Command Reference: Online Functions

Command Reference: Online Functions

The functions and lists associated with the UPS (University Procurement System) application, relating to the processes of using a State of Arkansas Travel Card (TCard), along with the functions for use in processing Travel in the UPS System are defined on the following pages.

TA - Travel Authorization

Figure 1. Data Entry Screen - TA

Enter values and press ENTER to validate                                      
 UPOTA   1 PROD             Travel Authorization - TA            01/27/03 10:48
 Command:       Action: S  Req:         :       PO:         :       TA:        
                                                                               
 ----------------------------------------------------------------------------  
Action: S TA No:           Total Travel Amount:                   Screen 1 of 3
                           Expensed Reimbursables:                             
Traveler ID:                                            Status:                
Name:                                                   Traveler Type Code:    
Addr:                                                                          
                                                        Grant Part (Y/N)     N
City:                       State:    Zip:              Blanket (Y/N):       N
Event Dates:             to                        

Travel Dates:            to                                                    

                                                  Travel Card Maximum: 
                                              
Dest:                                  Region Cd:                              
Purpose:                               Purpose Cd:                             
                                                                               
Telephone:                   Dept Rep: DONNAC                 BU: BASI         
                                   Donna Lee Carter            BASIS
                                                                               
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt PVend       NextS EDesc                  
 

Figure 2. Screen 2 - TA

Enter data and press ENTER to validate                                        
 UPOTA   1 PROD             Travel Authorization - TA            01/27/03 10:50
 Command:       Action: S Req:         :        PO:         :       TA:        
                                                                               
 ----------------------------------------------------------------------------  
Action: S TA No:         for                                      Screen 2 of 3
Transportation: Type:               Miles @ 0.29          $                   
Meals:                               Days @          =                        
Lodging: Special:                    Days @          =                        

Reg:                   Taxi:                    Rental Car:                   
Miscellaneous                                                                 
- Co Cost Center #         Co Cost Center Name        Category  %   Amount  Pr
                                                                              
                                                                               
                                                                              
                                                                               
                                                                              
                                                                               
                                                                              
                                                                               
Total Estimated Reimbursable Amt:             Maximum:                        
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt       PrevS NextS EDesc        
 

Figure 3. Screen 3 - TA

Enter data and press ENTER to validate                                        
 UPOTA   1 PROD             Travel Authorization - TA            01/27/03 10:55
 Command:       Action: S  Req:         :       PO:         :       TA:        
                                                                               
 ----------------------------------------------------------------------------  
Action: S TA No:                                                  Screen 3 of 3
  Authorization for:                                                           
  Traveling to:                                   on:           to             
  Estimated Reimbursables:                   Additional related POs:           
  Allowable Advance:                         Total Travel Amount:              
                                                                               
-- Advance Request ---- Issue Date ---- AP ID ---- Payment ID --- Handling ---
                                                                               
                                                                               
                                                                               
=======================  Travel Related Purchase Orders  ======================
    ------------- Vendor -------------------    - Amount -       PO #   Status
 _                                                                             
 _                                                                             
 _                                                                             
 _                                                                             
 _                                                                             
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt       PrevS       EDesc Save           

The following sections describe the TA - Travel Authorization function:

"Purpose."

"Access and Security"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

Travel Advance Validations

Travel Advance Validations for Employees Instate/Out of State

Travel Advance Validations for Employees on Foreign Travel

Travel Advance Validations for Student Travel

Travel Advance Validations for Group Travel

Cost Center Validations

Processing

Special Processing

TARGET Routing Criteria

Dating Rules for Encumbrances & Expenses

Update History Group Information

Purpose

The TA function is used to enter data related to travel for an individual, to authorize the estimated expenses to be reimbursed that that individual, to estimate any TCard charges that may be incurred, and to authorize up to five travel related purchase orders to vendors related to the trip.

The TA function is also used to enter 'group' travel information which was previously processed through the Office of Financial Affairs.

