Travel Payment Document (TP)

1. Travel Payment Document (TP) Information Technology Services http://www.nau.edu/its

2. Lesson objectives By completing this lesson, you will learn: • How travel processing works in Advantage 3 • The purpose of the TP document • Required fields for processing a TP Document • Validating and Submitting a TP document

3. Travel Processing in Advantage 3 • Advantage 3 uses two documents for recording travel activities: • Travel Authorization (TA) documents are recorded prior to the trip to encumbering travel funds, reimburse expenses already incurred, and for extending cash advances. • Travel Payment (TP) documents are recorded after the trip to record actual travel expenses. • TP documents are copied from TA documents to record actual travel expenses. Vendor and certain accounting line information is copied to the TP document and references are created back to the TA document. In certain situations, TP documents can be created from scratch from the Document Catalog • TP documents are recorded for actual travel expenditures according to travel policy. Cash advances extended to an employee on a TA document are automatically deducted from the TP payment.

4. What is a TP document? The TP document records the actual expenses incurred by an employee while traveling on NAU business. Employees can only claim expenses that allowed by NAU travel policy. • The TP document has a header section and three detail sections • Vendor lines are added for NAU employees and any external vendors requiring payment prior to trip taking place. If copied from a TA document, these lines are automatically populated. • Travel Expense lines are entered for actual expenses. Lines can be entered by travel day or as of the end of the trip. • Accounting lines are entered to record actual expenses to the appropriate budgetary spending unit (Dept/Unit).

5. Header • Lists general information associated with the TP document.. • Bank Code – Bank code “10” should be entered on all TA documents. This will copy forward to the TP. • Type of Payment – only one type is available - “Travel Expenses” • Purpose of Travel – select most appropriate value from dropdown list • Departure Date – enter date trip began • Departure Time – enter the time of day (Military Time) the trip began • Return Date – enter the date the trip ended • Return Time – enter the time of the day (Military Time) the trip ended

6. Vendor When a TP is copied forward from a TA document, Vendor information is automatically populated for Vendors with open accounting lines: • Insert New Line - To add a vendor not copied from a TA document. • Vendor Customer - The unique identifier assigned to the vendor (Peoplesoft Emplid for employees) • Address Code - The Address Code or ID given to a unique address for a vendor.

7. Travel Expenses • Insert New Line - To open up page for input of required fields. • Record Date - enter individual trip dates or the trip end date if entering travel expenses in total. • Destination – enter the travel destination code(s). Advantage destination codes correspond to the State of Arizona’s lodging and per diem rates by key destination cities. • Refer to the Comptroller’s Web site Travel Policy 501-01 Decentralized Travel Policy Overview for links to determine lodging rates, per diem rates and to look up counties. • Refer to the following schedule for determining the allowable lodging and per diem rates: http://www4.nau.edu/comptr/docs/SAAM-2d06-20041216.pdf • Travel destinations are broken out by state and county. To find the county of a particular populated place, visit the website at: County Lookup

8. Travel Expenses (continued) • Expense Amounts – enter actual expense amounts in the appropriate expense fields. • Per Diem Fields – separate fields for breakfast, lunch and dinner. Apply total trip amounts per meal type. “Total Meals” amount will reflect the total trip amount. • Actual Lodging – enter actual lodging expense • Actual Transportation – enter airfare or primary transportation expenses. • Mileage – enter total mileage claimed • Actual Registration – enter registration fees • Other Expenses – enter miscellaneous travel expenses • Other Expenses Description– enter whenever using Other Expenses • Other Transportation – enter taxi or other travel expenses

9. Accounting When a TP is copied forward from a TA document, accounting lines are automatically populated with lines from the TA document. Pre-travel and cash advance lines must be cut from the TP document. • Insert New Line – To add a line not encumbered as part of the TA document. • Event Type - The alpha-numeric identification code assigned to an event type. Only one event type is available on TP documents: TR04 – Travel expense • Accounting Template - The unique identification code assigned to the accounting template.  Accounting templates are used to bring in chart of account element codes for ease of data entry on documents.

10. Accounting (continued) • Line Description – required description of accounting line (e.g. hotel expense, per diem, etc.) • Line Amount - The amount of actual travel expense (must be supported by original receipt) • Fund Accounting – Object/sub-object codes associated with the expenditure.

11. Course summary To understand travel processing in Advantage 3 How to submit and validate a PD document. Validating and Submitting TP document Required fields for processing a TP document