Travel Expense Report Wizard

The following fields are required:

• Trip Name

• Purpose of Trip

• Travel Type

The following fields are conditionally required:

• Trip Start Date and Trip End Date are required unless Travel Type is No Travel.

• Destination is required only if the Multi-Segment Trip flag is not checked and the other destination fields (City, State/Province, Country, and County) are all blank. Destination is not required if the Travel Type field is set to No Travel.

• The Travel Justification field is conditionally required if the Require Travel Justification flag is checked on the TRADM page and the Travel Type is Out of State, Both In/Out of State, or International on the transaction. Valid values for the Travel Justification field are established on the Travel Justification (TRJUS) page.

• For Modification or Cancellation versions of the Travel transactions, the Reason for Modification field is required if the Modification Reason Required flag is checked for the particular Transaction Code on the Transaction Control (DCTRL) page.

The following fields are required:

• Expense Date

• Expense Type

• Expense Payment Method

• Actual Expenses

The following fields are conditionally required:

• The Expense Explanation is required if the Expense Explanation Required flag is checked on the applicable travel policy (as defined on the Travel Policy by Expense Type (TRPET) and Department Travel Policy by Expense Type (TRPETD) pages). It is also required if the Exceeded Expense Maximum Explanation Required flag is checked on the applicable travel policy and the expense has exceeded the expense maximum.

• The Receipt Explanation is required if the Receipt Required flag is checked and there is no attachment with Attachment Type = Receipt for that Trip Details line.

• The Quote Explanation is required if the Quote Required flag is checked and there is no attachment with Attachment Type = Quote for that Trip Details line.

• Manage Per Diem/Mileage Details

• Mileage information must be entered if the Expense Type correlates to a record on the Expense Type table that has the Mileage Related Expense flag checked. A Mileage Records link is provided in this column, if applicable, to enter the mileage information. For additional information about entering mileage information, refer to the "Mileage" topic under the TRVL Transaction Type.

• Per Diem information must be entered if the Expense Type correlates to a record on the Expense Type (EXPT) table that has a Per Diem Type value that is anything other than Not Applicable. A Per Diem Records link is provided in this column, if applicable, to enter the per diem information related to lodging, meals, or incidental expenses. When you open the Per Diem Records modal window, you have two options. Manually enter each Per Diem line, or use the Generate Per Diem action. When selected, the Generate Per Diem action will automatically generate and populate all Per Diem lines spanning the length of the entire trip. If the Expense Type being used is a meals expense, the action will generate multiple meals related lines; enough to span the length of the trip. If the Expense Type being used is a lodging expense, the action will generate one lodging related per diem line. All total amounts are automatically calculated and populated on the Trip Detail line when the modal window is closed. All per diem lines will automatically populate as if you are claiming all available expenses. If you are claiming all available per diem expenses, you do not need to input any additional data after the per diem lines are generated; you may save and close the modal window. If you do not wish to claim a specific per diem amount, you may use the drop down menu under each expense (that is, Breakfast, Lunch, Dinner, and Incidentals) and select No. For additional information about entering per diem information, refer to the "Per Diem" topic under the TRVL Transaction Type.

• The Accounting Profile or Accounting Template field must be populated before selecting the Generate Accounting Lines action. If your site utilizes Advantage Financial and Advantage HRM, then both fields must be populated. If both fields are not populated then the system will attempt to find the employee’s payroll accounting information in HRM to be used to record the expenses instead. If default payroll accounting is not found, then no accounting lines will be automatically generated.

The Generate Accounting Lines action automatically generates child accounting lines based on the information entered. The action creates accounting lines that overwrite any existing accounting lines. You must manually make changes to the Accounting Line if there are any exceptions by selecting the Accounting button in the grid for the expense record.  For additional information about entering accounting information, refer to the "Accounting" topic under the TRVL Transaction Type.

The Validate action is unique to Step 2 of the wizard. This action validates all accounting information prior to submitting the authorization.

This step provides a summary of the expense report. You can view/add attachments by selecting the Attachments button. Select Submit to submit the expense report for approval/processing. If the Send Email Notification check box is selected, then notifications can be sent for the approval/modification/cancellation of the expense report.