Traveler

The Traveler tab is required on the Travel Expense Report (TRER) transaction. It is used to list the traveler(s) associated with a particular trip.

A traveler is specified in the Traveler ID field, which can be populated by selecting from a pick list that is populated by either the Employee Assignment table (for dual HRM/Financial sites; that is, where the DUAL_HRM_FIN_SITE parameter is set to True on the Application Parameter (APPCTRL) page) or the Vendor/Customer (VCUST) table (for Financial-only sites; that is, where the DUAL_HRM_FIN_SITE parameter is set to False on the Application Parameter (APPCTRL) page). Vendor Customer is required. In the case of Financial-only sites, it may be a Miscellaneous Vendor (with the employee’s name and address manually entered) or it may be an actual employee vendor. The tab will also include disbursement details that will be needed if an advance or expense reimbursement needs to be made to the traveler.

The Generate Accounting Lines action automatically generates child accounting lines on the Accounting tab based on the information found within each parent Trip Details record for that particular traveler. If there are multiple travelers within a transaction, you must select the Generate Accounting Lines action within each Traveler line. The action creates accounting lines that overwrite any existing accounting lines within that transaction. You must manually make changes to the Accounting Line if there are any exceptions. You must populate either the Accounting Profile or Accounting Template field on the Trip Details tab before selecting the Generate Accounting Lines action.

The following fields are required:

Traveler ID
Vendor Customer
Traveler Name
Address Line 1
City
State
Zip
Country
Schedule Payment Date
Disbursement Category
Disbursement Priority
Disbursement Type
Disbursement Format

The system updates the Disbursement Type and Disbursement Format fields in the Travel transactions based on the following hierarchy. At this time, Financial is the only fully supported option as the HRM option is only supported with additional interface work to a third-party payroll system. The dual site is available where travelers are defined along with the employee settings in HRM, but all payments to those travelers are made through the Automatic Disbursement process of Financial.

The Email Address field is required if the Send Email Notification flag is checked. The TRADVR transaction does not contain the Send Email Notification flag, which exists on the TRADV transaction.

The TIN Number & Type for Miscellaneous Vendors setting on the Transaction Control (DCTRL) table indicates whether Taxpayer ID Number and Taxpayer ID Number Type fields are required when a miscellaneous vendor is used. If the Taxpayer ID Number is populated, then the Taxpayer ID Number Type is required.

The system updates the Disbursement Type and Disbursement Format fields in the Travel transactions based on the following hierarchy:

If Payment System = HRM, the transaction’s disbursement fields are left blank because the advance or expense reimbursement will be paid via HRM, where there is existing logic to determine what disbursement format/type is used.
If Payment System = Financial, the transaction’s disbursement fields are inferred as follows:
For a dual HRM/FIN site, the disbursement values in the employee’s Net Pay Distribution information in HRM is used to populate the transaction’s disbursement fields. If there is no Net Pay Distribution information for that employee, the Travel Administration (TRADM)’s Default Disbursement Format for Check is used to populate the transaction’s disbursement fields.
For a FIN-only site, the disbursement values in the Vendor/Customer (VCUST) record created to set up that employee is used to populate the transaction’s disbursement fields.
If the disbursement fields cannot be inferred, errors will be issued.

If the Generate EFT for Misc Vendor flag is checked, then the ABA Number, Account Type, and Account Number fields are required.