This function is also used to request and approve associated travel advances, estimated TCard Maximums, and to modify previously approved travel authorization, TCard Maximum, and travel advance data.

Access and Security

This function is available to anyone who has 'update' access to the UPS functions for processing administrative requests for travel.

Key Fields Required in the Banner

• Action
• PO No. (TA No) ²

Valid Actions

Validations

Submit

1. No vendor may be selected from the vendor file who does not have a Social Security number in the TIN field on the Vendor File.
2. The Trip Departure Date may not be prior to the Return Date.
3. The Trip Departure Date may not be after the Event Date.
4. The Destination must be selected from a help facility which looks at the TDMM table.
5. If a Blanket Code of 'Y' there is no validation against TDMM in the Destination field.
6. A TA may not be saved until all 3 screens have been viewed.
7. If an 'A', 'U', or 'G' in the Transportation Type, NO miles may be entered in the mileage field.
8. The maximum allowable for mileage will default to the amount that has been entered on the AVMR function. The amount may be lowered, but not increased.
9. If an 'I' in the Region Code and a Travel Departure and Return Date of the same day, IF reimbursement for meals are requested, the user will be prompted to press the PF11 key to enter a justification.
10. If a 'Y' in the Special Field, the user will be required to enter a Special Reason Code.
11. If a 'Y' has been entered in the Blanket Code field, no days for lodging and meals will be calculated.
12. If a 'Y' in the Blanket Code field, the Trip Ending Date must be equal to the Inactive Date of the Cost Center. If multiple cost centers, the system to use the inactive date that is the most current.
13. The Maximum Reimb. Amount field will default to 10% of the estimated reimbursables. This amount may be increased, but may not be lower than the amount of the estimated reimbursables.
14. With an Action of 'S', no Travel Related POs will be allowable on a TA that has a Blanket Code of 'Y'. They may be added from the TRPO function once the TA has a Status of 'A'.
15. A TA may not reach final approval within TARGET if there is no Vendor Number, Vendor Name No, or Vendor Address No.
16. If a Transportation Type other than 'A' or 'P', no amount is allowed in the Transportation Amount field.
17. No negative amounts may be entered in any of the amount fields.
18. If a TA with a Blanket Code of 'Y', the amount to be encumbered must be entered in the Misc field and must be an amount of $1.00 or greater.
19. A Travel Authorization with no estimated reimbursables is only allowable if a Travel Related PO is included, or if an amount has been entered in the Est. TCard Charges field.
20. If a Travel Authorization has a Travel Related PO attached, but no estimated reimbursable amounts or estimated TCard amounts, upon final approval of the TA, the Status will be a 'C' (closed).
21. No 'Y' is allowable in the Special Field if the TA has a Blanket Code of 'Y'.
22. No TCard Maximum amount may be entered if a Blanket Code of 'Y'.
23. A TA with only Est. TCard Charges will have a Status of 'O' upon final approval. In order to close this TA, the Travel Office will use XCRP after the TCard charges have been approved.
24. System to look at trip departure dates and compare to effective dated record for destination selected in order to determine allowable meal and lodging rates.
25. The total days calculated by the Travel Departure and Return Dates may not be increased.

Additional Validations for Traveler Type Code of 'T' (group Travel)

1. If a Traveler Type Code of 'T', user to receive message 'Use PF9 to enter names of individuals going on trip'. Require use of the PF9 key.
2. No default of days or lodging and meals will be displayed on Screen 2. User to have the ability of entering actual anticipated amounts. No validation on meal and lodging amounts.
3. No Blanket Code of 'Y' is allowable if the Traveler Type Code is a 'T' (group Travel).

Validations for Travel Advances

The following validations are in effect for all travel advances regardless of Traveler Type Code or Region Code:

1. No advance on reimbursables if less than $50.00.
2. No advance is allowable if the beginning Travel Date is PRIOR to the current date when submitting the TA.
3. No advance on Registration
4. No advance on Airfare
5. No advance if the Traveler has an 'X', 'O', or 'P' on the Travel Advance Code field on VTAC.
6. An advance amount may be lowered, but NOT increased.

