TRAVEL-REQUISITION

DWH Archive Name: B__TRAVEL-REQUISTION

This is a requisition to travel -- the pre-cursor to a Travel Authorization. Travel Reqs are built, submitted for approval, and once approved used to construct the TA (a special type of Purchase Order). Associated travel requisitions may also be defined and become their own PO (TRPOs) upon final approval of the Travel Req. A Travel Req and the resulting TA are both uniquely identified by the TA-NO (which is also the PO-NO).

Data Element Definitions for TRAVEL-REQUISITION (U-313)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary Identifiers
	1	TA-NO DB=AB CS=PP	P	7.0	F	U	A system generated number which identifies an authorization or a request for authorization of travel expenses in connection with a particular trip for an individual, or in connection with multiple trips for an individual. The TA-NO is actually the PO-NO created for the authorization to travel. The TA-NO on the Purchase Order file is only populated for 'Travel Related' POs for association with the original Travel Authorization.
	1	TRAVEL-REQ-TYPE DB=AI CS=PP	A	2.0	F		Identifies the type of Travel Requisition as one of the following, each with specific TA requirements and edits. R = Regular (one person taking a single trip), IB = In state Blanket, OB = Out of state Blanket, GR = Guest without Reimbursables, or G = Group trip where the traveler is responsible for the expenses of a group of people.
	1	TRAVEL-REQ-STATUS DB=AC CS=PP	A	1.0	F		Identifies the status of a Travel Requisition via one of the following codes: I = In process (may be changed), S = Submitted for approval and may no longer be modified, A = Approved and has been turned into an official TA (Purchase Order) -- see the status of the TA for further information regarding this requisition, or X = Cancelled.
	1	PO-BUDGETARY-UNIT-NO DB=AL CS=PP	N	4.0	N		The standard UAF budgetary unit number which identifies the organizational entity that is to be associated with a purchase order.
	1	DEPT-REP-USER-ID DB=AM CS=UA	A	8.0	N		The Natural user ID of the departmental representative responsible for tracking and following up on problems with a requisition, purchase order, order receipt, invoice, transfer, or journal entry. This is the person to contact regarding the financial transaction.
	1	REQUESTOR-PHONE-NO DB=AN CS=PP	A	17.0	N		Complete telephone number of the person requesting a purchase. It is available to Purchasing and the vendor (printed on the PO) so that questions may be asked regarding the requisition or the order. It is stored in either of the following formats: 999/999-9999 or 999/999-9999x9999.
Traveler Information
	1	VENDOR-NO DB=AD CS=PP	P	6.0	F		Unique system generated identifier for a vendor.
	1	VENDOR-NAME-NO DB=AE CS=PP	P	2.0	F		A system generated number sequentially assigned to identify one of several names by which a vendor is currently known or has been previously known, or is currently doing business or has done business in the past.
	1	VENDOR-ADDR-NO DB=AF CS=PP	P	3.0	F		System generated number sequentially assigned to identify separate addresses for a particular vendor.
	1	TRAVELER-TYPE DB=AG CS=PP	A	1.0	F		Identifies the type of traveler for which a Travel Requisition is created. Possible values include: E = Employee, S = Student, G = Guest of the University, B = U of A board member, or T = group Travel (a type exception).
Trip Information
	1	TA-PURPOSE-CD DB=AH CS=PP	A	1.0	F		A code which identifies the purpose for a particular trip. Possible values include: O = Official business E = Education and training seminars C = Conference and conventions
	1	TA-PURPOSE-DESC DB=AT CS=PP	A	25.0	N		A description of the purpose for a particular trip, or when related to a blanket travel authorization, for multiple trips.
	1	TA-DESTINATION DB=AO CS=PP	A	27.0	N		The travel destination for an individual who is requesting authorization for travel or for whom a travel request has been approved.
	1	TA-REGION-CD DB=AK CS=PP	A	1.0	F		Identifies the travel destination associated with a Request for Travel Authorization as: I = In Arkansas (intra-state) O = Outside Arkansas but within the US (inter-state) F = Foreign
	1	TA-DATE-OF-DEPARTURE DB=AR CS=PP	D		N		The date a traveler plans to leave on a particular trip, or the first date a blanket travel authrorization is valid.
	1	TA-DATE-OF-RETURN DB=AS CS=PP	D		N		The date a traveler plans to return from a particular trip, or the last date a blanket travel authrorization is valid.
	1	TA-DATE-FUNCTION-BEGIN DB=AP CS=PP	D		N		The beginning date of a meeting, conference, training session, or another event which is attended by a traveler.
	1	TA-DATE-FUNCTION-END DB=AQ CS=PP	D		N		The ending date of a meeting, conference, training session, or another event which is attended by a traveler.
