want to add one instance of the expense type or have an entry of that expense type for each day within a date range.
Warning for Copying Expense Lines	TE_COPY_CONFIRM	Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify] Click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines that have not been checked or that contain missing information or errors.	Displays a warning message indicating that you have selected expense lines that have errors or have not been checked for errors. Click the Cancel button to correct the appropriate errors or click OK to continue.

Copying Expense Lines

Access the Create Travel Authorization - Copy Selected Expenses page (Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]). Then click the Copy Selected button on the Travel Authorization Entry page after selecting one or more expense lines.

Copy to One Date

Select to copy each selected line only once using the value in the To Date field as the new expense date.

Copy to Range of Dates

Select to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.

From Date and To Date

Enter a date or a date range for PeopleSoft Expenses to calculate the number of rows to create.

Include Weekends and Include Holidays

Select to have PeopleSoft Expenses copy the expense type for the entire date range.

If you do not select to include weekends, PeopleSoft Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays.

If you do not select to include holidays, PeopleSoft Expenses checks the holiday calendar for the employee's business unit. PeopleSoft Expenses does not copy expense lines for days that the calendar designates as holidays.

Adding Multiple Expense Lines

Access the Create Travel Authorization - Add Multiple Expenses page (Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]). Then select Multiple Expenses from the Add drop-down list box on the Travel Authorization Entry page.

Date Range

Select a date range for PeopleSoft Expenses to use to add expense lines to the travel authorization.

One Day or All Days

Select to specify whether one instance of the expense type should be added to the travel authorization or whether one for each day in the date range should be added for that particular expense type.

Continue

Click to return to the travel authorization, where the selected expense items appear.

Return to Authorization Entry

Click to return to the Travel Authorization Entry page without adding expense lines. If you selected any expense items, PeopleSoft Expenses does not add them to the travel authorization.

Reviewing or Modifying Accounting Information

This section provides overviews of PeopleSoft Expenses accounting and applying project defaults to travel authorizations and discusses how to:

Review or modify default accounting.
Review or modify accounting details.

Understanding Expenses Accounting

When you create a travel authorization, PeopleSoft Expenses populates the authorization request with accounting defaults for the cost distributions based on the default ChartField values that you set up on the Employee Profile - Organizational Data page. The minimum information that PeopleSoft Expenses requires is the general ledger business unit and department identification. If other accounting distribution fields are in the employee profile, they appear by default in the travel authorization.

Note. If employees have more than one profile in Expenses, the system uses the profile that you select as the default.

Understanding Applying Project Defaults to Travel Authorizations

When you create a travel authorization, PeopleSoft Expenses applies user defaults from the employee file to the travel authorization. If PeopleSoft Project Costing is installed, the system validates the project defaults to ensure that they are valid. If the User Default project values are valid, the system continues with the creation process. If the project defaults are not valid and the employee has update authority for his or her accounting detail, the system displays the Missing or Invalid Project Defaults page. On this page, you can continue entering the travel authorization without project defaults or you can access the Employee Profile - User Defaults page to correct the project information.

If you continue entering the travel authorization process without project defaults, the system continues with a default row of accounting data based on the employee's business unit.

PeopleSoft Expenses uses the project defaults that you set up on the Employee Profile - User Defaults page. PeopleSoft Expenses creates one distribution line at 100 percent unless you define defaults with multiple percentage split lines.

The Travel Authorization - Accounting Defaults page displays the distribution of ChartFields for the travel authorization, which you can view or edit, depending on how you set up PeopleSoft Expenses.

Pages Used to Review or Modify Accounting Information

Page Name	Definition Name	Navigation	Usage
Travel Authorization - Accounting Defaults	TE_TAUTH_SPLIT	Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify] Click the Accounting Defaults link on the Travel Authorization Entry page.	View or change the default accounting for an employee's travel authorization. You can also redistribute the percentages of expenses to different ChartFields.
Create Travel Authorization - Accounting Detail	TE_TAUTH_DIST	Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify] Click the Accounting Details link on the Travel Authorization - Add Expense - [expense type] page.	View or change accounting details or ChartField allocations for the expense type.

Page Name

Definition Name

Navigation

Usage

Travel Authorization - Accounting Defaults

TE_TAUTH_SPLIT

Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]

Click the Accounting Defaults link on the Travel Authorization Entry page.

View or change the default accounting for an employee's travel authorization. You can also redistribute the percentages of expenses to different ChartFields.

Create Travel Authorization - Accounting Detail

TE_TAUTH_DIST

Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]

Click the Accounting Details link on the Travel Authorization - Add Expense - [expense type] page.

