Post-Processing

•      If the TEM Profile indicates that the user wants to receive email notifications when the Travel Reimbursement changes status, an email will be sent with the subject line specified in CHANGE_NOTIFICATION_SUBJECT, component Document.

•      If the TEM Profile indicates that the user wants to receive email notification when the Travel Reimbursement is Final, an email will be sent with the subject line specified in FINAL_NOTIFICATION_SUBJECT, component Document.

•      When the Travel Reimbursement is saved or submitted General Ledger Pending Entries will be created to:

•      Record the expenses entered on the Travel Reimbursement from the Accounting Lines tab;

•      To disencumber encumbrances for any accounts used on the Travel Reimbursement that had been encumbered up to the amount that was encumbered.

•      If an advance is being repaid, entries to record the repayment of the advance to the accounts where the advance was initially recorded will be created.

•      If CTS transactions have been imported into the trip, entries will be created to transfer the expense from the institutional account to the departmental account.

•      If Corp Card transactions have been imported into the trip and the Credit Card or Agency Payment Indicator = Y, liability entries are created.

•      If there is an Agency Service Fee associated with an imported transaction, an entry will be created to charge the departmental account the fee as defined in the Agency Service Fee table.

•      When the Travel Reimbursement is submitted, the system generates four PDF reports in the Reports tab: Coversheet, Non-Employee Forms, Expense Summary and Expense Summary By Day. The instructions that print on the Coversheet are determined by the TRAVEL_COVERSHEET_INSTRUCTIONS parameter, the fax number is specified in the TEM_FAX_NUMBER parameter and the barcode format is derived from the TEM_BARCODE_STYLE parameter.

•      Duplicate Trip warnings will be provided for Travel Reimbursements for the same traveler and date ranges, if a Travel Reimbursement was not created against a Travel Authorization and the dates match, or are within the range as determined by the DUPLICATE_TRIP_DATE_RANGE_DAYS parameter. Warnings will be provided on submit and approval.

•      When the Travel Reimbursement is fully approved:

•      If the Final Reimbursement box is checked in the Trip Information section of the Trip Overview tab, a Transaction Authorization Close document is created to liquidate any remaining encumbrances.

•      If there is an advance associated with this trip, the amount due the traveler will be decreased by the amount of the advance and a Credit Memo will be created for the amount of the advance or the reimbursement whichever is less.

•      If Corp Card transactions have been imported into the trip and the Credit Card or Agency Payment Indicator = Y, payment to the vendor indicated in the Credit Card or Agency table will be extracted to Pre-Disbursement Processor for payment.

•      If an amount is due the traveler and the payment method is Check/ACH, the payment will be extracted and processed in Pre-Disbursement Processor.

More:

Initiating a Reimbursement Request