Request Payment for Travel in Advance

For screen shots and field information for the Travel Advance (TA) Document Code, refer to the "Travel Advance (TA)" section.

1. Create a document with the TA Document Code on the Document Catalog or on the Copy Forward page, opened from a TE.

2. Complete the Header section.

   1. Only 1 Header field is mandatory - Type of Advance.  Choose either Permanent In State Advance or Temporary Out of State Advance.

   2. Document Name, Document Description, Contact Code or Cited Authority can be conditionally required with the Document Control (DCTRL) table.

   3. If the current Application Date should not be used, then manually enter the correct date in the Record Date field.

   4. If the default Fiscal Year should not be used, then manually enter the correct year, (that is, prior year or next year), in the Fiscal Year field.  Any manually entered year will be used on all accounting lines unless manually entered at that level.

   5. If the default Accounting Period should not be used, then manually enter the correct accounting period, (that is, prior period or next period), in the Period field.  Any manually entered period will be used on all accounting lines unless manually entered at that level.

   6. Complete the Bank Account field with any value you want used at the accounting line section instead of the bank that will default based on the Fiscal Year and Fund values used on the accounting line.

3. Complete the Vendor section.  If copy forward was done from a TE, a line will already be inserted and many fields will already be completed on this section.

   1. Expand the Vendor section.

   2. Click Insert New Line to create a new line.

   3. Enter the intended recipient of the eventual disbursement into the Vendor Customer field.

   4. No other information has to be entered as long as there is a default payment address and contact.  If not, the Address Code and Vendor Contact ID must be entered.

   5. If the Vendor Customer is a miscellaneous one, then the following fields have to be entered: Address 1,  City, and Legal Name.

   6. If Permanent In State Travel Advance was selected on the Header, then enter expenses in one or more of the appropriate month fields in the Permanent Travel Expenses tab.

4. Complete the Travel Information section.   If copy forward was done from a TE, a line will already be inserted and many fields will already be completed on this section.

   1. Expand the Travel Information section.

   2. Click Insert New Line to create a new line.

   3. Enter the expected date for travel to begin in the Travel Start Date field.

   4. Enter the expected date for travel to end in the Travel End Date field.

   5. Select the appropriate Purpose of Travel.

   6. Enter/Pick the Destination.

   7. Select the appropriate Mode of Transportation.

   8. Repeat steps if there is more than one destination or more than one mode of transportation.

5. Complete the Temporary Travel Expenses section.   If copy forward was done from a TE, a line will already be inserted and many fields will already be completed on this section.

   1. Expand the Temporary Travel Expenses section.

   2. Click Insert New Line to create a new line.

   3. Enter the expected date that the travel expense will occur in the Date field.

   4. Select the appropriate Expense Type.

   5. Enter the Estimated Expense amount.

   6. Repeat steps if there is more than one type of expense.

   7. Repeat steps for each Travel Information line.

6. Complete the Accounting section.  If copy forward was done from a TE, a line will already be inserted and many fields will already be completed on this section.

   1. Expand the Accounting section.

   2. Click Insert New Line to create the first accounting line.

   3. Leave Event Type to default to TR02 or enter a different value desired for a special type of advance.

   4. Enter the amount to be funded by the COA distribution on the accounting line in the Line Amount field.

   5. Enter/select COA values required for an expenditure.

   6. Repeat steps if there is more than one funding distribution of COA to be used.

   7. Sum of accounting line amounts must not exceed the Travel Line Amount on the Vendor Line section, which is determined by the sum of Allowable Amounts on the Temporary Travel Expense section.

   Note: No other fields are mandatory but system configuration may make them conditionally required.  This can include the Line Description from Document Control (DCTRL), and various COA from Event Type Requirements (ERQ), COA Required Element tables, and Required Budget (REQBUD).

7. Click the Validate button to validate for errors.

8. If errors exist, fix the errors and repeat Step 7.  If no errors exist, then continue with Step 9.

9. Click the Submit button to submit the document.