View or change accounting details or ChartField allocations for the expense type.

Reviewing or Modifying Default Accounting

Access the Travel Authorization - Accounting Defaults page (Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]). Then click the Accounting Defaults link on the Travel Authorization Entry page.

This page displays default accounting for a travel authorization.

If you are using employee privilege templates, access to these fields is dependant on the value in the Default Accounting field for travel authorization transaction on the Employee Privilege Template page:

If the Default Accounting option of the employee privilege template that is associated with the employee is View, then you cannot edit the default accounting values.
If the Default Accounting option of the employee privilege template that is associated with the employee is Modify, then you can edit the default accounting values.

For more information about employee privilege templates:

See Maintaining Employee Privilege Templates.

If you can modify this page, you can:

Change the ChartFields.
Add rows and redistribute the percentages.
Delete rows that do not apply to the travel authorization.

% (percentage)	The accounting split percentage is 100 percent for the set of default ChartFields, and it applies to the entire travel authorization. When you add a new row, enter the percentage of expense to charge to the ChartFields that you select in this row.
Load Defaults	Click to reset the accounting information back to the user defaults.
OK	Click to return to the Travel Authorization Entry page. If you made changes to the default accounting, the changes apply only to new lines and to existing lines where you have not previously changed ChartField values.

Adding or Modifying Accounting Details

Access the Create Travel Authorization - Accounting Detail page (Travel and Expenses, Travel and Expense Center, Travel Authorization, [Create or Modify]). Then click the Accounting Details link on the Travel Authorization - Add Expense - [expense type] page.

If you are using employee privilege templates, access to this page is dependant on the value in the Distributions field, and access to these fields is dependant on the value in the GL ChartFields and PC ChartFields fields for the travel authorization transaction.

For more information about employee privilege templates:

See Maintaining Employee Privilege Templates.

If you can modify this page, you can override the default accounting for an expense type in a travel authorization.

Restore Defaults	Click to reset default accounting values.
Add ChartField Line	Click to add new accounting detail lines.

Viewing and Modifying Travel Authorizations

This section discusses how to view or modify travel authorizations.

Pages Used to View and Modify Travel Authorizations

Page Name	Definition Name	Navigation	Usage
Travel Authorization - Travel Authorization Details	EX_TAUTH_ENTRY	Employee Self-Service, Travel and Expense Center, Travel Authorization, [View or Modify]	View a travel authorization. Modify an unsubmitted travel authorization or a travel authorization that was submitted and returned by an approver.
View Approver Comments	EX_COMMENTS_RJCT	Employee Self-Service, Travel and Expense Center, Travel Authorization, [View or Modify] Click the View Approver Comments link on the Travel Authorization Entry page. Travel and Expenses, Travel and Expense Center, Travel Authorization, [View or Modify] Click the View Approver Comments link on the Travel Authorization Entry page.	When an approver sends back a travel authorization, you can review his or her comments in full by clicking the comment link at the top of the page. This link takes you to the View Approver Comments page, where you can see the entire comment.

Page Name

Definition Name

Navigation

Usage

Travel Authorization - Travel Authorization Details

EX_TAUTH_ENTRY

Employee Self-Service, Travel and Expense Center, Travel Authorization, [View or Modify]

View a travel authorization.

Modify an unsubmitted travel authorization or a travel authorization that was submitted and returned by an approver.

View Approver Comments

EX_COMMENTS_RJCT

Employee Self-Service, Travel and Expense Center, Travel Authorization, [View or Modify]

Click the View Approver Comments link on the Travel Authorization Entry page.
Travel and Expenses, Travel and Expense Center, Travel Authorization, [View or Modify]

Click the View Approver Comments link on the Travel Authorization Entry page.

When an approver sends back a travel authorization, you can review his or her comments in full by clicking the comment link at the top of the page. This link takes you to the View Approver Comments page, where you can see the entire comment.

Viewing or Modifying Travel Authorizations

Access the Travel Authorization - Travel Authorization Details page.

If you access the Travel Authorization - Travel Authorization Details page using the View navigation, then PeopleSoft Expenses displays the page in read-only mode. You can view only travel authorizations that you submitted for approval.

If you access the Travel Authorization - Travel Authorization Details page using the Modify navigation, then PeopleSoft Expenses enables you to edit all the fields. You can modify a travel authorization if you have not submitted it for approval or if an approver sent it back for revision or correction.

Note. Fields on the Travel Authorization - Travel Authorization Details page are the same as the fields on the Travel Authorization Entry page and are defined in the Entering Travel Authorization Information section of this PeopleBook chapter.

