Travel Advance Request

The Travel Advance Request form will create a record in the Accounts Payable (AP) Create/Update OH Set (APOHBTUB) page.

Complete the required fields and the desired level of details, then submit the record. Workflow then manages record details until the record is approved and inserted into the AP subsystem, or rejected.

From the editing of form details to the insertion of the record into the database, all efforts are streamlined into a direct line of communication so that the reoccurring administrative functions can be promptly directed to the right person(s). In addition, Workflow can be customized. As a result, the Travel Advance Request form standardizes efforts allowing employees to request advances efficiently.

Within the Travel Advance Request form, various codes from the Nucleus (NU) Common Codes (NUUPCD) page may be enforced as if working within the realm of the AP subsystem. Note that these common codes are an advanced feature for high-level users and access should be limited to users with a specific security clearance.

Excel Output is available for approved AP records within the AP Create/Update OH Set page.

Browser support for the form is Internet Explorer 10 or higher.

The form has three sections:

1. Header — Includes system-generated data that states who created the travel advance ("Requestor") and which system or "Connection" was used to create the request.
2. User Section — Consist of three subsections:

• Trip Information — Identifies who is traveling, the purpose, and the trip's date range.
• Funding Source — Identifies the account or Blanket Purchase Order number that supports the advance.
• Anticipated Expenses — Describes expenses to be paid with advanced funds.

The Direct Reimbursement form allows negative numbers to account for the advance.

1. Footer — The footer is where the user is prompted to take action or is informed of the outcome of action. The Request Status area is a system-generated field that indicates what is happening with the present record. The status area will not communicate the approval or rejection of the reimbursement request. The Footer also contains buttons to reset the form, submit the request, or attach documents to the request.

The exact handling of a Travel Advance Request will be unique to each district or office. The Workflow engine's base model (no customizations) will email the creator when a request is approved or rejected. Optional comments from the approver may be included in the content of the Workflow email.
All approvers have access to the form in Update mode which can be initiated through the "Link" button within the Workflow Task List. While in Update mode, information may be added or edited. Select Submit to save the changes and return the form to Workflow.

Trip Information

Traveler ID: An Employee ID from the HR Employee Master (HREMEN) page. Users can either type the ID manually or use the Lookup function. The Traveler ID field contains up to 12 characters that identify the employee requesting an advance. Employees displayed in the Lookup list are "active" or have a status other than Inactive.
Trip Purpose: Describe the trip purpose using up to 32 characters. Trip Purpose is a temporary field for approval purposes only; it will not remain with an approved request within AP subsystem.
Start Date: Date the activity begins. The system will reject requests that are outside of the Start and Return dates.
Return Date: The ending date of the activity. The system will reject expenditures that are outside of the Start and Return dates.
Comments: Text field that holds up to 300 characters and will be visible to approvers in Workflow. The comments will remain with the request and be inserted into the APOH record on the Invoice Text tab.

Funding Source

Funding Source is a required section. Enter either a PO Number or an Account Number.

PO Number: To use PO Number, enter the number of an open Blanket Purchase Order that has been defined with a PO Type of "B" (Blanket Order). Note that the Traveler ID should agree with the Vendor ID on the Purchase Order. If the PO's Vendor ID does not match the Traveler ID submitted, the system will accept an approved request and integrate the record into the APOH system. However, when attempting to link the Travel Advance Request record with the PO within the AP Create/Update OH Set page, the PO extraction will fail to identify the referenced PO. If the Traveler ID and PO's Vendor Name fields do not match, use the Account Number option.
Account Number: Enter the defined and approved account that the proposed reimbursement will be drawn from. If a message is displayed about an Invalid GL or Account Error, it generally means that the key or object added to an account field(s) is incorrect. The ledger that displays next to the Account Number field is based on the user's preferred ledger setting in the Administrative Console Manage Users plugin. The account number may be manually entered or looked up with the Account Controller.

Anticipated Expenses

The level of detail required for expense reporting is defined by the district. Each entity will have its preferred procedure for documentation, per diems, preferred providers, etc. At least one expense must be defined. Each row is one expense.

Expense Description: Text field that will accept up to 100 characters to describe details that meet district-defined standards to document the nature of the advance requested. The first 30 characters will be inserted into the AP Create/Update OH Set page into the Description field on the Invoice tab.
Amount: The projected value of funds loaned to an employee to cover an expense or prepayment.
Expense Total: The Amount column's sum. The Expense Total will be equal to the Set Total and System Invoice Total on the AP Create/Update OH Set page.

Insertion of Request into AP Subsystem

Approved requests are inserted into the AP Create/Update OH Set page. The Set ID will have a system-generated value based on the set up of common code SYNO/BTCHIDOH. The Invoice Number is based on common code SYNO/OHREFNO.

The Travel Advance Request is created as one set with one invoice. Each Anticipated Expense line on the Travel Advance will create an individual record on the invoice. The User Set Total, User Invoice Total, and System Invoice Total should match the total of the Travel Advance Request Form. The invoice date will be the request date of the form. The description will match the description on the expense line from the Travel Advance Request form.

If a blanket PO was used, the PO number will be inserted on each detail record, along with the PR# and PR Item #.

Workflow emails can be customized to include various elements of batch information.

Web Form Attachments

The footer contains the option to add attachments. The attachment will be accessible in Documents Online through the Administrative Console to advanced users, and viewable on the new APOHBTUB record.