Traveler

Traveler records list the traveler(s) associated with a particular trip. Travel transactions contain the common Vendor fields as described in the "Vendor" topic in the Transactions User Guide, as well as sections for Disbursement Options and ACH Details found on the Payment Request transaction. The following fields are not common to vendor lines, with a few that are where additional details are needed for travel.

Depending on the Implementation Method, valid travelers are defined as vendors or employees, which changes how these records show valid travelers and perform edits. In the case of a Financial Only implementation, a traveler may be a miscellaneous vendor, requiring the employee’s name and address manually entered.

Field InformationField Information

Field Name	Required?	Field Description
Traveler ID Vendor Customer	Required	Financial Only implementation method: The pick and all edits for Traveler ID are to Vendor/Customer (VCUST). Dual site implementation method: The pick and all edits for Traveler ID are to the Employee Profile Management (EPM) activity folder. In this method, the Vendor Customer field defaults to the Miscellaneous Vendor established on Travel Administration. This field may be hidden with this implementation method.
Traveler Name	Required	Unless using a miscellaneous vendor with the Financial Only implementation method where this field must be manually entered, the system infers the name from the selected Traveler ID.
Travel PCard	System Set	An indication if the traveler has an assigned PCard at the time the transaction was processed. Depending on the implementation method, information comes from Vendor Customer (Financial Only) or from Employee Profile Management (Dual site). If not setup for a traveler, the Expense Payment Method of PCard.
Send Email Notification	Conditionally Required	When set to Yes, the traveler receives an email when the transaction reaches the Transaction Status of Final for all three Transaction Functions: New, Modification, or Cancellation. Please see the section on External Email and Letter Configuration for more details on the email format used. According to setup on Travel Administration, this field may default to Yes and cannot be changed, default to No and cannot be changed, or default to Yes with an option to change. Note, if sending an email, the Email Address field is required.
Traveler Department	Required	The home department of the traveler, whether from Vendor Customer or Employee, used to locate any Department Travel Policy by Expense Type rules.
Traveler Unit	Mixed	The home unit of the traveler, whether from Vendor Customer or Employee, used to locate any Department Travel Policy by Expense Type rules. To make the Unit field required on Vendor Customer because one or both needs exist, a Configurable Validation should be added that Unit cannot be blank if the Traveler indication is true.
Employee Role Submitted	System Set	Marks a transaction as being submitted by a user that is using a business role flagged as Employee for Role Type Information.
TIN Number TIN Type	Conditionally Required	When using a miscellaneous vendor with a Financial Only implementation, if TIN information should always be captured if the reimbursement is taxable, the Transaction Control for requiring TIN information for miscellaneous vendors would make these fields required on an expense report.
Disbursement Type Disbursement Format	Conditionally Required	These disbursement controls have special logic for travel that is not common to other payment requests. If the Payment System is HRM Only, the fields are left blank because the payment will be made through payroll, where there is existing logic to determine what disbursement format/type is used. Please note this option is not yet available. If Payment System = Financial, the fields are inferred as follows: For a Dual site implementation, the disbursement values in the employee’s Net Pay Distribution information default. If there is no Net Pay Distribution information, the fields default from Travel Administration. For a Financial Only implementation, the Vendor/Customer values default.
Schedule Payment Date	Conditionally Required	Although considered a common vendor field (and the traveler line acts like the vendor line for out-of-pocket reimbursement), this date has logic that is different from the field on payment requests. When populated or set, the date is pushed down to the Trip Details (Expense section on the wizard transactions) where it is used to update the Disbursement Request. This field is typically hidden unless direct vendor payments are allowed, in which case it is visible and entered according to what the vendor has requested. For a Financial Only implementation, the date uses the common Schedule Payment Date defaulting logic with one exception. When requesting an advance on an authorization or directly on an advance, the Advance Days from Travel Administration is compared to the Trip Start Date to ensure payment is not made too far in advance. When a Dual Site implementation, the Payment System and Payment Method both apply. If using HRM for payments, the Travel Payment Cutoff Date on Payment Cycle is used.

ActionsActions

Generate Accounting Lines – Optionally used to generate accounting lines based on the information found within each parent Trip Details record. Either the Accounting Profile or Accounting Template field on each Trip Details must default or be manually entered before selecting the Generate Accounting Lines action. If there are multiple travelers within a transaction, the Generate Accounting Lines action within each Traveler line must be used. The action creates accounting lines that overwrite any existing accounting lines within that transaction. Any manual changes for exceptions must be made after generation and repeated if the generate action is taken again.