See Entering Travel Authorization Information and Detail Expense Lines.

Sent Back for Revision and View Approver Comments

Click the View Approver Comments link to access the View Approver Comments page and view the comments that an approver made regarding the reason that he or she sent the travel authorization back for revisions.

Action History

This section appears after you save a travel authorization.

Profile and Name	Displays the name of the originator and the approver, and the role of each.
Action	Displays the completed steps in the travel authorization approval process.
Date/Time	Displays the date and time on which the approval status was assigned.

Deleting Travel Authorizations

This section provides an overview of deleting travel authorizations and discusses how to delete travel authorizations.

Understanding Deleting Travel Authorizations

PeopleSoft Expenses enables you to delete travel authorizations:

If you create a travel authorization and decide not to process it, you can delete it before you submit it for approval.
If you submit a travel authorization and the approver returns it to you, you can delete the travel authorization.
If you cancel the travel authorization, you can delete it.

Note. If you delete a travel authorization that is associated with a pending reservation, the pending reservation is restored to the My Reservations tables and is made available for association with, or addition to, another travel authorization.

Pages Used to Delete Travel Authorizations

Page Name	Definition Name	Navigation	Usage
Travel and Expense - Delete a Travel Authorization	TE_DEL_TAUTH	Employee Self-Service, Travel and Expense Center, Travel Authorization, Delete	Delete a travel authorization.
Travel and Expense - Delete Confirmation	TE_DEL_CONFIRM	Click the Delete Selected Authorization(s) button on the Travel and Expense - Delete a Travel Authorization page after selecting travel authorizations.	PeopleSoft Expenses displays a message that the system has deleted the selected transactions.

Deleting Travel Authorizations

Access the Travel and Expense - Delete a Travel Authorization page (Employee Self-Service, Travel and Expense Center, Travel Authorization, Delete).

PeopleSoft Expenses displays a list of unsubmitted or denied travel authorizations. Use the Select column to select travel authorizations to delete, and then click the Delete Selected Authorization(s) button.

Canceling Approved Travel Authorizations

This section provides an overview of travel authorization cancellations and discusses how to cancel an approved travel authorization.

Understanding Travel Authorization Cancellations

The Cancel Approved Travel Authorization feature is available to employees and system administrators. It provides the mechanism that is necessary to cancel unused travel authorizations that you have not applied to expense reports.

If you use PeopleSoft Commitment Control, the Cancel Approved Travel Authorization feature automatically runs budget checking to reverse encumbrances that are associated with the travel authorizations being closed.

After you cancel a travel authorization, you can delete it.

See Also

Canceling Travel Authorizations

Rolling Over Travel Authorization Encumbrances to a New Budget Period

Page Used to Cancel Travel Authorizations

Page Name	Definition Name	Navigation	Usage
Cancel Approved Travel Authorization	TE_CANCEL_TAUTH	Employee Self-Service, Travel and Expense Center, Travel Authorization, Cancel	Cancel a travel authorization request.

Canceling Approved Travel Authorizations

Access the Cancel Approved Travel Authorization page (Employee Self-Service, Travel and Expense Center, Travel Authorization, Cancel).

The Cancel Approved Travel Authorization page displays all travel authorization requests that have been approved, or approved and budget-checked, but not assigned to an expense report. Select the travel authorization requests that you want to cancel, and click Cancel Selected Travel Authorization(s). If you use PeopleSoft Commitment Control, the system then performs budget checking to reverse encumbrance amounts that are associated with the travel authorizations.

Copy to One Date	Select to copy each selected line only once using the value in the To Date field as the new expense date.
Copy to Range of Dates	Select to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.
From Date and To Date	Enter a date or a date range for PeopleSoft Expenses to calculate the number of rows to create.
Include Weekends and Include Holidays	Select to have PeopleSoft Expenses copy the expense type for the entire date range. If you do not select to include weekends, PeopleSoft Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays. If you do not select to include holidays, PeopleSoft Expenses checks the holiday calendar for the employee's business unit. PeopleSoft Expenses does not copy expense lines for days that the calendar designates as holidays.

Date Range	Select a date range for PeopleSoft Expenses to use to add expense lines to the travel authorization.
One Day or All Days	Select to specify whether one instance of the expense type should be added to the travel authorization or whether one for each day in the date range should be added for that particular expense type.
Continue	Click to return to the travel authorization, where the selected expense items appear.
Return to Authorization Entry	Click to return to the Travel Authorization Entry page without adding expense lines. If you selected any expense items, PeopleSoft Expenses does not add them to the travel authorization.