Travel Reimbursement Request

The Travel Reimbursement 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 and 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 Reimbursement Request form standardizes efforts allowing employees to request reimbursements efficiently.

Within the Travel Reimbursement 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 reimbursement.
   - Expense Information — Describes travel expenditures paid by the traveler. The form is configured with three types of expenses: non-meal, meals, and miscellaneous. All three sections are totaled by the system and presented as a grand total within the Expenses Total field.
3. 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 Reimbursement 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 100 characters. Trip Purpose is a temporary field used for approval purposes; it will not remain with an approved request within AP subsystem.
Start Date: Date the activity begins. The system will reject expenditures 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: A text field that holds up to 300 characters and will be visible for the approver in Workflow. Comments will remain with the request and insert 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.

Use PO Number: Enter the number of an open Purchase Order that has been defined with a PO Type of "B" (Blanket Order). Note that the name of the employee (Traveler ID) should agree with the name of the Vendor ID in 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 GL Account option.
Account Number: Enter the defined and approved account that the proposed reimbursement will be drawn from. Accounts are defined by the district. 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.

Expense Information

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.

The Expense Information has three subsections that have their own system-generated total. At the bottom of the Expense Information is an Expenses Total providing a system-generated grand total. The Expenses Total is the full reimbursement amount that will be submitted for approval. Verify the Expenses Total before submitting the Travel Reimbursement Request. To bring attention to accompanying attachments, check the Receipt box.

Non-Meal

Type Expense: Select an option from the drop-down. The choices are static but can be customized. The Expense Type will remain with the request and become the Description within APOH. Before creating an expense line item, note that the columns to the right are Miles, Rate, and Amount. Some of the expense types are designed to work with the Amount column while others will use Miles and Rate.
The pre-configured options that use the Amount column are: Registration, Lodging, Air Fare, and Rental Car/Parking. The pre-configured option that uses the Miles and Rate columns is Private Car.
Date Incurred: The date the expense took place. This date must fall within the Start Date and Return Date.
Miles: Miles will only be accessible with the Type Expense of Private Car. Enter the number of miles driven or traveled. Enter up to 999.9 miles. The miles will be multiplied by the Rate field to calculate a value or Subtotal for reimbursement.
Rate: Rate will only be accessible with the Type Expense of Private Car. Enter up to 9.999 where the 9.999 represents the value paid to the employee per mile. The rate will be multiplied by the Miles field to calculate a dollar value or Subtotal for reimbursement.
Amount: The flat amount requested for non-meal expenses. This field is not accessible for Type Expense of Private Car. The Subtotal is system-generated and will equal the Amount (if Expense Type is not Private Car).
Receipt: When attaching a receipt to the form, check the Receipt box. The attachment will be visible within the Workflow Task List's Summary section. The Task List will also bring attention to an attachment with a "Y" or "N" under Receipt column (between Amount and Subtotal).
Subtotal: A system-generated field that equals either the Amount or Miles x Rate fields.

Meal

Each line of meal expenses will summarize into one child record within AP Create/Update OH Set page. The description will state "Meal Expense on xx/xx/xxxx."

Date Incurred: The date the expense took place. The date is required when documenting a meal and must fall within the Start Date and Return Date.
Breakfast: The amount incurred for breakfast, entered in dollar/cents.
Lunch: The amount incurred for lunch, entered in dollar/cents.
Dinner: The amount incurred for dinner, entered in dollar/cents.
Receipt: When attaching a receipt to the form, check the Receipt box. The attachment will be visible within the Workflow Task List's Summary section. The Task List will also bring attention to an attachment with a "Y" or "N" under Receipt column (between Amount and Subtotal).
Subtotal: The system-calculated total of meal expenses.

Miscellaneous Expense

Miscellaneous Expense: Enter up to 100 characters to document a miscellaneous expense. Two Miscellaneous fields are present.
Amount (Miscellaneous): The flat amount requested for a miscellaneous expense.
Receipt: When attaching a receipt to the form, check the Receipt box. The attachment will be visible within the Workflow Task List's Summary section. The Task List will also bring attention to an attachment with a "Y" or "N" under Receipt column (between Amount and Subtotal).
Subtotal: A system-generated field that equals the Amount field.
Within the Subtotal column are Section Totals. The section total is the sum of the Subtotal fields above. Each section will have its own total: Non-Meal Total, Meal Total, and Misc. Total.
Expenses Total: A system-generated total or sum of all three section totals. The figure will represent the total amount of the request to be reimbursed to the Employee identified in the Traveler ID field. The Expenses Total should equal the amount of the approved request within the APOH set created.

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 Reimbursement will be created as one set with one invoice. Each expense line on the Travel Reimbursement Request form will create a separate, detailed child record for the invoice. The description for each expense line will remain with the request into the AP subsystem. The System Invoice Total will match the total of the Travel Reimbursement Request form. The invoice date will be the request date of the form. The Blanket PO number will insert on the detail record, along with the PR# and PR Item #.

Workflow emails can be customized to include various elements of batch information such as Set numbers, Invoice numbers, etc.

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.