Travel Encumbrance (TE)

Purpose

The Travel Encumbrance (TE) Document Code allows you to encumber funds for expected travel expenses.  The amount allowed for the travel encumbrance is dependent on the destination chosen on the document in addition to the type of expense incurred.  Validation of this document is performed against the Travel Destination Expense (TDET) table.  This document is an optional Travel step and can be replaced with a GAE if desired.

Structure

The TE 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 TE.

• The Header section contains the following differences:

• The TE has one additional field on the General Information tab.

  

  Note: The General Information tab under the Header section does not contain the Replacement field, which is present on the GAX.  The TE document contains one additional field that is not present on the GAX:

  Field Name	Required?	Field Description
  Total Encumbrance Required	Calculated	A system calculated amount that is the summation of all Allowable Amount lines on all travel expense lines for all vendor lines.  A warning will be issued if the Total Encumbrance Amount is less than the Actual Amount.  An overrideable error will be issued if the Actual Amount exceeds the Total Encumbrance Amount.
  Open Accrual Amount	Calculated	A system calculated amount that shows the document’s aggregate amount of open accrued expenditures. This aggregate amount will be calculated as a sum of all Open Amounts on all Accounting lines with an Event Type that belongs to the Event Category of ACC as defined to Event Type (ETYP) page.

• The Header section of the TE does not contain a Payee or Additional Amounts section, which exists on the GAX.

• The Header section on the TE contains a Contract Details tab, which does not exist on the GAX.

  

   

  Field Name	Required?	Field Description
  Obligation Amt Adjusted for Outyear	System Calculated	This field shows the sum of the Calculated Encumbrance amounts from the Accounting lines that use an event type, for which the Accounting Classification field on ETYP table is set to Spending. The formula used in the calculation is as follows: If ‘Referenced Line Amount’ = ‘Line Closed Amount’, then ‘Obligation Amt Adjusted for Outyear’ = ‘Line Amount’ – ‘Outyear Adjustments Amount’ This scenario occurs when the document has been fully referenced or partially closed by a payment document. In all the other scenarios, (that is, the document is partially referenced or not referenced at all (‘Referenced Line Amount’ ‘Line Closed Amount’)), then ‘Obligation Amt Adjusted for Outyear’ = ‘Referenced Line Amount’ – ‘Outyear Adjustments Amount’.
  Available to Obligate Amount	System Calculated	This field shows the aggregate available amount for the encumbrance document. For documents with a sub-type of CT, the value displayed in this field is calculated as follows: Not to Exceed Amount – Obligation Amt Adjusted for Outyear For all other documents, the value for this field is calculated as follows: Actual Amount – Obligation Amt Adjusted for Outyear The Actual Amount field exists on the Header of all documents with a Document Type of PO and ABS and corresponds to the document’s total amount.
  Closed Amount	System Calculated	The dollar amount of the closed document.
  Outyear Adjustments Amount	System Calculated	This field shows the aggregate amount of adjustments performed on the referencing payment request document. The purpose of this field in the Contract Details section of a document is to display the sum of all Outyear Adjustments associated with each accounting line of the encumbrance document.

• The Vendor section on the TE only contains the General Information and Travel Amounts subsections.  The General Information tab contains the same fields as the GAX document.  The Travel Amounts tab does not exist on the GAX document.

  

• Travel Amounts

  

  Field Name	Required?	Field Description
  Line Amount	Calculated	A system calculated amount that is the sum of Line Amounts from all accounting lines for a given vendor line.  The amount is used to assure the Travel Line Amount in that the two amounts should equal.  If the Travel Line Amount is greater, an overrideable error is issued.  If it is less, then a warning is issued.
  Travel Line Amount	Calculated	A system calculated amount based on document sub type. TE: Travel Line Amount is the sum of all Travel Encumbrance lines for a Vendor line. TA: When the Type of Advance entered is a Permanent In State Travel Advance, the Travel Line Amount is set to the Allowable Amount in the Permanent Travel Expenses section on the Vendor line. TA document subtype: The Travel Line Amount is the sum of all Temporary Travel Expense lines for a Vendor line. TP: Travel Line Amount is the sum of all Travel Expenses lines for a Vendor line.

• The TE contains a Travel Information section.  This section contains one tab:

• General Information

  

  Field Name	Required?	Field Description
  Travel Start Date	Required	A required field to record the date travel started.  The common calendar pick exists to assist with data entry.
  Purpose of Travel	Required	A required field to record the reason for the travel.  Valid values include: Normal Job Duties, Meeting, Training, Conference/Seminar, Staff Development, Required By Federal, and Other.  The field is for informational or workflow use with no edits attached to a Purpose.
  Destination	Required	A required field to specify a travel destination from the Destination (DSTN) table.  Values for the City, State/Province, and County will be inferred from this value.  A pick exists to the DSTN table to assist with data entry.
  Travel End Date	Required	A required field to record the date travel ended.  The value entered must not be before the Travel Start Date.  The common calendar pick exists to assist with data entry.
  Mode of Transportation	Required	A required field to indicate the method of travel.  Valid values include: Air, Train, Bus, Personal Car, State Car, and Other.  The field is for informational or workflow use with no edits attached to a mode.
  City	System Set	An inferred field to record the Destination City.
  State/Province	System Set	An inferred field to record the Destination State/Province.
  County	System Set	An inferred field to record the Destination County.

• The TE contains a Travel Encumbrance section.  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.
  Rate Reimbursable	System Set	The inferred value from the Travel Advance Expense (TAET) table based on the Fiscal Year of the Header and the Expense Type.  The rate is displayed for users to be aware of the amount that will be advanced.
  Allowed Amount	Calculated	A system calculated amount based on the Percent Reimbursable or Rate Reimbursable values.  For the TE, the Allowable Amount is determined by using the Travel Destination Expense (TDET) table.  A Rate or an Encumbrance/Payment Percent is retrieved for all Expense Types on the TE to calculate the three protected amounts.  If the Destination on the TE does not exist on TDET for the Expense Type value, the TE will automatically look for a Destination of "ALL” for the related Expense Type.  When the matching TDET record uses the Encumbrance/Payment Percent, the document will take the Estimated Expense amount for the Expense Type and multiply by the percentage to provide the Allowable Amount.  If the TDET record uses the Rate field, the document will set the Allowable Amount to be the lesser of the two values, the Estimated Expense or the Rate value on TDET.
  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.
  Related Accounting Line	Optional	An optional field used when one Accounting Line needs to be tied to another within a document for reference purposes.  One intended use is when the open amount of one accounting line is reduced and placed on a new accrual accounting line, manually or through the Open Activity Roll process.

• The Accounting section on the TE does not contain the Service Dates tab.  A few differences exist on the following subsections on the Accounting section of the TE:

  

• General Information

  

  Note: The General Information tab under the Header section of the TE does not contain the Bank, Vendor Invoice Number, Vendor Invoice Line, Vendor Invoice Date, Tracking Date, Check Description, Special Instructions Code, Disbursement Category, and Billing Profile fields, which are present on the GAX.  

• Reference

  

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

Tasks

The "Encumber Funds for Future Travel" section contains instructions on creating a TE document.