Travel Advance (TA)

Purpose

The Travel Advance (TA) Document Code displays all the options and other information needed to create a Travel Advance request. This document allows you to submit travel advance requests to provide funds before an employee travels for business. The amount allowed for the travel advance is dependent on the type of expense incurred. Validation for this document is performed against the Travel Advance Expense (TAET) table. This document is an optional Travel step  and can be replaced with a GAX if desired.

Structure

The TA Document Code contains most of the same fields and sections as the GAX Document Code, any differences are noted below. Please refer to the "General Accounting Expense/Expenditure (GAX)" section for screen shots and field definitions shared between the GAX and TA.

• The TA has three additional fields on the Header.  

  

  Note: The General Information tab under the Header section does not contain the Replacement field, which is present on the GAX.  The following fields are unique to the TA document.   

  Field Name	Required?	Field Description
  Type of Advance	Required	A required field for the TA document sub type that defines the type of travel advance being requested.  Valid options are: Temporary Out of State Travel Advance, and Permanent In State Travel Advance.  Once established, the value cannot be changed on a modification.  If it is incorrect, a cancellation should be performed and a new document started.  The copy document feature can assist with retaining data that is not incorrect.  Depending on the value, other document information will be required: The Travel Information component must have at least 1 record if the Type of Advance on the header is Temporary Out of State Advance. The Temporary Travel Expenses component must have at least 1 record if the Type of Advance on the header is Temporary Out of State Advance. If the Type of Advance is Permanent In State Travel Advance, users are required to enter amounts for 1 or more month fields on the vendor line.
  Department	Optional	An optional department value for travel advance controls.  The field is not tied to any edits, but is informational.  A pick exists to the DEPT table to assist in data entry.
  Travel Advance Amount	Calculated	A system calculated amount that is calculated differently depending on the Type of Advance. When Permanent In State Travel Advance is selected, the Travel Advance Amount will equal the sum of the Allowable Amount for all Vendor lines. When Temporary In State Travel Advance is selected, the Travel Advance Amount is the sum of the Allowable Amount field on all Temporary Travel Expense lines for all travel information lines for all Vendor lines.

• The Vendor section on the TA contains the same tabs as the GAX. The TA also contains the Permanent Travel Expenses and Travel Amounts subsections. Please refer to the "Travel Encumbrance (TE)" section for screen shots and field definitions for the Travel Amounts tab. The Permanent Travel Expenses tab is unique to the TA subtype.

  

• Permanent Travel Expenses

  

  This tab is used by the TA subtype to record monthly travel expenses. The following fields exist in this tab:

  Field Name	Required?	Field Description
  January	Optional	Allows a user to enter expenses that occurred during January.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  February	Optional	Allows a user to enter expenses that occurred during February.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  March	Optional	Allows a user to enter expenses that occurred during March.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  April	Optional	Allows a user to enter expenses that occurred during April.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  May	Optional	Allows a user to enter expenses that occurred during May.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  June	Optional	Allows a user to enter expenses that occurred during June.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  Twelve Month Total	Calculated	A system calculated amount that is the sum of each month's amount.
  Average Per Month	Calculated	A system calculated amount that is the Twelve Month Total divided by 12.  The average must be greater than or equal to the Permanent Average Amount on the Travel Advance Expense (TAET) table for the Fiscal Year of the Header when the Type of Advance is Permanent In State Travel Advance.
  Allowable Amount	Calculated	A system calculated amount that is based on the Travel Advance Expense (TAET) table edit: If the Average Per Month is greater than or equal to the Permanent Expense Minimum Amount on TAET, but less than the Permanent Expense Maximum Amount on TAET, the Allowable Amount is the Permanent Minimum Amount. If the Average Per Month is greater than or equal to the Permanent Expense Maximum on TAET, the Allowable Amount is the Permanent Maximum Amount.
  July	Optional	Allows a user to enter expenses that occurred during July.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  August	Optional	Allows a user to enter expenses that occurred during August.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  September	Optional	Allows a user to enter expenses that occurred during September.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  October	Optional	Allows a user to enter expenses that occurred during October.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  November	Optional	Allows a user to enter expenses that occurred during November.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.
  December	Optional	Allows a user to enter expenses that occurred during December.  The amount entered must be greater than or equal to $0.00 for processing.  This field can only be greater than $0.00 if the Type of Advance is Permanent In State Travel Advance.

• The TA contains a Travel Information section that is required for the TA sub type when the Type of Advance is Temporarily Out of State. Please refer to the "Travel Encumbrance (TE)" section for screen shots and field definitions.

• The TA contains a Temporary Travel Expenses section that is required for the TA sub type when the Type of Advance is Temporarily Out of State. This section contains one tab:

• General Information

  

   

  Field Name	Required?	Field Description
  Date	Required	A required date that defines the anticipated date when a travel expense will occur.  The common calendar pick exists to assist with data entry.
  Description	Optional	An optional description for the estimated travel expense for informational purposes.
  Estimated Expense	Required	A required amount of the estimated expense that should be greater than $0.00.
  Percent Reimbursable	Calculated	A system calculated amount from the Travel Advance Expense (TAET) table based on the Fiscal Year of the Header and the Expense Type If the Expense Type is Registration, the field used on the Travel Advance Expense table to infer the data is Registration. If the Expense Type is Transportation, the field used on the Travel Advance Expense table to infer the data is Primary Transportation. If the Expense Type is Other Transportation, the field used on the Travel Advance Expense table to infer the data is Other Transportation. If the Expense Type is Total Meals, the field used on the Travel Advance Expense table to infer the data is Food. If the Expense Type is Lodging, the field used on the Travel Advance Expense table to infer the data is Lodging. If the Expense Type is Other, the field used on the Travel Advance Expense table to infer data is Other.
  Allowable Amount	Calculated	A system calculated amount based on the Percent Reimbursable or Rate Reimbursable values.  For the TA sub type, the Allowable Amount value is calculated by multiplying the Percent Reimbursable by the Estimated Expense amount from the Temporary Travel Expense line.
  Expense Type	Required	A required date.
  City	System Set	An inferred value from the parent Travel Information line to display the destination city.
  State/Province	System Set	An inferred value from the parent Travel Information line to display the destination state or province.
  County	System Set	An inferred value from the parent Travel Information line to display the destination county.

• A few differences exist on the following tabs on the Accounting section of the TA:

• General Information

  

  Note: The General Information tab under the Header section of the TA does not contain the Billing Profile field, which is present on the GAX.

• Reference

  

  Note: The Reference tab under the Accounting section of the TA does not contain the Ref Commodity Line, Schedule Number or Schedule Line fields, which are present on the GAX.

Tasks

The "Request Payment for Travel in Advance" section contains instructions on creating a TA document.