5Travel Authorization

This chapter contains the following:

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's 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.

  • View transaction file upload details.

  • 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, number of valid transactions, 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.

View Transactions File Upload Details

The Transaction Upload Results tab doesn't display details of the uploaded transaction files. However, you may need these details to review or rerun the process if something failed. You can find this information on the View File Status page. To view this page, from the Tasks panel tab click the View File Status link.

On the View File Status page, you can search for a transaction file based on parameters, such as process ID, status, corporate card program, and so on. You can search for files that were uploaded up to 6 months earlier. From the searched results, you can check the status of the transaction file, review the other transaction details, and take appropriate 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.

In this example, you request a spend authorization for an upcoming trip. After you return from the trip, you will create an expense report and attach the approved spend authorization lines to their respective expense items in the report.

This topic show you how to:

  • Create a spend authorization.

  • Approve the spend authorization.

  • Create an expense report and attach authorization lines.

  • Submit the expense report.

Create a Spend Authorization

To create a spend authorization, complete these steps:

  1. Sign in as an employee.

  2. Click the House icon

  3. On the Home page, click Me > Expenses > Travel and Expenses work area.

  4. In the Travel and Expenses work area, click the Actions menu.

  5. Select the Request Authorization option.

  6. On the Request Authorization page in the Purpose field, enter Oracle Open World.

  7. From the Expense Location choice list, search and select United States.

  8. From the State Date field, enter a date one month from today's date.

  9. From the End Date field, enter a date that is four days after the Start Date.

  10. Click the Create icon near the Estimated Expenses section.

  11. On the Estimate Expense page from the Template choice list, select Travel.

  12. From the Type choice list, select Airfare.

  13. From the Amount choice list, select USD.

  14. In the field near the Amount choice list, enter 650.00.

  15. In the Description field, enter Airfare to Oracle Open Word.

  16. Click Save and Create Another.

  17. On the Estimate Expense page from the Template choice list, select Travel.

  18. From the Type choice list, select Meals.

  19. From the Amount choice list, select USD.

  20. In the field near the Amount field, enter 375.00.

  21. In the Description field, enter Meals at Oracle Open World.

  22. Click Save and Create Another.

  23. On the Estimate Expense page from the Template choice list, select Travel.

  24. From the Type choice list, select Hotel.

  25. From the Amount choice list, select USD.

  26. In the field near the Amount choice list, enter 800.00.

  27. In the Description field, enter Accommodations at Oracle Open World.

  28. Click Save and Close.

  29. On the Authorization page, click Submit.

Approve the Spend Authorization

To approve the spend authorization as the manager, complete these steps:
  1. Sign out as an employee.

  2. Sign in as a manager.

  3. On the springboard, click the Bell icon.

  4. From the Notifications choice list, select Pending Notifications.

  5. Locate the spend authorization you just created and click the Action Required: Authorization Approval link.

  6. On the approval form for the spend authorization, click Approve.

  7. In the Approve dialog box, enter the following in the Comment field: I approve this spend authorization request for the trip to Oracle Open World.

  8. Click Submit.

  9. Click Approve.

  10. Sign out as a manager.

  11. Sign in as an employee.

  12. In the Travel and Expenses work area, click the Authorizations infotile.

  13. Click the Approved link on the Authorizations infotile.

Create an Expense Report and Attach Authorization Lines

To create the expense report and attach authorization lines to the expense items, complete these steps:
  1. In the Travel and Expenses work area, click the Expense Reports infotile.

  2. Click the Create icon.

  3. On the Create Expense Report page in the Purpose field, enter Attended Oracle Open World.

  4. Click Save.

  5. Click Create Item near the Expense Items section.

  6. On the Create Expense Item page from the Template choice list, select Travel.

  7. From the Type choice list, select Airfare.

  8. From the Expense Location choice list, search and select United States.

  9. Click OK.

  10. From the Amount choice list, select USD.

  11. In the field near the Amount choice list, enter 650.00.

  12. In the Description field, enter Airfare to Oracle Open World.

  13. Click the Attach icon near Authorization.

  14. In the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

  15. Select the Airfare authorization line.

  16. Click the OK.

  17. On the Create Expense Item page, click Create Another.

  18. On the Create Expense Item page from the Template choice list, select Travel.

  19. From the Type choice list, select Meals.

  20. From the Expense Location choice list, search and select United States.

  21. From the Amount choice list, select USD.

  22. In the field near the Amount choice list, enter 110.00.

  23. In the Description field, enter Meals at Oracle Open World.

  24. Click the Attach icon near Authorization.

  25. In the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

  26. Select the Meals authorization line.

  27. Click OK.

  28. On the Create Expense Item page, click Create Another.

  29. On the Create Expense Item page from the Template choice list, select Travel.

  30. From the Type choice list, select Hotel.

  31. From the Expense Location choice list, select United States.

  32. From the Amount choice list, select USD.

  33. In the field near the Amount choice list, enter 800.00.

  34. In the Description field, enter Hotel stay at Oracle Open World.

  35. In the Itemization section, enter these values:

    Field Name Entry

    Type choice list

    Room Charge

    Daily Amount

    200.00

    Days

    4

    Amount

    800.00

  36. In the Itemization section, click the Attachment icon near Authorization.

  37. On the Select Estimated Expense dialog box from the Authorization choice list, select the authorization you created.

  38. Select the Hotel authorization line.

  39. Click OK.

  40. Click Save and Close.

Submit the Expense Report

  1. On the Expense Report page, select the I have read and accept the corporate travel and expense policies check box.

  2. Click Submit.

  3. In the warning that indicates one or more required imaged receipts are not attached, click Yes.

Sometimes, after you submit expense reports for a spend authorization there may be some remaining funds that are no longer needed. You need to release unused funds so that they can be utilized for other expenses.

To release unused funds, you need to close the spend authorization.

Close Spend Authorizations

Here are the steps to close a spend authorization:

  1. On the Authorizations page, select the spend authorization you want to close.

  2. Select Close from the Actions menu.

  3. Click OK.

The spend authorization is closed if it meets these criteria:

  • It passes budgetary control validation.

  • It isn't associated to any outstanding transaction. So, any associated expense reports must not be in any of these statuses:

    • Ready for payment processing

    • Awaiting receipts

    • Hold pending receipts

    • Rejected by individual

    • Invoice canceled

    • Rejected

    • Pending expense auditor approval

    • Pending individual approval

    • Pending individual response

    • Pending manager approval

    • Manager requested more information

    • Returned

    • Saved

    • Submitted

    • Withdrawn

Here is what happens when a spend authorization is successfully closed:

  • Unused funds are released.

  • Spend authorization status is updated to Closed.

  • The Authorizations page is updated to display the closed amount and the amount previously applied to expense reports in the status line.

After a spend authorizations is closed, new expense items can't be associated to the spend authorization.