The HRM Travel Payments (HRMTP) page is used to record travel payments (advances, expense reimbursements, and advance repayments) that will be/has been made from a third-party payroll system, reading data from Advantage HRM. Payments of travel events is not currently supported as part of the Advantage Labor Distribution and Payroll functions. It can also be used to see the status of an employee’s travel payment requests and when that payment will be/was made. This page is automatically updated when a Travel Advance (TRADV), Travel Expense Report (TRER), or Travel Advance Repayment (TRADVR) transaction is submitted to Final, but only if the Payment System is HRM. The Accounting line in the transaction will trigger one record to be created in the HRM Travel Payments table. The exceptions are if the accounting line is recording an advance liquidation or if the accounting line is modified on subsequent versions of the Travel transaction and the previously created HRMTP record has already been processed. In both cases, the system creates two HRMTP records instead. The records can be sorted by the following columns: Traveler ID, Line Amount, Scheduled Payment Date, and Processed flag.
The Calculate Total action allows authorized user to sum all rows returned from a Search action. This action is useful as there can be multiple records created by the same transaction and because the advance liquidations will be negative and there can be a number of other negative amounts (that is, if an accounting line had been modified in later transaction versions or if there is an advance repayment).
The Calculate Total action cannot be taken until a search is performed to narrow down the records. This is needed to prevent calculations for a large numbers of records. The user must first perform a search with one of the following:
Traveler ID
Scheduled Payment Date
Transaction Code, Transaction Dept, and Transaction ID
Payment Transaction Code, Payment Transaction Dept, and Payment Transaction ID
If the HRMTP record is already processed by HRM, the following rules apply to the source Travel transaction:
Cancellation – This action is not allowed, and will issue an error.
Modified Accounting Line – This action is allowed, and there is no update to the existing HRMTP record that has the Processed flag checked. However, two new HRMTP records will be added -- one that reverses the previous accounting line (with a negative Line Amount and the old COAs), and another for the modified accounting line (with a new Line Amount and new COAs).
Unmodified Accounting Line – This action is allowed, but there is no update to the existing HRMTP records.
New Accounting Line – This action is allowed, and will add a standard new HRMTP record.
If the HRMTP Record is not yet processed by HRM, the following rules apply to the source Travel transaction:
Cancellation – This action is allowed, and will cause the existing HRMTP record(s) to be deleted.
Modified Accounting Line – This action is allowed and will cause the existing HRMTP records to be deleted. A standard new HRMTP record will be added, however, if the Line Amount <> $0.00.
Unmodified Accounting Line – This action is allowed, but there is no update to the existing HRMTP records.
New Accounting Line – This action is allowed, and will add a standard new HRMTP record.