Creating Travel Authorizations Using PeopleSoft Fluid

Page Name

Definition Name

Usage

Travel Authorization Search Page

EX_TAUTH_SRCH_FL

View existing and add new travel authorizations.

Travel Authorization Page (add)

EX_TAUTH_FL (laptops and tablets)

EX_TAUTH_PHONE_FL (smart phone)

EX_TA_LINE_FL (smart phone and tablet line detail)

Add, edit, or view travel authorization information.

Populate from Template Page

EX_TEMP_SELECT_SCF

Select a template from which to populate the travel authorization with predefined expense types.

Dates and Expense Types Page

EX_TEMPLATE2_SBP

Determine a date rage for which you want to add expense types, and whether you want selected expense types to be added for one day or all days within your date range.

Quick-Fill Page

EX_ER_QKFILL_SCF

Select expense types that you want to add to the travel authorization.

Travel Authorization Page (Submitted)

EX_TAUTH_FL (laptops and tablets)

Withdraw a submitted travel authorization.

Travel Authorization Defaults Page

EX_TAUTH_SPLIT_SCF

View or enter accounting defaults.

Travel Authorization Distribution - Accounting Details Page

EX_TAUTH_DISTF_SCF

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

Non-Preferred Merchant Comment Page

EX_TA_PMERCMNT_SCF

Enter or update information about non-preferred merchants.

Amount Exceeded Comment Page

EX_TA_LOCAMT_SCF

Enter a comment if you exceed your authorized location amount.

The Travel Authorization tile can be placed on any homepage and alerts you to the total number of requests that have not been submitted.

This example illustrates the Travel Authorizations Tile.

 Travel Authorization Tile

Use the Travel Authorization Search (EX_TAUTH_SRCH_FL) page to view existing and add new travel authorizations.

Navigation:

Select the Travel Authorization tile.

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

 Travel Authorization Search

Field or Control

Description

<Employee Name>: Related Actions

Select to access related actions for the employee. Options include:

  • Change Employee: Select to access the Employee Search page where you can select another employee and create a Travel Authorizations on behalf of the other employee.

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

    Select an employee for whom you want to create or view travel authorizations. The Travel Authorizations Search page displays all the data for the employee you have selected.

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

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

  • User Defaults: Select to view or update user defaults. For more information, see Maintaining User Defaults

Returned, Denied, Pending, Submitted, Approved, or View All

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

Add Travel Authorization

Select to create a new travel authorization.

Related Actions (Related Actions icon)

Select to display actions for the selected status. These actions are available for each status:

  • Returned: Delete Travel Authorization and Send Notification

  • Denied: Delete Travel Authorization and Send Notification

  • Pending: Delete Travel Authorization and Send Notification

  • Submitted: Send Notification

  • Approved: Copy To Expense Report, Cancel Travel Authorization, and Send Notification.

  • Cancel Travel Authorization is only available for unutilized Travel Authorizations.

You can also perform these actions based on the status of the travel authorization:

  • Delete Travel Authorization is only available for travel authorizations that are in a pending status.

  • Send Notification accesses the Send Email page (EX_EML_NOTIFY_SCF) to send e-mail notifications to approvers.

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

  • Copy to Expense Report allows you to copy approved travel authorization information into a new expense report.

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

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

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

Select a travel authorization row or the right arrow icon to access the detail, where you can modify or view the travel authorization.

Associating a Travel Authorization to an Expense Report

You can associate a travel authorization to an expense report as long as the travel authorization is in an Approved status. You must be in the expense report to associate a travel authorization to an expense report. This process links the travel authorization to an expense report without copying the travel authorization data into the expense report.

For more information, see Associating Travel Authorizations to Expense Reports in PeopleSoft Fluid

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

Navigation:

From the Travel Authorization Search page, select the Add Travel Authorization button.

This example illustrates the fields and controls on the Travel Authorization Page when adding a new travel authorization.

Travel Authorization (add)

Header

Depending on the type of device you are using, the header displays these fields for the travel authorization: When viewing on a smartphone, this section can be expanded or collapsed.

Field or Control

Description

Business Purpose

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

Billing Type

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

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

Create A Cash Advance

Select to access the Create Cash Advance page. See Create/Modify Cash Advance Page.

Approvals

Select to access the Approval Status window.

This button only appears after you have Submitted a travel authorization at least one time. For example, you can submit a travel authorization and then withdraw it. When this occurs, the travel authorization is in Pending status and it has already entered the approval queue. This is when the Approvals button appears when the TA is in Pending status.

Details

Field or Control

Description

Accounting Default (button)

Select to access the Travel Authorization Defaults Page.

Populate from Travel Authorization

Select to access the Select Travel Authorization window where you can select an existing Travel Authorization.

Populate from Template

Select to access the Populate from Template Page.

Note: All required fields in the header must be completed before selecting this button.

Quick-Fill

Select to access the Quick-Fill Page.

Expense Type

Displays the active expense types that are determined on the Travel Authorization Fluid Expense Type Page.

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

Merchant

Select one of these options:

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

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

  • An existing/preferred merchant.

Preferred merchants are set up using the Preferred Merchant Page.

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

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

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

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

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

Accounting Detail IconAccounting Detail

Click to access the Travel Authorization Distribution - Accounting Details Page.