Reimbursable Info
	1	TA-TRANSPORTATION-CD DB=AJ CS=PP	A	1.0	F		A code which indicates the type of transportation which is used for a trip. This does NOT include transportation for which a Purchase Order will be issued, nor does it include taxi. Expenses may be reimbursed for some types of travel. Possible values are: A = Air P = Private Automobile U = University Vehicle G = Guest in Automobile O = Other (including car rental, train, etc.) = Not applicable
	1	TA-SPECIAL-AUTH-CD DB=AU CS=PP	A	1.0	N		A code which indicates request or approval for increased limits on travel related lodging expenses and the justification for it. Possible values are: = No lodging special, C = Conference hotel, S = Safety, T = Save transportation cost, F = Required facilities, or O = Other (requires extended text).
	1	TA-MEALS-DAYS DB=AV CS=PP	P	3.0	N		The number of days for which meal reimbursement is being requested for a Travel Authorization.
	1	TA-LODGING-DAYS DB=AW CS=PP	P	3.0	N		The number of days for which lodging reimbursement is being requested for a Travel Authorization.
	1	TA-REIMB-MILES DB=AX CS=PP	P	4.0	N		The number of miles to be driven in a personal vehicle for which reimbursement is being requested for a Travel Authorization.
	1	REIMB-MISC-DESC DB=AY CS=PP	A	25.0	N		A description of miscellaneous travel expenses for which a traveler is reimbursed. Once the Travel Authorization (PO) is created, this is stored in the Item-Desc for Line-No 1 of the Purchase-Order-Line file.
	1	REIMB-TRANS-AMT DB=AZ CS=PP	P	8.2	N		An estimated amount of transportation expenses to be reimbursed to the traveler. This does not include amounts for which a Purchase Order is issued, nor does it include taxi, parking, or car rental.
	1	REIMB-MEALS-AMT DB=BA CS=PP	P	8.2	N		An estimated amount of travel related meals expenses to be reimbursed to the traveler.
	1	REIMB-LODGING-AMT DB=BB CS=PP	P	8.2	N		An estimated amount of travel related lodging expenses to be reimbursed to the traveler.
	1	REIMB-REGISTRATION-AMT DB=BC CS=PP	P	8.2	N		An estimated amount of registration expenses to be reimbursed to the traveler.
	1	REIMB-MISC-AMT DB=BD CS=PP	P	8.2	N		An estimated amount of miscellaneous travel related expenses to be reimbursed to the traveler, which may include parking and other miscellaneous expenses. However, an advance may not be made for all allowable reimbursable miscellaneous expenses.
	1	REIMB-RENTAL-CAR-AMT DB=BE CS=PP	P	8.2	N		An estimated amount of rental car expenses to be reimbursed to a traveler.
	1	REIMB-TAXI-AMT DB=BF CS=PP	P	8.2	N		An estimated amount of travel related taxi expenses to be reinbursed to a traveler.
	1	TA-ADVANCE-AMT DB=BJ CS=PP	P	8.2	N		An amount which is being requested, approved, or issued as an advance of travel expense reimbursement. Two separate advances may be made at different points in time based upon changes made to the Travel Authorization.
Limits and Cost Distribution
	1	PO-MAX-AMT DB=BG CS=PP	P	8.2	N		The maximum amount to be invoiced against a PO. This amount may not exceed the corresponding (REQ-AMT + REQ-FREIGHT-AMT) * (100 + REQ-TOLERANCE-PCT). A lesser amount may be imposed by Purchasing to ensure that purchasing regulations are followed or to guarantee that a bid price is not exceeded. On travel authorizations, this is a specific amount which is set as the maximum amount to be reimbursed for expenses without having to supplement.
	1	TA-TRAVEL-CARD-MAX-AMT DB=BH CS=PP	P	8.2	N		Maximum amount of travel expense authorized for charge to a university Travel Card (T-card) by an employee for specified travel.
PE	1	DISTRIBUTION-GROUP DB=BK CS=PP Max Occ=10 HD=__DIST_GRP					DWH Archive Name: B__TRAVEL-REQUISTION__DIST_GRP The periodic group defining the cost centers, catagories and projects to be charged for each reimbursement.
	2	CO-CENTER-NO DB=BL CS=PP PE=DISTRIBUTION-GROUP	P	15.0	N		A combination of the company number and the cost center number from the UAF chart of accounts. The primary identifier of financial ownership and responsibility.
