Creating
a travel authorization completed by the traveler’s assigned proxy. A travel authorization goes through approval
processes based on the travelers HR Supervisor and department manager.
A
travel authorization is optional and it is only required when a traveler
requires a Cash Advance.
Create Travel Authorization:
Travel Expense Center, Create
Travel Authorization
Quick Start: A creation method for your travel
authorization. A Blank Authorization is
defaulted.
Description: A
description to identify the travel authorization. This field is 32 characters in length.
Comment: Additional
information about the travel authorization.
Business Purpose: A
business purposes is required to be selected from the drop down menu.
Default Location: The
location(s) of the traveler’s destination.
Date From and Date To: The
beginning and end dates of trip.
Accounting Defaults: The
accounting default of traveler.
More Options: From the
drop down menu select “Create Cash Advance”
Go Button: In a new window a Create Cash Advance
Report page will display. The
description and business purpose will populate from the travel authorization.
Create Cash Advance Report:
Description: This field
should populate from the travel authorization.
The description identifies the cash advance.
Business Purpose: This
field should populate from the travel authorization. A business purposes is required to be
selected from the drop down menu.
Comment: Additional
information about the cash advance.
Reference: Additional
reference information about the cash advance.
Create Cash Advance Report - Details:
Source: The method of
payment to the employee for the cash advance.
Description: The
description identifies the purpose of the cash advance.
Amount: Amount you are
requesting for the cash advance.
Details:
Expense Type: A drop down menu of travel and non-travel
expense types
Date: Date when the transaction began or occurred.
Amount: The
estimated amount of out of pocket expense.
Expenses disable this field on this page if you selected the expense
type Lodging or Mileage. You must click the *Detail link to go to the
Authorization Detail for [expense type] page to enter a daily or nightly amount
in conjunction with the number of days or nights. The system then displays the
total amount of the expense transaction in the Amount field.
Currency: This field is defaulted. Not necessary to change.
Payment Type: This field
is defaulted. Not necessary to change.
Billing Type: A drop down menu of travel and
non-travel billing types.
Authorization Detail for Expense Type (*Details
Lodging):
Authorization Detail for Expense Type (*Details
Mileage):
Date: Enter the
beginning date for the expense type.
Payment Type: This
field is defaulted. Not necessary to
change.
Billing Type: If a
Billing Type is selected on the Details page.
It will be inferred. If not, a
drop down menu of travel and non-travel billing types.
Lodging - Number of Nights:
Enter number of nights.
Mileage – Miles: Total reimbursable
miles.
Location: This field is
defaulted. Not necessary to change.
Description: Whenselecting
Expense Type “Lodging” enter Hotel name.
When selecting Expense Type Mileage enter departure and arrival
destination.
Check For Errors Button: Checks
the expense transaction lines for missing or invalid information. The Check For Errors button can be completed
on the Details page or the Travel Authorization page.
A red
flag will appear missing or invalid information was found. 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.
View Cash Advance Report:
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