Details (button)

Select to view the Line Detail window where you can enter the date, payment type, billing type, number of nights, and start and end times.

Note: When you enter the number of nights in Fluid, the system does not calculate or adjust the amount.

Saving a Travel Authorization

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

Submitting a Travel Authorization

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

Accounting Distributions

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

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

Use the Populate From Template page (EX_TEMP_SELECT_SCF) to select a public or user template to populate the document with predefined expense types.

Navigation:

From the Travel Authorization Page (add), select the Populate from Template button.

This example illustrates the fields and controls on the Populate from Template page.

Populate From Template

The templates displayed on this page are configured using the Public Templates Page and the User Template Page.

Field or Control

Description

Select

Select to access the Dates and Expense Types Page.

Use the Dates and Expense Types page (EX_TEMPLATE2_SBP) to determine a date rage for which you want to add expense types, and whether you want selected expense types to be added for one day or all days within your date range.

Navigation:

From the Populate from Template Page, select the Select button.

This example illustrates the fields and controls on the Dates and Expense Types page.

Dates and Expense Types

Field or Control

Description

From and To

Enter a date that the system uses to populate the selected expense types into your travel authorization. If you do not enter a date, the system automatically populates these fields with the current date.

Delete all existing lines

Select Yes to remove the existing expense types from the travel authorization. This clears any default expense types that may have come from another template and allows you to populate only the expense types selected on this page.

One Day or All Days

Specify whether one instance of the expense type should be addedto the travel authorization or whether one for each day in the date range should be added for thatparticular expense type.

Select one of these options. If you try to select Yes for One Day and for All Days, the system changes to other option to No.

  • One Day - Select to add one transaction line of the expense type to the travel authorization. The system uses the From date as the transaction date for the line.

  • All Days - Select to populate the travel authorization with the expense type for all days in the date range.

Use the Quick-Fill Page (EX_ER_QKFILL_SCF) to select expense types that you want to add to the travel authorization.

Navigation:

From the Travel Authorization Page (add) page, select the Quick-Fill button.

This example illustrates the fields and controls on the Quick-Fill page.

 Quick Fill

The expense types that appear on this page are determined by the user role and expense type mapping set up on the Expense Role Options – Expense Types Page.

Use the One Day and All Days check boxes to determine whether you want to add one instance of the expense type, or add that expense type for each day within the date range specified in the Date From and Date To fields.

Use the Travel Authorization page (EX_TAUTH_FL) to withdraw a submitted travel authorization.

Navigation:

From the Travel Authorization Search page, select Submitted from the left menu and then the View Details button.

This example illustrates the fields and controls on the Travel Authorization page when a travel authorization has been submitted.

 Travel Authorization (Submitted)

Field or Control

Description

Withdraw

Select to withdraw the travel authorization from the approval chain. When you select this button, the system changes the status to Pending and the travel authorization is removed from the approvers queue.

Total Authorized

Displays the amount of Prepaid and Reimbursable rows.

Less Non-Approved

Displays the amount of Nonreimbursable and Denied rows.

Use the Travel Authorization Defaults page (EX_TAUTH_SPLIT_SCF) to view or enter accounting defaults.

Navigation:

Select the Accounting Default button on the Travel Authorization page.

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

 Travel Authorization Defaults

This example illustrates the fields and controls on the Travel Authorization Defaults - Accounting Details (SFF).

Travel Authorization Defaults - Accounting Details (SFF)

Field or Control

Description

Accounting Tag Change Value

Select this button to access the Accounting Tag Page.

This button is only available when Expenses is selected on the Accounting Tag Registration Page.

For more information about Accounting Tags, see Setting Up Accounting Tags

To add a new default split line, select the + button. To delete a split line, select the – button. To cancel and delete any new entries, select the Cancel button. To save the new entries, select the Done button.

Travel Authorization Defaults Summary Page (Small Form Factor)

This example illustrates the fields and controls on the Travel Authorization Defaults - Accounting Summary (SFF).

Travel Authorization Defaults (SFF)

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

Select a line from the summary page to access the Travel Authorization Defaults - Account Details page. When you view a submitted or approved report, the fields are display-only.

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

Navigation:

Click the Accounting Detail icon from the Travel Authorization page.

This example illustrates the fields and controls on the Travel Authorization Distribution - Accounting Detailspage.

 Travel Authorization Distribution

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

Field or Control

Description

Accounting Tag Change Value

Select this button to access the Accounting Tag Page. This button is only available when Expenses is selected on the Accounting Tag Registration Page.

For more information about Accounting Tags, see Setting Up Accounting Tags

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

Travel Authorization Distribution - Accounting Summary Page (Small Form Factor)

Navigation:

Select an Expense line, and then select Accounting Detail on the Travel Authorization page.

This example illustrates the fields and controls on the Travel Authorization Distribution - Accounting Summary (SFF).

Travel Authorization Distribution - Accounting Summary (SFF)

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

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

Navigation:

Fluid Home > Employee Self Service > Travel Authorizations. Click the Add Travel Authorization button. Select -Non-Preferred Merchant: in the Merchant drop down list box.

Field or Control

Description

Non-Preferred Merchant

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

Non-Preferred Justification

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

  • A user-defined non-preferred justification.

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

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

Other

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