	2	CO-CENTER-PCT DB=BM CS=PP PE=DISTRIBUTION-GROUP	P	3.0	N		The percent of an expense which is to be charged to an associated Company Cost Center
	2	CO-CENTER-LIMIT-AMT DB=BN CS=PP PE=DISTRIBUTION-GROUP	P	8.2	N		Amount of expense for a requisition, PO, or travel reimbursement which will be distributed to an associated company cost center. Expenses up to this limit will be distributed sequentially to cost centers. The last cost center's limit will be determined by any tolerance amount that has been allowed by the PO maximum amount or the maximum reimbursement amount.
	2	DEPT-ACCT-CATEGORY DB=BO CS=PP PE=DISTRIBUTION-GROUP	A	8.0	N		A pre-defined code used to categorize expenses, income, and other financial activity at a summary level which is of use to departments in managing their funds.
	2	DEPT-ACCT-PROJECT DB=BP CS=PP PE=DISTRIBUTION-GROUP	A	2.0	N		A free form value which may be assigned to expense, revenue, or other financial transactions in order to categorize those amounts for later retrieval and processing (in batch).
Explanatory Text
	1	TRQ-TEXT-ID DB=CJ CS=*	A	16.0	N		The key for accessing the explanation or justification text provided for the travel requisition. The text is maintained on the UAF-Text file, where it is accessed as needed.
Proposed Vendor (when needed)
	1	VENDOR-TIN DB=CC CS=PP	A	11.0	N		Vendor's unique Federal tax identification number. This field will contain either the Employer Identification Number (EIN) in the format: '99-9999999 ' or the Social Security Number (SSN) in the format: '999-99-9999' If the vendor performs 1099 work, this field is required and will reflect what the vendor supplied on his W-9.
	1	VENDOR-NAME DB=CD CS=PP	A	40.0	N		A name under which a vendor does business, previously did business, or by which it is also known. This field is maintained in mixed case in the format 'significant name; insignificant prefix' (e.g., 'Albatrose Company; The' or 'Arkansas; University of') or 'Last Name; First Name' for individuals (e.g., 'Smith; John J.').
MU	1	ADDR-LINE DB=CE CS=PP Max Occ=3 HD=__ADDR_LINE	A	40.0	N		DWH Archive Name: B__TRAVEL-REQUISTION__ADDR_LINE Street, building/room, and/or post office box lines of a mailing address. This field is maintained in mixed case.
	1	CITY DB=CF CS=PP	A	25.0	N		The city name used in a mailing address. This field is maintained in mixed case.
	1	STATE-CD DB=CG CS=PP	A	2.0	N		The state abbreviation of an address. This field is vali- dated against the STATE-TABLE unless the value is F, which indicates a foreign address.
	1	POSTAL-CD DB=CH CS=PP	A	10.0	N		Postal code used for an address. May be a foreign postal code in any format or the standard US Post Office zip code in the format: | '99999 ' or '99999-9999'
MU	1	COMMENT DB=CI CS=PP Max Occ=2 HD=__COMMENT	A	72.0	N		DWH Archive Name: B__TRAVEL-REQUISTION__COMMENT A comment or brief note which may be associated with an entity. This field is maintained in mixed case.
Audit and Control Data
PE	1	UPDATE-HISTORY-GROUP DB=BU CS=* Max Occ=4 HD=__HIST_GRP					DWH Archive Name: B__TRAVEL-REQUISTION__HIST_GRP The periodic repeating group which identifies when and by whom one of the following occurred to the Travel Req. 1 = Created, 2 = Last updated, 3 = Final approval, and 4 = Cancelled.
	2	TIME-OF-UPDATE DB=BV CS=UA PE=UPDATE-HISTORY-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=BW CS=UA PE=UPDATE-HISTORY-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
	2	DEVICE-CD DB=BX CS=UA PE=UPDATE-HISTORY-GROUP	A	1.0	N		A code identifying the environment from which an update occurred, as defined by the first character of *DEVICE (used to populate this value). Possible values are: A = Asynch (web), V = Video (3270 monochrome), C = Color (3278/3279), or B = Batch.
	1	TIME-STAMP DB=AA CS=UA	B	8.0	F		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.
Indexes
SP	1	BU-STATUS-TA-KEY DB=S1 CS=*	A	9.0	N	D	The super-descriptor composed of PO-Budgetary-Unit-No, Travel-Req-Status, and TA-NO. This index is used to find travel requisitions for a Budgetary Unit by status.
SP	1	STATUS-REP-TA-KEY DB=S2 CS=*	A	13.0	N	D	The super-descriptor composed of Travel-Req-Status, Dept-Rep-User-ID and TA-NO. This index is used to find travel requisitions by status for a departmental representative.
SP	1	VENDOR-STATUS-DEPARTURE-TA-KEY DB=S3 CS=*	A	13.0	N	D	The super-descriptor composed of Vendor-No, Travel-Req-Status, TA-Date-of-Departure, and TA-No. This index is used to find travel requisitions for a vendor by status in date sequence.