Use this command | To do this |
---|---|
TA | Request approval of a trip for a traveler. This may also include TCard maximums, estimated reimbursables, travel advance, and travel related Purchase Orders. |
TRPO | Adding a Travel Related Purchase Order to an existing 'approved' Travel Authorization. |
LETA | List echarges for a Travel Authorization |
LRPO | List travel Related Purchase Orders |
LTTA | List Transactions for a Travel Authorization |
LTTR | List Transactions for a Travel Related po |
LTRS | List Transactions for Requestor and Status |
LTPR | List Transactions Pending Review |
LPOV | List Purchase Orders and travel authorizations for a Vendor |
LPOS | List Purchase Orders for a Status |
? OR PF1 | Display on-line Help! |
NOTE: When you are ready to submit the TA, you must press PF10.
Below is a Step by Step Guide in submitting a Travel Authorization: A Travel Authorization contains three (3) screens.
If searching for a city in a country other than the US, press PF1 while cursor is in the Country Code field and locate the appropriate Country Code. Press 'Enter' once you locate the Country and a listing of the cities within the Country will be listed.
Please Note: If you cannot locate the appropriate city you must contact the Travel Office at 575-7951 to have the city added to the TDMM table so that you may proceed with submitting your Travel Authorization.
If the Travel Authorization is a 'Blanket', the Destination field acts as a text field and allows entry of standard text. Example: In-State Blanket.
Please Note:If the traveler is going to a foriegn country, or is a guest of the university, a Lodging Special is NOT required.
Entering "N" for travelers other than those on foreign travel or guests of the University causes reimbursable lodging limits to be set at the Federal Per Deim limit.
REMEMBER: Select the correct vendor address once you have the vendor number in the Vendor ID field.
If any of the displayed information is incorrect, update it with the correct information; then enter the expected amount of the airfare and the maximum amount that can be paid for this airfare. (This is important in case the TA is not approved in time to receive discounts.) If the expense will be shared by cost centers different than those indicated, update the cost center numbers and indicate either percentages or dollar amounts for each of the cost centers. If only one cost center will be used, delete the other one. Tab to the Handling Codes section and enter any appropriate special handling codes (use PF1 to obtain a listing). Press PF10 to save the travel-related PO information.
Please Note: If you have a TCard within your department you are NOT to purchase your airfare on a PO. You should be purchasing your tickets with the TCard.
IMPORTANT: A registration form must be filled out and faxed to the Travel Office before the Travel Office will give final approval to the TA. Once you submit the TA for approval, write the TA number on the registration form and fax to the Travel Office.
The action code identifies the type of operation you want to perform with a command. Action codes can be entered in the Action field either before or after a Command is initiated. Action codes appearing below the banner indicate the action currently being performed.
Code | Action |
---|---|
C | Copy |
D | Delete |
R | Review |
S | Submit |
V | View |
W | Withdraw |
If you need assistance and cannot find the answer in this or other travel documentation, please call the Travel Office at 5-7951.
If you cannot find the vendor after a vendor search (above), or if you need to propose a new address or name for an existing vendor, you can request these additions/changes through the Proposed Vendor window. Your proposed vendor will then be routed to the Business Affairs Vendor Maintenance representative for approval and addition to the Vendor File.
Although review of the TA may begin as soon as you submit it, final approval of the TA by the Travel Office is not possible until the proposed vendor is approved by the Vendor Maintenance Person located in Business Affairs.
A TA may only be updated if it has been through the Target process and has a status of O.
Note: The phone number must be re-entered on update.
If changes have been made to Screen One, press Enter to validate before going to Screen Two. Screen Two will display the reimbursement request from the original TA. It will also only show the calculated totals. If you want the system to recalculate, you must enter your information again.
Anytime you are increasing the amount of reimbursable expenses requested, you must tab to the Max Reimb Without Supplementing field and delete the total; then press Enter for the system to recalculate this amount. THE SYSTEM WILL NOT ACCEPT A TOTAL IN THIS FIELD THAT IS LESS THAN THE ESTIMATED REIMBURSABLE EXPENSES REQUESTED.
You can use the Copy action to copy travel authorization requests along with their travel-related purchase orders. This capability is particularly useful when several travelers in the department are going on the same trip and have similar estimated expenses. Once a travel authorization request is copied, you can make changes to reflect estimated expenses or other information unique to one of the travelers.