Travel Advance Feature

If you receive a cash advance before you incur expenses, you can have the system automatically deduct the amount that you received from the reimbursement amount by specifying the amount of the cash advance in the Advance field when you enter an expense report. When the expense report is processed for reimbursement, the system generates two vouchers:

• A voucher that corresponds to the reimbursement amount on the expense report.

• A negative voucher that corresponds to the amount specified in the Advance field.

When the payment is processed, the system adds the two vouchers to produce the correct reimbursement amount.

Use the travel advance feature:

• To display the Advance field on the expense report entry form, you must select the Travel Advance option in the group profile.

• You cannot initiate a cash advance from the JD Edwards EnterpriseOne Expense Management system; you use the feature to account for an advance that you already received.

• You use the travel advance feature only when the advance you received was processed outside of the JD Edwards EnterpriseOne Accounts Payable or the JD Edwards EnterpriseOne Payroll system. For example, you might have received the advance from petty cash or as a handwritten check.

  You do not use the travel advance feature if the cash advance that you received was processed through the JD Edwards EnterpriseOne Accounts Payable system as a prepayment voucher or through the JD Edwards EnterpriseOne Payroll system as an interim check. Because both of these systems create the records necessary to account for a cash advance, using the travel advance feature in the JD Edwards EnterpriseOne Expense Management system causes the cash advance to be subtracted twice from the reimbursement amount.

  For example, if you receive a cash advance for 500 USD that was processed through the JD Edwards EnterpriseOne Accounts Payable system as a prepayment voucher, then the system has already generated two vouchers:

• One for 500 USD to process the cash advance

• One for –500 USD to account for the cash advance

  When you submit the expense report for reimbursement, the system produces a voucher for the amount of the reimbursement. When the reimbursement voucher is processed for payment, the system includes the outstanding negative voucher so that the amount advanced is paid back.

  If you had additionally specified 500 USD as an advance amount when you entered the expense report, the system would have produced an additional voucher for –500 USD, and a total of 1000 USD would have been subtracted from the reimbursement amount.

• Only employees who are reimbursed through the JD Edwards EnterpriseOne Accounts Payable system can use the travel advance feature (reimbursement methods 3, 4, and 5).

  You cannot use the travel advance feature if you are reimbursed through the JD Edwards EnterpriseOne Payroll system, because it cannot produce a negative time card entry.