Trip Details

Trip Details record the details of each expense that should occur (authorization / advance) or was (expense report) incurred. The Attachments action is very frequently used here to include receipts, quotes, and other information related to the expense.

The following field details have been provided for the fields that are not self-evident and for some that may be but there are important details to note.

Field InformationField Information

Field Name	Required?	Field Description
Expense Date	Required	Each expense must be tied to a data that is on or between the Travel Start Date and Travel End Date.
Expense Type Expense Type Name	Required	The identification of the type of expense that will or has occurred. With this identification and the travel policy, the transaction performs all the associated edits, including if it is reimbursable and to what extent. The following Expense Types are allowed based on the Travel Type selected on the Header: In-State – The expense must have the Travel Type of In-State, Both In/Out of State, or blank. Out of State - The expense must have the Travel Type of Out of State, Both In/Out of State, or blank. Both In/Out of State - The expense must have the Travel Type of In-State, Out of State, Both In/Out of State, or blank. International – The expense must have a Travel Type of International or blank. No Travel – The expense must have a Travel Type of No Travel or blank.
Destination Destination Name City, State/Province, Country, County	Conditionally Required	The destination for travel can come from Destination (DSTN) or it can be manually entered with City, State/Province, Country and County. One of the two methods is required when Travel Type is other than No Travel and the Multi-Segment Trip is not true. This field defaults from any entered on the Header but can be changed for a detail.
Expense Payment Method	Required	Each expense must have an indication of how it will or is to be paid. The choice made determines which, if any, of the payment information fields are required or prohibited. Out of Pocket – The expense will be or was paid for by the traveler. This selection is required on an authorization if an advance is requested. Direct Pay – Payment is made directly to the vendor specified. PCard – Expense will be or was paid with the procurement card of the traveler. Payment will then be made directly to the card company.
Start Date Start Time End Date End Time	Conditionally Required	These field have the same rules as the Header fields by the same names that serve as defaults to each expanse, where they can be adjusted as necessary.
Expense Category	Required	The indication of whether the expense is travel and/or non-travel related.
Actual Expenses	Required	The estimated or final expense amount entered for reimbursement evaluation and payment.
Authorized Expenses	Conditionally Required	This amount has different a different function based on the travel transaction: Authorization – The required amount requested for an expected expense. The amount is validated if it is within travel policy guidelines if not mileage or a per diem expense. Advance and Expense Report – The amount is inferred from the referenced authorization for informational purposes.
Requested Advances	Conditionally Required	The advanced amount requested by the traveler, who must be authorized to have travel advances. This amount has different a different function based on the travel transaction: Authorization – An optional amount entered when an advance is needed before the trip starts. * Advance – A required amount advanced that is subject to travel policy limitations. * Expense Report – The amount inferred from the referenced authorization for informational purposes. Advance Repayment – The amount inferred from the referenced advance for informational purposes. * If the sum of Requested Advances within a transaction plus the traveler’s Outstanding Unused Advances is more than the Outstanding Advance Threshold, an overridable error is issued.
Accounting Profile Accounting Template	Optional	Although optional, one of these methods of inferring chart of account values is almost always used by being defined to a traveler. The Generate Accounting action uses the profile to create one or more accounting lines for an expense line and the template to create a single accounting line. Object information comes from expense type setup and not either of these fields. The chart of accounts inferred may be all that is needed, or the accounting line(s) generated can be adjusted.
Receipt Explanation	Conditionally Required	This explanation can be required by the applicable travel policy. When attaching a receipt, the Attachment Type of Receipt must be selected. Else the field is optional.
Quote Explanation	Conditionally Required	This explanation can be required by the applicable travel policy. When attaching a receipt, the Attachment Type of Quote must be selected. Else the field is optional.
Expense Explanation		This explanation can be required by the applicable travel policy always or when exceeding the expense maximum. When attaching a receipt, the Attachment Type of Standard should be selected. Else the field is optional.
Overnight at a Temporary Work Location	Optional	This indication is the same as that found on the Header, from which it infers. If all expenses are not of this type, the Header indication is left false and the expenses that are of this type are set to true.
Booking Tool ID Booking Tool Line Number Lowest Fare	Optional	These details are populated from the booking tool connected with Advantage Financial for informational purposes.
Payment System	Required	Depending on the implementation method, this field may be hidden because the default setup on Travel Administration cannot be changed. Else it is visible to change when needed.
Vendor Customer	Conditionally Required	When the Expense Payment Method is Direct Pay, Vendor Customer information is needed as with any other type of payment request.
Miscellaneous 1 - 5	Optional	These five miscellaneous indications are generic in nature in that none carries any system edits, but each is available for workflow, configurable validations, and reporting needs.
Repaid Advances	Required	The Travel Advance Repayment is the only transaction to show this amount, which represents the amount of an advance that was over the incurred expense or the entire advance if the trip was cancelled.