Validations for Employees and Board Members (Instate or Out of State)

If an 'E' or a 'B' in the Traveler Type Code field and an 'I' or an 'O' in the Region Code Field, the following rules apply:

1. 50% advance on meals
2. 50% on Taxi
3. 50% on Lodging IF no attribute of PTCD (Personal Travel CarD issued by UA) OR UAFM (U of A tcard all items) on the vendor file signifying that the traveler has either a personal travel card or State travel card issued through State of Arkansas contract holder.
4. 50% on Car Rental IF no atrribute of PTCD or UAFM on the vendor file signifying that the traveler has a personal travel card or a State travel card issued through State of Arkansas contract holder.
5. 50% on Transportation Type 'P' IF no attribute of PTCD on the vendor file signifying that the traveler has a personal travel card issued through State of Arkansas contract holder.
6. 50% on Miscellaneous expenses. It will be up to the Travel Office to insure that the data in this field is allowable.

Validations for Employees and Board Members (Foreign Travel)

Travel Advance for Student Travel

Travel Advance for Group Travel

Cost center/category validations

1. At least one company cost center must be entered and distribution lines must be sequentially filled.
2. Duplicate company cost centers and categories are not allowable.
3. Use of both percentage and limited amounts on the same TA are not allowable.
4. No cost centers may be mixed that have different fund appropriations.
5. 05, 06, 07, 08, 09, 1002, and 1102 cost centers are not allowable on travel authorizations.
6. When submitting a TA, the system to look at the active date of the Cost center (s) to insure active at time of Trip Departure Date.
7. Return Date may not be after the inactive date of the cost center.
8. If distributing by percentage, must equal 100%.
9. Entry of at least one cost center is required.
10. A valid Category must be entered in the Category field.

Processing

1. A Travel Authorization is submitted via a TARGET transaction along with information regarding estimated reimbursables, estimated TCard charges, travel related purchase orders, and any Travel Advance request. (If a registration purchase order is included, a paper copy of the form will be required by the Travel Office before final approval of the TA will be granted). A Travel Authorization SHOULD be completed PRIOR to the departure date of a trip.
2. The submitted Travel Authorization is approved or rejected by the appropriate Cost Center managers, Travel Administrator, and Travel Supervisor. Once the Travel Supervisor has approved the Travel Authorization, any travel related Purchase Orders are also issued.
3. A the appropriate time, a travel advance check is generated for a traveler who has requested an advance and for whom a Travel Authorization has been approved. If time permits and the travel advance repayment form has been signed by the traveler, the check is mailed to the traveler's campus address; otherwise, it is held for pick-up at the Treasurer's Office.
4. Until the Travel Advance check job is initiated, the advance will have an Invoice Status of 'I'. Once the job has been run, the Status will change to an 'A'. If a TA is put 'in process' any advance associated with the authorization will have a Status of 'blank' until the TA is 'opened' from MPTA.
5. Supplements to the Travel Authorization or travel-related Purchase Orders may be requested online and will be approved via TARGET.
6. A Statement of Traveling Expense Form (paper form) is submitted to the Travel Office along with applicable receipts from trip. FUTURE:The Statement of Traveling Expenses will be submitted electronically either by the web or 3270 environment. The Travel Office will have a facility to lower any amounts not allowable.
7. Once all travel expenses have been submitted and setup for payment, if the traveler is to receive a reimbursement check, a check is generated for the reimbursable amount minus the travel advance amount (if a travel advance was obtained) and mailed to the traveler's address on the TA. If the traveler owes money from the advance, the Treasurer's Office will send a notice requesting reimbursement.
8. If a user wishes to modify the cost centers on a TA, this may be done by using the PODT function.
9. A TA will be 'closed' upon expensing unless there is a 'Y' in the Blanket Code field. To reopen a 'closed' or canceled' TA, the XCRP function is utilized by the Travel Office.

