TRVL Transaction Type

The Travel Advance (TRADV) transaction allows you to request an advance for travel-related expenses. Once approved, the transaction will either create a request in Disbursement Request (DISRQ) if the Payment System is Financial or a record in HRM Travel Payments (HRMTP) if the Payment System is HRM in order for a payment to be made to the traveler via a third-party payroll system. The amounts allowed in the TRADV are dependent on the specified destination, the type of expense incurred, and/or the applicable travel policy. Validations within this transaction are performed against the Travel Administration table, Expense Type table, various travel policy tables, Travel Per Diem table, and M&IE Breakdown table. This transaction is an optional step in the travel business process (that is, the traveler may not have any expected out of pocket expenses). The transaction can be either created manually in Advantage Financial or automatically from the referenced Travel Authorization (TRAUTH). You can also manually create the TRADV transaction in Advantage Financial by using the Copy Forward action on the TRAUTH transaction.

If the Payment System is Financial, then the TRADV transaction cannot be modified or cancelled if it would change transaction references or reduce amounts below the amounts that have already been referenced (closed) by a disbursement for the travel advance. If the Payment System is HRM, the TRADV cannot be cancelled once the transaction has been disbursed, meaning Processed indication is true on the HRM Travel Payments (HRMTP) page.

The TRADV transaction cannot be modified or cancelled if it would change transaction references or reduce amounts below the amounts that have already been referenced (closed) by a disbursement for the travel advance.

For Modification versions of the Travel transactions, the system will not allow lines to be deleted. If a line had previously been entered in error, the relevant amount(s) can be updated to $0 instead. For Cancellation versions of the Travel transactions, the system will not allow any information to be modified in the Trip Details or Accounting lines before submitting the transaction and will cancel the transaction.

The Travel Advance Repayment (TRADVR) transaction allows you recoup unused advances from the traveler when the Payment System on the referenced Travel Advance (TRADV) transaction is HRM. The TRADVR can be created via the Copy Forward action on a Final version of a TRADV transaction that has unused advances that need to be repaid via a third-party payroll system.  

Note: If the Payment System is Financial, then you must use the Receivable (RE) and/or Cash Receipt (CR) transactions to recoup unused advances. Refer to the CGI Advantage Financial - Accounts Receivable User Guide for more information.

The Travel Authorization (TRAUTH) transaction allows you to request pre-approval of travel-related expenses prior to taking a trip. Once approved, the transaction will encumber funds for expected travel expenses. The amounts allowed in the TRAUTH are dependent on the specified destination, the type of expense incurred, and/or the applicable travel policy. Validations within this transaction are performed against the Travel Administration table, Expense Type table, various travel policy tables, Travel Per Diem table, and M&IE Breakdown table. This transaction is an optional step in the travel business process (that is, the traveler may be allowed to create the expense report without having to make a travel authorization request), but it may be required procedurally.

If the Payment System is Financial, the TRAUTH transaction cannot be modified or cancelled if it would change transaction references or reduce amounts below the amounts that have already been referenced (closed) by a Travel Advance (TRADV) or Travel Expense Report (TRER) transaction.

If the Payment System is HRM, the TRAUTH cannot be cancelled once the transaction has been disbursed (that is, the Processed flag is checked on the HRM Travel Payments(HRMTP) page).

For Modification versions of the Travel transactions, the system will not allow lines to be deleted. If a line had previously been entered in error, the relevant amount(s) can be updated to $0 instead. For Cancellation versions of the Travel transactions, the system will not allow any information to be modified in the Trip Details or Accounting lines before submitting the transaction and will cancel the transaction.

If the Allow Automatic Advance Generation flag on the effective Travel Administration (TRADM) table record is checked, the system will create a TRADV transaction only for the TRAUTH’s Trip Details line(s) where an advance was requested.

If there is at least one Trip Details line with an Expense Payment Method = Direct Pay on the TRAUTH page and the Allow Automatic Expense Report Generation flag on the effective Travel Administration table record is checked, the system will create a TRER transaction for those Trip Details line(s) with Expense Payment Method = Direct Pay. This is needed so that the vendor can be paid without waiting for the traveler to submit a TRER.

[Note: when the traveler does finally submit a TRER for their trip, if the vendor has already been paid via direct pay, then the traveler should not include this expense in their Trip Details lines. If it is included, the system will prevent the transaction from submitting by not allowing a reference to the TRAUTH for that line since it will have already been closed out by the TRER that had already been automatically created.]

The Travel Expense Report (TRER) transaction allows you to report and submit for reimbursement of travel-related expenses. Once approved, the transaction will create either a request in the Disbursement Request (DISRQ) table (if the Payment System is Financial) or in the HRM Travel Payments (HRMTP) table (if the Payment System is HRM) so that a reimbursement is made to the traveler for any expenses that were incurred out of pocket that were not covered by an advance. The amount allowed is dependent on the specified destination (if the expense is related to per diem), the type of expense incurred, and/or the applicable travel policy that is applicable to that traveler. Validations within this transaction are performed against the Travel Administration table, Expense Type table, various travel policy tables, Travel Per Diem table, and M&IE Breakdown table. This transaction is a required step in the travel business process. The transaction can be either created manually or created automatically from the referenced Travel Authorization (TRAUTH). You can also manually create the TRER transaction in Advantage Financial by using the Copy Forward action on the TRAUTH transaction.

If the Payment System is Financial for all accounting lines on the TRER transaction that have not yet been disbursed, the system will not allow those accounting lines to be modified or cancelled if it would change transaction references or reduce amounts below the amounts that have already been referenced (closed) by a disbursement for the travel expense report. [Note: Any accounting line that has already been disbursed cannot be modified at all, and the transaction cannot be cancelled.]

If the Payment System is HRM, the TRER cannot be cancelled once the transaction has been disbursed (that is, the Processed flag is checked on the HRMTP page).

For Modification versions of the Travel transactions, the system will not allow lines to be deleted. If a line had previously been entered in error, the relevant amount(s) can be updated to $0 instead. For Cancellation versions of the Travel transactions, the system will not allow any information to be modified in the Trip Details or Accounting lines before submitting the transaction. The system will cancel the transaction.