5Travel Authorization

This chapter contains the following:

Travel Card Processing

Travel cards, also known as centrally-billed travel cards, business travel accounts, or ghost cards, are used by companies to centrally charge high value travel expenses, such as airfare, accommodations, and car rental. The travel card account allows corporate employees to purchase travel expenses using a single card account, rather than each employee using individual corporate cards. A centrally-billed card is a single card number that is assigned to an entire company or to a specific business unit.

Your company can realize the following benefits from using a travel card account:

  • Greater visibility into total trip cost

  • Accurate travel expense allocation

  • On time payment to card issuers

  • Integration with American Express

  • Cost savings

Processing travel cards includes the following actions:

  • Schedule the Upload Corporate Card Transactions process.

  • View upload results.

  • Schedule the Create Corporate Card Issuer Payment Requests process.

  • View payment requests results.

Schedule the Upload Corporate Card Transactions Process

The Upload Corporate Card Transactions process uploads and validates corporate card or travel card transactions from a card issuer.

To schedule the Upload Corporate Card Transactions process, navigate to: Navigator > Expenses > Corporate Cards link > Tasks link > Upload Corporate Card Transactions link > Upload Corporate Card Transactions page.

The following table contains the parameters that you must select on the Upload Corporate Card Transactions page to schedule the Upload Corporate Card Transactions process.

Parameters Option

Process Type

Upload and validate

Corporate Card Program

Applicable travel card

Account Type choice list

Centrally-billed card

View Upload Results

View upload results in the Corporate Cards work area on the Transactions Upload Results tab. The upload results display the status of the process, output, and any invalid transaction errors. You can click the View Output icon and the link for the number of invalid transactions to review details and take corrective action.

Schedule the Create Corporate Card Issuer Payment Requests Process

The Create Corporate Card Issuer Payment Requests process creates invoices for subsequent payment to corporate card or travel card issuers.

To schedule the Create Corporate Card Issuer Payment Requests process, navigate to: Navigator > Expenses > Corporate Cards link > Tasks link > Create Corporate Card Issuer Payment Requests link > Create Corporate Card Issuer Payment Requests page.

The following table contains the parameters that you must select on the Create Corporate Card Issuer Payment Requests page to schedule the Create Corporate Card Issuer Payment Requests process.

Parameters Option

Corporate Card Program

Travel card

Account Type choice list

Centrally-billed card

View Payment Requests Results

View payment requests results in the Corporate Cards work area on the Card Issuer Payment Requests tab. The payment requests results display the status of the process, as well as output. You can click the View Output icon to review details and take corrective action.

A spend authorization is a request by an employee for approval of estimated expenses for a future activity. A spend authorization request proceeds through the following process, which the employee initiates:

  • Employee submits a spend authorization request

  • Manager approves the spend authorization request

  • Employee submits an expense report

Employee Submits a Spend Authorization Request

The process for a spend authorization begins when an employee requests authorization for future expenses. The employee completes the Request Authorization page by clicking the Authorizations infotile on the Oracle Expenses work area. Expenses tracks all requests by an employee for authorization of future expenses.

Manager Approves the Spend Authorization Request

The employee submits the spend authorization request to his manager for approval. If the manager rejects the request or requests more information, Expenses returns the request to the employee who takes appropriate action.

Employee Submits an Expense Report

After incurring business expenses, the employee creates and submits an expense report to his manager for approval. When an approved spend authorization request exists, the employer may require the employee to attach it to the expense report at either the expense report header or at the lines.

Attaching the spend authorization to the expense report allows managers and expense auditors to compare approved estimated expenses against incurred expenses. If budgetary control is enabled, the employee may be alerted when he makes expense report entries that are contrary to a previous authorization. Such violations are visible to the manager and the expense auditor.