Travel Payments (TP)

Purpose

The Travel Payments (TP) Document Code allows you to submit Travel Reimbursement payment requests or the correction of Travel Advance expenditures without a request for payment.  An example of the correction is when a Travel Advance was charged to a generic object code and you now want to parse it out to the actual object codes.  A common scenario for requesting payment occurs after an employee travels for business and requires a refund of costs paid from personal funds.  The amount allowed for the Travel Payment 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.

Structure

The TP 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 TP.

• The TP has seven 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 TP document.   

  Field Name	Required?	Field Description
  Type of Payment	Required	A required field to indicate the type of payment being requested.  Values found in the dropdown include Travel Expenses, Relocation Expenses, and Relocation Subsistence.  The field is there for reporting or workflow purposes only and will have no bearing on any disbursement created.  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.
  Purpose of Travel	Required	A required field to indicate the reason a trip had to be taken.  Values found in the dropdown include Normal Job Duties, Meeting, Training, Conference/Seminar, Staff Development, Required By Federal, and Other.  The field is there for reporting or workflow purposes only and will have no bearing on any disbursement created.
  Travel Departure Date	Required	A required date to indicate the date the employee started the trip.  The common calendar pick exists to assist in selection.  For manual data entry, enter a date in the following format: mm/dd/ccyy.
  Travel Departure Time	Required	A required field to record the military time (hh:mm) the employee started the trip.
  Travel Return Date	Required	A required date to indicate the date the employee finished the trip.  The common calendar pick exists to assist in selection.  For manual data entry, enter a date in the following format: mm/dd/ccyy.
  Travel Return Time	Required	A required field to record the military time (hh:mm) the employee ended the trip.
  Reimbursable Expense Total	Calculated	A system calculated amount that is the summation of all the Travel Line Amounts from all vendor lines.

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

  

• The TP contains a Travel Expenses section, which contains the following tabs:

• General Information

  Users input amounts spent on various travel expenses in the General Information tab.  Once the data is entered and the user validates or submits the document, amounts entered for travel expenses are adjusted to meet reimbursement guidelines defined on the Travel Destination Expense table depending on the destination of travel and the type of expense incurred.  The new amounts represent the reimbursable amounts visible in the Summary section of the TP page.

  