Dating Rules for Encumbrances and Expenditures

Encumbrances on Travel Authorizations

Reimbursables on the original TA will become an encumbrance at final approval of the TARGET transaction. Those encumbrances are to be dated the EARLIEST of the date the TARGET transaction was submitted, or the date of departure. If this date is in a different FY than the date of departure, then the encumbrance will be effective July 1st.

Supplements, update activity on the TA, will be effective the same date as the original TA.

Expenditures on Travel Authorizations

The entry of a claim (TACP) will establish expenditures against a TA. Those expenditures are to be dated the trip ending date, or earliest open period.

Encumbrances on Travel Related Purchase Orders

New TRPOs will become encumbrances at final approval of the TARGET transaction. Those encumbrances are to be dated the earliest of the date the TARGET transaction was submitted and the trip departure date.

Supplements, update activity on the TRPO, will be effective the same date as the original Purchase Order.

Expenditures on Travel Related Purchase Orders

The entry of an invoice for travel related purchase orders (ITRP) will establish expenditures against a TRPO. Those expenditures are to be dated the Vendor's Invoice Date (The date printed on the physical invoice). In the event that date is prior to the PO Effective Date (encumbrance date) the PO Effective Date will be used.

Update History Group

The User ID of the person initiating the TA or TRPO will be in the first occurance on POHI (Initiated By).

The User ID of the final approver of the transaction will be in the second occurance on POHI.

On POLI, the first occurance will be populated with the User ID of the person who gave final approval of the transaction. (This should always be someone on the Travel Office). If the final approval results in the PO Line being 'opened', then the second occurance is populated at the same time.

If the PO is put 'in process' at final approval, only the first occurance is assigned. Once the PO line is set to open (from MPTA or MPTR) the second occurance will be assigned.

TRPO - Travel Related Purchase Order

Figure 1. Data Entry Screen - TRPO

 
 Enter values and press ENTER to validate                                      
 UPOTRPO 1 PROD       Travel Related Purchase Orders - TRPO      02/10/03 13:41
 Command:       Action: A  Req:         :       PO:         :       TA:        
                                                                               
 ----------------------------------------------------------------------------  
Action: A PO Number:         Traveler:                                         
Vendor ID:                     TA Number:               PO Status:            
Name:                                                   Dept Rep:       DONNAC
Address:                                                BU:    1032       BASI
                                                        Telephone:            
                                                        Ship To:              
City/St:                                                Handling:             
                                                                               
                                                                               
                                                                               
                                                                               
Hold for:                                                                      
Amount:                 PO Max:                 Invoiced Amt:                  
                                                Expensed Amt:                  
                                                                               
                                                              % $             
                                                              % $             
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt PVend             AirF  Save  CComm         
 
 

The following sections describe the TRPO - Travel Related function:

"Purpose."

"Access and Security"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

Cost Center Validations

TARGET Routing Criteria

MPTA - Modify in-Process Travel Authorization

Figure 1. MPTA - Modify in-Process Travel Authorization

  All entries are valid, press PF10 to Save                                     
  UPOMPTA 1 DEMO   Modify in Process Travel Authorization - MPTA  06/16/03 09:08
  Command:       Action: U  Req:         :       PO: 6097104 :       TA: 6097104
                                                                                
 -------------------------------------------------------------------------------
   Action: U  Travel Authorization No: 6097104                                  
                                                                                
 Reimbursables for: Carter; Jess                                                
 Traveling to:      Orlando Fl                 Dates: 07/05/03 to  07/10/03  
 PO Status:   P (In Process)                               Advance:      400.00
 Region Code: O Inter-state   Blanket (Y/N): N             Maximum:      650.15
   Transportation:              20.30                                           
   Meals:                      180.00                                           
   Lodging:                    750.00              Personal Travel Card:   No   
   Registration:                                   Advance Percent:        50   
   Taxi:                        50.00                                           
   Rental Car:                 200.00                                           
   testing                     100.00                                           
 Total:                       1300.30   Travel Card Maximum Amount:             
                                                                                
