Entering Travel Authorization Information and Detail Expense Lines

Page Name

Definition Name

Usage

Create Travel Authorization Page

EX_TAUTH_ENTRY

Create a new travel authorization request.

Missing or Invalid Project Defaults Page

TE_PROJ_ERR_SEC

View error messaging that indicates the employee's profile contains invalid project defaults.

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.

Travel Authorization Project Summary Page

TE_PROJ_SUMMARY_TA

View project ChartFields.

Warning for Copying Expense Lines Page

TE_COPY_CONFIRM

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 Page

TE_DELETE_CONFIRM

Delete one or more expense detail lines on a travel authorization.

Save Confirmation Page

TE_SAVE_CONFIRM

PeopleSoft Expenses indicates that it successfully saved the travel authorization and indicates whether the travel authorization has missing or invalid information.

Create Travel Authorization (summary) Page

EX_TAUTH_SUBMIT

View a summary for all the expense lines of the travel authorization.

Submit Confirmation Page

TE_SUBMIT_CONFIRM

PeopleSoft Expenses indicates that it successfully saved and submitted the travel authorization.

Travel Authorization Page

TE_TAUTH_RPT

Open a new browser to preview and print a printable version of the travel authorization.

Use the Create Travel Authorization page (EX_TAUTH_ENTRY) to create a new travel authorization request.

Navigation:

  • Employee Self-Service > Employee Travel and Expense Center > Travel Authorization > Create a Travel Authorization (if user default is set to Open a Blank Authorization).

  • Travel and Expenses > Travel and Expense Center > Travel Authorization > Create/Modify

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

 Create Travel Authorization page

Field or Control

Description

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.

Home

Select to return to the Travel and Expense Center.

Summary and Submit

Save the travel authorization and submit it for approval. When you click the Summary and Submit link, 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 details where you can make corrections.

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

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 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.

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.

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.

Description

Enter a description to identify the travel authorization.

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.

Date From Date To

Enter a beginning date and end date for the travel authorization.

Attachments

Select to view or add attachments.

Transaction Line Details

Depending on the Expense type that you select, more details and relevant fields are displayed.

Field or Control

Description

Projected Expenses

Click the Embedded Help icon to open up a secondary window with information about this page or section.

Expand All / Collapse All

Click the Expand Lines link to open the transaction lines. To close any open transaction lines, click the Collapse Lines link.

Add: Quick Fill

Select to access the Quick Fill Page and select expense types to add to the travel authorization.

Totals

Displays the total line numbers and the total authorized amount in base currency.

Actions

This field changes to Actions drop down list when you enter authorized lines. Before you enter any authorized lines, this is the Quick Start field.

The Actions drop down list has the following options:

  • Copy Authorization Lines: Click to access the Copy Authorization Lines page to copy expense lines

    See Create Travel Authorization - Copy Selected Expenses Page.

  • Create Cash Advance: Select to access the Create Cash Advance Report page in a new page and create a cash advance with the travel authorization request.

    See Creating and Modifying Cash Advances.

  • Default Accounting: 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.

  • 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.

  • 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.

Field or Control

Description

Missing or invalid information was found

Click the Missing or invalid information was found icon to 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.

Date

Select the beginning date for the expense type.

Expense Type

Select an expense type to add an expense item.

Description

Enter a description of the expense type.

Payment Type

Select how you will pay for the expense item.

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.

Currency

Displays the currency that is associated with the expense transaction amount.

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.

Use the Create Travel Authorization (summary) page (EX_TAUTH_SUBMIT) to view a summary for all expense lines of the travel authorization.

Navigation:

Click the Summary and Submit link on the Create Travel Authorization page.

This example illustrates the fields and controls on the Create Travel Authorization (summary) page. You can find definitions for the fields and controls later on this page.

 Create Travel Authorization (summary) page

Field or Control

Description

Travel Authorization Details

Click the Travel Authorization Details link to go back to the Create Travel Authorization entry page.

Totals

Use the Embedded Help icon to view a description of all total fields.

View Printable Version

Click the View Printable Version link to access a printable version of the travel authorization request.

Notes

Click the Notes link to access the travel authorization notes page.

Attachments

Click the Attachment link to access the travel authorization Attachments page where you can add, delete, or view attachments.

(Check box)

Select the check box to indicate that you agree with the certification statement. After you select this check box, the Submit Travel Authorization button becomes active.

Click to submit the travel authorization for approval.

Note: A travel authorization can be withdrawn after it has been submitted. Select the Withdraw button to withdraw the submitted travel authorization.

If you choose to withdraw the submitted travel authorization, the travel authorization status reverts to Pending status. If the travel authorization was already budget checked, it’s encumbrances would be liquidate in the commitment control ledgers.

After you submit the travel authorization, the Submit and Summary page displays an approval chain to track the approval status.