Rolling Over Travel Authorization Encumbrances to a New Budget Period

Page Name

Definition Name

Usage

Rollover Travel Authorization Page

EX_BGTCHK_TAUTH

Select travel authorizations to roll encumbrances over to a new budget period.

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

The travel authorization rollover process:

  1. Cleans up of existing unused travel authorizations.

    PeopleSoft Expenses enables you to cancel and close out existing encumbrances from travel authorizations that you do not want rolled forward:

    • Employees can cancel travel authorizations after they have been approved but not copied into an expense report.

      See Canceling Approved Travel Authorizations.

    • Employees can delete their own travel authorizations if they are in a pending or denied status. In this case, either budget checking has not been performed or budget checking had been performed and reversed when the travel authorization was denied by an approver.

      See Deleting Travel Authorizations.

    • Managers and auditors can cancel travel authorizations, providing that they have not been applied to an expense report. If the travel authorization has been budget checked, the system will liquidate the encumbrances.

  2. Liquidates existing encumbrances.

    After managers and employees have canceled, closed, or deleted any unnecessary travel authorizations, the budget analyst can access the Rollover Travel Authorization page and select the travel authorizations to roll over. PeopleSoft Expenses:

    • Sets the budget header status to N (not checked) so that the Budget Processor Application Engine process picks up the transactions.

    • Sets the budget line status to N (not checked).

    • Sets the Rollover Status fields to P (progress).

    • Sets the commitment control close flag to Y so that the system reverses the encumbrance and closes it with an audit trail that reflects the reversal.

    • Calls the Budget Processor Application Engine.

  3. Creates new encumbrance in the new budget period.

    PeopleSoft Expenses:

    • Creates new encumbrances in the new period for travel authorizations with budget header status set to V, rollover status set to P, and the commitment control close flag to Y.

    • Sets the budget header status to N so that the Budget Processor will pick up the transaction.

    • Sets the budget line status to N.

    • Sets the accounting date to the value that you entered.

      If you selected the Change Budget Date To check box, you can enter a budget date. If this check box is not selected, the system uses the accounting date to set the budget date.

    • Sets the Rollover Status field to C.

    • Calls the Budget Processor Application Engine process.

      If any errors occur during the Budget Processor process, you can resolve the problems and run the Budget Processor process again. The new encumbrances will get booked appropriately because the accounting dates and flags were changed when you initially ran the process.

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

Use the Rollover Travel Authorization page (EX_BGTCHK_TAUTH) to select travel authorizations to roll encumbrances over to a new budget period.

Navigation:

Travel and Expenses > Manage Accounting > Rollover Travel Authorization

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

 Rollover Travel Authorization page

Process Parameters

Field or Control

Description

Reverse Current Period

Select to reverse out encumbrances from the prior period.

Roll to New Period

Select to re-encumber funds in a new period. If this option is selected, PeopleSoft Expenses displays the Change Accounting Date To and Change Budget Date To fields.

Business Unit Selection

Field or Control

Description

Description

Enter a description of the defined set of parameters.

Business Unit

Select a valid business unit.

Note: PeopleSoft Expenses lists all general ledger business units, not just the business units enabled for commitment control. This ensures that PeopleSoft Expenses retrieves all eligible travel authorizations, even when the general ledger business unit on the header record is not enabled for commitment control but the business unit on the associated distribution record is enabled.

Search

Click to retrieve transactions based on the criteria specified. If you do not enter any criteria, PeopleSoft Expenses retrieves and displays all eligible transactions.

Include Previously Processed Transactions

Select to include transactions that were previously processed for rollover.

Select Option

Select All to retrieve all eligible travel authorizations. Select Some to select by business unit, department, or date criteria.

From Department and To

Enter a value as criteria to select travel authorizations. The system retrieves all travel authorizations with department numbers that fall within the specified range in the criteria. If you leave these fields blank, the system retrieves all departments.

Select a specific department by entering a department ID in the From Department field and leaving the To field blank.

Note: The system searches on the employee's department ID as of the time you run the process, not the distribution department.

Date From and To

Enter a value as criteria to select travel authorizations. The system retrieves all travel authorizations with dates that fall within the dates specified in the criteria.

Change Accounting Date To

Enter a new accounting date to roll travel authorizations to. PeopleSoft Expenses displays this field only if you selected Roll to a New Period and populates the field with the system date by default. The Budget Processor process validates the accounting date against the general ledger open period. If the new fiscal year is not open, the system prevents you from rolling over the travel authorizations to the new period.

Warning! PeopleSoft Expenses does not validate the date that you enter other than to ensure that the period is open. If you enter an incorrect date and run the Budget Processor process, you must run the process to reverse the entries.

Change Budget Date To

Select to enable the date field, where you can enter a new budget date. PeopleSoft Expenses displays this field only if you selected Roll to a New Period and populates the budget date field with the accounting date by default. The system applies the budget date that you entered to the distribution lines for all the travel authorizations selected for the business unit. If this option is not selected, the budget date on the distribution record is unchanged.

Travel Authorization List - Transaction Tab

Field or Control

Description

Select

Select individual travel authorizations to process.

Name

Displays the name of the person who requested the travel authorization.

EmplID (employee ID)

Displays the employee ID of the person who requested the travel authorization.

Travel Auth Description (travel authorization description)

Displays the description of the trip for the travel authorization. Click the link to access the travel authorization inquiry page and view information about the travel authorization.

Travel Auth ID (travel authorization ID)

Displays the travel authorization ID number. Click the link to access the travel authorization inquiry page and view information about the travel authorization.

Department

Displays the employee's department ID.

Status

Displays the current status of the travel authorization.

Date From and Date To

Displays the beginning and ending dates of the trip.

Travel Authorization List - Details Tab

Field or Control

Description

Amount

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