  Field Name	Required?	Field Description
  Record Date	Required	A required field to indicate the day that an expense occurred while traveling or relocating.  The common calendar pick exists to assist with data entry.
  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.  This value will be used in the lookup of a Travel Destination Expense (TDET) record to determine what amounts are reimbursable.  If the Destination is on TDET, it must be there for the Expense Type that matches the amount field entered (that is, Expense Type Meal Totals if Dinner is entered).  If not, there should be a TDET record for a Destination of ALL with the Expense Type.
  Destination Name	System Set	An inferred field to display the Name established for the Destination on the DSTN table.
  Breakfast	Optional	An optional amount field to specify a dollar total spent on breakfast for the Record Date.  The field will default to $0.00 if left blank.  The amount is one of three that becomes the Meal Total amount.  The amount has to be positive as one would expect.
  Lunch	Optional	An optional amount field to specify a dollar total spent on lunch for the Record Date.  The field will default to $0.00 if left blank.  The amount is one of three that becomes the Meal Total amount.  The amount has to be positive as one would expect.
  Dinner	Optional	An optional amount field to specify a dollar total spent on dinner for the Record Date.  The field will default to $0.00 if left blank.  The amount is one of three that becomes the Meal Total amount.  The amount has to be positive as one would expect.
  Meal Total	Calculated	A system-calculated amount that is the sum of the Breakfast, Lunch, and Dinner amounts entered by the user.  This amount will be used along with the matching TDET record for Expense Type of Meal Totals to determine the Reimbursable Meal amount.
  Actual Lodging	Optional	An optional amount field to specify the total amount spent on lodging for the Record Date.  The field will default to $0.00 if left blank.  The amount has to be positive as one would expect.  The amount will be used along with the matching TDET record for the Expense Type of Actual Lodging to determine the Reimbursable Lodging amount.
  Actual Transportation	Optional	An optional amount field to specify the total amount spent on transportation for the Record Date.  The field will default to $0.00 if left blank.  The amount has to be positive as one would expect.  The amount will be used along with the matching TDET record for the Expense Type of Transportation to determine the Reimbursable Transportation amount.
  Total Daily Expenses	Calculated	A system-calculated amount that is the sum of the Mileage Charge, Meal Total, Actual Lodging, Actual Transportation, Actual Registration, Other Transportation, and Other Expenses amounts.
  Total Reimbursable Daily Expenses	Calculated	A system-calculated amount that is the amount allowed for reimbursement for the Record Date.  The amount is the sum of the Mileage Charge, Reimbursable Meal, Reimbursable Lodging, Reimbursable Transportation, Reimbursable Registration, Reimbursable Other Transportation, Reimbursable Other amounts, Buying/Selling/Leasing Expenses, Market Value Differential, Mortgage Interest Differential and Income Tax Assistance Payment.
  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.
  Miles	Optional	An optional field that defaults to 0 unless travel or relocation included time spent driving.  In such a case, the number of miles driven is entered.  The amount has to be positive as one would expect.  The Miles will be used along with the Mileage Reimbursement Rate value to determine the Mileage Charge.
  Mileage Reimbursement Rate	System Set	An inferred field from the Travel Destination Expense (TDET) table.  The Mileage Reimbursement Rate will be used along with the Miles field to determine the Mileage Charge.
  Actual Registration	Optional	An optional amount field to specify the total amount spent on registration fees for the Record Date.  The field will default to $0.00 if left blank.  The amount has to be positive as one would expect.  The amount will be used along with the matching TDET record for Expense Type of Registration to determine the Reimbursable Registration amount.  A value other than $0.00 is not allowed if the Type of Payment on the Header is set to Relocation Expenses or Relocation Subsistence.
  Other Expenses	Optional	An optional amount field to specify the total amount spent on expenses outside of the other expense classifications.  The field will default to $0.00 if left blank.  The amount has to be positive as one would expect.  The amount will be used along with the matching TDET record for an Expense Type of Other to determine the Reimbursable Other amount.  What is considered a valid Other Expense is a policy decision for a government or within a particular part of a government.
  Other Transportation	Optional	An optional amount field to specify the total amount spent on travel expenses outside of the Actual Transportation amount.  The field will default to $0.00 if left blank.  The amount has to be positive as one would expect.  The amount will be used along with the matching TDET record for an Expense Type of Other Transportation to determine the Reimbursable Other amount.  What is considered a valid Other Transportation is a policy decision for a government or within a particular part of a government.
  Other Expenses Description	Optional	An optional field to enter a general description for a Travel Expense line.  If either the Other Expenses and Other Transportation amounts are not $0.00, the description is a required field to record details about the amount(s).
  Travel Relocation	Calculated	A system-calculated amount that is determined by adding the Buying/Selling/Leasing Expense, Mortgage Interest Differential, Market Value Differential, and Income Tax Assistance Payment amounts from the Travel Relocation section.

• Travel Relocation

  Users input amounts for various relocation expenses in the Travel Relocation section.  A Type of Relocation must be selected if the Type of Payment selected in the Header was Relocation Subsistence or Travel Relocation.

  

   

  Field Name	Required?	Field Description
  Type of Relocation Expense	Conditionally Required	A required field when the Payment Type on the Header is Relocation Expenses or Relocation Subsistence.  If the Payment Type is Travel Expenses then data entry in this field is prohibited.  Valid values include: Pre-Move Expense, Temporary Living, Moving Household Goods, or Buying/Selling/Leasing Real Estate.
  Buying/Selling/Leasing Expense	Optional	An optional amount to specify costs for buying, selling, or leasing items during a relocation.  A value can only be entered for the amount if the Payment Type on the Header is Relocation Expenses or Relocation Subsistence, otherwise data entry is prohibited.  The amount will default to $0.00 and has to be a positive amount as one would expect.
  Mortgage Interest Differential	Optional	An optional amount to specify the mortgage interest differential incurred during a relocation.  A value can only be entered for the amount if the Payment Type on the Header is Relocation Expenses or Relocation Subsistence, otherwise data entry is prohibited.  The amount will default to $0.00 and has to be a positive amount as one would expect.
  Market Value Differential	Optional	An optional amount to specify the difference in market value incurred during a relocation.  A value can only be entered for the amount if the Payment Type on the Header is Relocation Expenses or Relocation Subsistence, otherwise data entry is prohibited.  The amount will default to $0.00 and has to be a positive amount as one would expect.
  Income Tax Assistance Payment	Optional	An optional amount to specify any assistance required for income tax payments incurred during a relocation.  A value can only be entered for the amount if the Payment Type on the Header is Relocation Expenses or Relocation Subsistence, otherwise data entry is prohibited.  The amount will default to $0.00 and has to be a positive amount as one would expect.