 In Process Status Set: 06/09/2003 By: DONNAC                                   
 Updated:                          By:                                          
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             NextR EDesc Save                                     
 

The following sections describe the MPTA Function:

"Purpose"

"Access and Security"

"Key Fields Required in the Banner"

"Processing"

"Validations"

Purpose

The MPTA function allows the Travel Office to update an 'approved' TA PRIOR to the TA being set to a Status of 'O'. Typical reasons for modifiying a TA include, but are not limited to the following:

• Removal of Miscellaneous items
• Lowering other amounts as applicable
• Removal of airfare, due to already having a PO for airfare
• Lowering of Travel Advance
• Modifying the Region Code
• Adding Text
• Lowering or removing the TCard Maximum

Access and Security

The Travel Office will have access to this function for updating 'in-process' TAs. Campus Users will have view access only.

Key Fields Required in Banner

• TA Number

Processing

When the Travel Office discovers a need to update a TA PRIOR to setting the TA to 'open'; during the final approval of the TA in TARGET, the Status will be set to 'in-process'. At that point the Travel Office will go to MPTA to make corrections to the TA as applicable.

Once changes have been made, the Status is set to an 'O' (Open).

Validations

1. Dollar amounts may be lowered or removed, but not increased.
2. If dollar amounts are lowered or removed, the system will recalculate any travel advance requested and require the amount to be changed.
3. A 'warning' is displayed if the user attempts to save the document without changing the Status to an 'O' (Open).
4. Only a PO Type of 'TA' may be updated from this funtion.
5. A TA may only be updated if a Status of 'P' (in-process).

TDMM - Travel Destination Mileage & Maximums

Figure 1. Data Entry Screen - TDMM

UPOTDMM 1 TEST   Travel Destination Mileage & Maximums - TDMM   07/31/03 11:13
Command:       Action: V Req:         :     PO:         :        TA:          
City:                         State:    Country:     Date Effective 07/31/2003
------------------------------------------------------------------------------
Action: V  Destination:                                                       
 for Beginning Period:          through Ending Period:                        
                                                                              
                                                                              
Mileage from Fayetteville:                                                     
                                                                              
Meal Maximums ________________________________________________________________ 
     Breakfast:        Lunch:        Dinner:            Daily Maximum:       
                                                                              
Lodging Maximum:                                                               
                                                                              
Comments:                                                                     
                                                                              
                                                                              
Updated by           on                      Ended by           on             
                                                                              
                                                                              
nter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit                          NextR                          
Please enter a Destination City                                               

The following sections describe the TDMM Function:

"Purpose"

"Access and Security"

"Key Fields Required in the Banner"

"Processing"

"Validations"

Purpose

The TDMM - Travel Destination Mileage & Maximums table is an 'effective dated' facility used by the Travel Office to maintain data associated with a City/State combination, or in the case of Foreign Travel, with the Country. For City/States within the US, the Country is assumed to be USA and is therefore not required entry.

As Travel Authorizations are created, when entering the trip destination, the user will activate a help facility which will be used to select the destination from this table. It is important to note that if the user cannot find the destination, the Travel Office must be notifed to have this destination added to the table in order to complete the Travel Authorization.

The 'effective dated' record will be used to validate not only the destination, but the maximum allowance for meals and lodging.

The meal and hotel maximums are derived from the Federal Meal and Milege table, with the University of Arkansas deriving the maximum amounts for Breakfast, Lunch, and Dinner.

Access and Security

The Travel Office have access to this function for creating the 'effective dated' destination and associated meal and hotel maximums.

Campus Users have view access.

