Trip Details

The following fields are required:

• Expense Date - When a Dual Site, there is an option to edit that this date an expense will/did occur against the hire date of the employee/traveler.  

A sample validation would be:

TRVL_DOC_COMMImpl.getTrvlrsEmplHrDt( TRVLR_ID, this.getSession() ) == null

or

TRVL_DOC_COMMImpl.getTrvlrsEmplHrDt( TRVLR_ID, this.getSession() ) >= TRAN_DT

• Start Date - If the Travel Type on the Header is No Travel, then this date is not required.

• End Date - If the Travel Type on the Header is No Travel, then this date is not required.

• Expense Type

• Actual Expenses

• Expense Payment Method

• Payment System

The following fields are conditionally required:

• The Destination field is required only if the other destination address fields (City, State/Province, Country, and County) are all blank. The Destination field is not required if the Travel Type field on the Header is set to No Travel.

• 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.

• 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 Start Time and End Time fields are required if the Expense Type is set up for time restrictions (that is, the Latest Start Time and Latest End Time fields are populated on either the TRPET or TRPETD tables, whichever travel policy is applicable for that traveler for the specified Expense Type).  

• Expense Payment Method controls different requirements based on the choice:

• Direct Pay: Vendor Customer, Disbursement Type, and Disbursement Format fields are required. The Vendor Customer is used to indicate to whom payment is to be made if it is someone other than the traveler (for example, an outside vendor putting on a conference and a registration payment needs to be made directly).  

• Out of Pocket: Fields in this tab will be disabled because the disbursement information from the Traveler tab will be used to make payment to the traveler.

• If the Expense Payment Method = Out of Pocket or PCard, the system shall not allow the disbursement fields to be populated in the Payment Information tab on the Trip Details tab with the exception of (1) the Transaction ID Number field which can be populated if the Expense Payment Method = PCard and (2) the Schedule Payment Date which is editable only if the Payment System = HRM (regardless of the Expense Payment Method).  (Note: For the situation in which Expense Payment Method = Out of Pocket and Payment System = Financial, populating those fields is not allowed because the disbursement information from the Traveler line will be used when generating an advance or expense reimbursement to the traveler. For Expense Payment Method = PCard, populating those fields is not allowed because the PRC/PRCC transaction will handle paying for the PCard expense.)

• If the Vendor Customer field is populated, then the Address Code, Address Line 1, City, State, Zip, and Country fields are required.

For the TRER transaction only, the Ref Type field is required if a TRAUTH is referenced in the other reference fields on the TRER’s Trip Details line. If the Final Trip Expense Report flag is checked on the TRER's Header, then the system sets the Ref Type to Final on all Trip Details lines. Otherwise, the system initially set the Ref Type to Partial and may automatically change it to Final based on common accounting line reference logic. Otherwise, the system sets the Ref Type to Partial. You may manually set the Ref Type to Partial, if needed. If the Actual Expenses is greater than Authorized Expenses on the TRER's Trip Details tab, then the system sets the Ref Type to Memo for the accounting line(s) created for the overage.

The Requested Advances field is required on the TRADV transaction. This field is protected on the TRER and TRADVR transaction.

The Authorized Expenses field is required on the TRAUTH transaction. This field is protected on the TRER transaction.

• The TRADV transaction does not contain the following fields that exist on the TRER transaction: Actual Expenses, Paid Advances, Unused Advances, Applied Advances to Trip's Other Expenses, Applied Advances from Trip's Other Expenses, Unadvanced Expenses Paid by Traveler, Reimbursable Expenses, Un-Reimbursable Expenses, Applied Advances from Other Trips, Trip ID 1, Trip ID 2, Trip ID 3, Due to Vendor, Receipt Explanation, Quote Explanation, Lowest Fare, and Taxable Expense.

• The TRADV transaction does not contain the following fields: Address Code, Address Line 1, Address Line 2, City, State, Zip, Country, County, Phone, Email Address, Transaction ID Number, and PCard ID.

• A separate Trip Details line is needed on the TRADVR transaction for each advance and for each installment repayment.  

• The TRADVR transaction does not contain the Reimbursement Percentage, Reimbursement Maximum, Due to Traveler, Registration Due Date, Receipt Required, Quote Required, Booking Tool ID, Booking Tool Number, Overnight at a Temporary Work Location, and Expense Maximum Exceeded fields which exist on the TRADV transaction.

• The TRADVR has an editable Repaid Advances field, which does not exist on the TRADV transaction. The Repaid Advances field captures the amount of the unused advance that is to be repaid via a third-party payroll system.

• The TRAUTH transaction does not contain the Late Expense Report Explanation field or the Final Trip Expense Report flag, which exist on the TRER transaction.  

• The TRAUTH transaction contains a Canceled Trip flag, which does not exist on the TRER transaction.

• The TRAUTH transaction does not contain the following fields that exist on the TRER transaction: Actual Expenses, Paid Advances, Unused Advances, Applied Advances to Trip's Other Expenses, Applied Advances from Trip's Other Expenses, Unadvanced Expenses Paid by Traveler, Calculated Expense Maximum, Reimbursable Expenses, Unreimbursable Expenses, Applied Advances from Other Trips, Trip ID 1, Trip ID 2, Trip ID 3, Due to Vendor, Due to Traveler, Receipt Explanation, and Quote Explanation.

• The TRAUTH transaction does not contain the following fields: Transaction ID Number and PCard ID.

• The Ref Type field does not exist on the TRAUTH transaction.