• Reimbursable Summary

  For the TP, the Reimbursable Amounts are determined by using the Travel Destination Expense (TDET) table.  A Rate or an Encumbrance/Payment Percent is retrieved for all Expense Types on the TP to calculate the Reimbursable Summary section.  If the Destination on the TP does not exist on TDET for the Expense Type value, the TP 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 all applicable amounts for the Expense Type and multiply that sum by the percentage to provide the reimbursable amount.  If the TDET record uses the Rate field, the document will set the reimbursable amount for the Expense Type to be the lesser of the two values, the actual expenses in the General Information section or the Rate value on TDET.

  

   

  Field Name	Required?	Field Description
  Reimbursable Meal	Calculated	A system-calculated amount that is the amount of Meal Total allowed for reimbursement.  The calculation is based on the Meal Total and the Rate or Percent found for the Destination and Expense Type (Meal Total or Meal Total - Relocation) found on the Travel Destination Expense (TDET) table.  The Expense Type used is based on the Payment Type value on the Header.  If Travel Expense, then the Meal Total Expense Type is used.  Otherwise, Meal Total - Relocation is used. If the TDET record uses the Rate field, then the Reimbursable Meal Total amount is set to the lesser of the Meal Total amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Meal amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Meal Total amount on the Travel Expense line.
  Mileage Charge	Calculated	A system-calculated amount that is determined by multiplying the Mileage Reimbursement Rate by the Miles entered on the Travel Expenses component.
  Reimbursable Lodging	Calculated	A system-calculated amount that is the total amount of Actual Lodging expenses allowed for reimbursement.  The calculation is based on the Actual Lodging and the Rate or Percent found for the Destination and Expense Type (Lodging or Lodging - Relocation) found on the Travel Destination Expense (TDET) table.  The Expense Type used is based on the Payment Type value on the Header.  If Travel Expense, then the Lodging Expense Type is used.  Otherwise, Lodging - Relocation is used. If the TDET record uses the Rate field, then the Reimbursable Lodging amount is set to the lesser of the Actual Lodging amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Lodging amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Actual Lodging amount on the Travel Expense line.
  Reimbursable Registration	Calculated	A system-calculated amount that is the total amount of Actual Registration expenses allowed for reimbursement.  The calculation is based on the Actual Registration and the Rate or Percent found for the Destination and Expense Type (Registration) found on the Travel Destination Expense (TDET) table. If the TDET record uses the Rate field, then the Reimbursable Registration amount is set to the lesser of the Actual Registration amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Registration amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Actual Registration amount on the Travel Expense line.
  Reimbursable Other	Calculated	A system-calculated amount that is the total amount of Other Expenses allowed for reimbursement.  The calculation is based on the Other Expenses and the Rate or Percent found for the Destination and Expense Type (Other) found on the Travel Destination Expense (TDET) table. If the TDET record uses the Rate field, then the Reimbursable Other amount is set to the lesser of the Other Expenses amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Other amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Other Expenses amount on the Travel Expense line.
  Reimbursable Transportation	Calculated	A system-calculated amount that is the total amount of Actual Transportation expenses allowed for reimbursement.  The calculation is based on the Actual Transportation and the Rate or Percent found for the Destination and Expense Type (Transportation) found on the Travel Destination Expense (TDET) table. If the TDET record uses the Rate field, then the Reimbursable Transportation amount is set to the lesser of the Actual Transportation amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Transportation amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Actual Transportation amount on the Travel Expense line.
  Reimbursable Other Transportation	Calculated	A system-calculated amount that is the total amount of Other Transportation expenses allowed for reimbursement.  The calculation is based on the Other Transportation amount and the Rate or Percent found for the Destination and Expense Type (Other Transportation) found on the Travel Destination Expense (TDET) table. If the TDET record uses the Rate field, then the Reimbursable Other Transportation amount is set to the lesser of the Other Transportation amount on the Travel Expense line or the Rate on TDET. If the TDET record uses the Encumbrance/Payment Percent field, then the Reimbursable Other Transportation amount is calculated by multiplying the Encumbrance/ Payment Percent amount from TDET by the Other Transportation amount on the Travel Expense line.

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

• General Information

  

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

• Reference

  

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

Tasks

The "Request Travel Reimbursement" section contains instructions on creating a TP document.