Key Fields Required in Banner

• Action
• City
• State (unless a Foriegn City)
• Country (If entering a Foriegn City)
• Effective Date

Processing

1. Destination Cities and States are added to the table with an Action of 'A'. Each record is effective dated, no earlier than the current date.
2. For those destinations that have seasonal rates, a future dated record may be created.
3. Data to be entered for each location is a follows:
   • Daily Meal Maximums
   • Roundtrip mileage from Fayetteville
   • Maximum Hotel Allowance without a 'Special'
   • Comment as needed

   Validations

   EIC - Electronic Invoice Charge

   Figure 1 is an example of the screen presented when this function is accessed.

   Figure 1. EIC - Electronic Invoice Charge
   

   AP ID:1011755 Entry#: 2 displayed; please enter new key fields Suspended from LEEV EIC 01/29/03 15:09 Command: Action: V Req: : PO: : TA: AP ID: 1011755 Rec/Inv Entry No: 2 ------------------------------------------------------------------------------- Action: V AP ID: 1011755 Rec/Inv Entry No: 2 D247 ePartner: 169138 UMB Travel Card BU: BASI Cutoff: 02/24/03 Purchaser: 107264 Carter, Donna Lee BASIS Ticket: 0067444042767 Ordered: 07/22/03 Received: 07/24/2003 TA: 6646464 Itinerary: D/CARTER Depart: 08/10/03 XNA/ATL/ORL/XNA Posted: 07/24/03 Vendor: WORLD WIDE TRAV Carrier: AA MCC: 3058 Cmnt: TCard Charge: 127.50 Approval Code: U Co. Cost Center Center Description Category Pr Expense 010202030610000 BASIS Maint 127.50 Cost Centers 1 thru 1 of 1 displayed; maximum allowed 10 Updated: by: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Quit DCode Q/Nxt eText

   The following sections describe the EIC Function:

   "Purpose"

   "Access and Security"

   "Key Fields Required in the Banner"

   "Processing"

   "Validations"

   Purpose

   The EIC - Electronic Invoice Charge Function is the facility used by a campus user to view and approve travel charges that have been submitted against an individual's TCard. This is also the function for which a user has the opportunity to redistribute the charges to up to 10 pre-approved cost centers.

   Access and Security

   All users will have view access to this function. Users who have been given update access may approve and redistribute charges to other pre-approved cost centers approved for use by the individual card holder.

   Key Fields Required in Banner

   • AP ID
   • Entry No

   Processing

   The Electronic Invoice Charge (EIC) function provides the mechanism for a user to approve a specific downloaded charge from an eBusiness Partner. In this example, the TCard with UMB.

   This function also provides the ability for the user to re-distribute charges to other pre-defined and approved cost centers for a specific Emp ID.

   Depending on the type of commodity purchased on the TCard, sales tax issues may not pertain. Airfare is tax exempt and therefore will not require any sales tax questions. If at some point hotel, meals, and car rental are allowed, these items will incur sales tax, but not use tax.

   The information displayed on the screen is dependent on the type of commodity purchased. For example: Airfare in most cases will include legs of a trip. It is important to note that the information displayed is only as good as what is fed to the credit card holder by the merchant.

   In the instance of airfare there are currently 4 different types of charges that could appear. They are as follows:

   • A ticket with legs of the trip. (currently the vendor only provides a maximum of 4 legs)
   • An increase in ticket due to a change in itinerary with NO legs
   • An Agency Fee for purchasing your ticket through a travel agency. These charges will not have any documentation associated with them, since travel agencies show the agency fee on the itineray with the main ticket.
   • If more than one airline is used on a trip, each airline charge will feed through separately. This will result in the itinerary being for one total, while there will be separate charges downloaded. WILL DISCUSS HOW TO HANDLE THIS FROM A RECEIPT STANDPOINT!!
   • When a credit is received on airfare, the vendor does not feed the traveler name, only the amount of the credit and the airline it was on.

   As charges are approved, the user MUST enter a TA number for which the airfare, etc applies. The amount of the charge will be checked against the TCard maximum on the TA. IF the amount of the charge is in excess of the TCard Max, the user will be required to update the TA with the increased amount before the charge can be approved.

   Validations

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