Business Rules

Travel and Entertainment > Travel and Entertainment Transaction Documents > Travel Reimbursement > Process Overview

Business Rules

• Initiation

• Arrangers and users with TEM Profiles can initiate Travel Reimbursement.

• Arrangers do not need to have a TEM Profile.

• TEM Profiles can be created by, and for, any Active Faculty or Staff.

• Trip Type Business Rules

• If the Trip Type is set to Display Per Diem Table, the Create Per Diem button will display and Per Diem can be generated for each day of the trip.

• If the Trip Type requires that a Travel Authorization is required in order to create a Travel Reimbursement, the Travel Reimbursement cannot be created until the Travel Authorization is Open for Reimbursement.

• If you are creating the Travel Reimbursement from another document for the same trip, the system copies the Trip Overview entries from the previous Travel Reimbursement document. If creating from a Travel Authorization, the expenses will also copy over unless they have been claimed previously on another Travel Reimbursement.

• Trip Overview tab, Trip Information section:

• If DISPLAY_PER_DIEM_URL_IND = Y, a link will display that opens the Disbursement Voucher Travel Per Diem Lookup which provides links to websites that provide per diem information.

• If OVERRIDE_PRIMARY_DESTINATION_IND = Y, then the Destination Not Found button will display and the user can enter a destination that does not exist in the per diem tables.

• If PER_DIEM_AMOUNT_EDITABLE_IND = Y, the per diem fields will be editable and the user can enter a lower amount, but cannot exceed the total per diem allowed. If N, then checkboxes will display for breakfast, lunch, dinner. Incidentals display read only and a column will display for Meals and Incidentals and not be editable.

• Special Circumstances tab:

• If an amount is entered in the expense limit field, the reimbursement cannot exceed that amount.

• If meals have been claimed without lodging and it’s not the last day of a multi-day trip, justification for meals without lodging will be required.

• Group tab:

• The number of travelers listed in this tab will be used to determine the allowable maximums by the multiplying the allowable amount by the number of travelers when Group Expense types are chosen.

• Per Diem Expenses tab:

• If the Trip Type is set to Display Per Diem Table, the Create Per Diem button will display and Per Diem can be estimated for each day of the trip.

• If Trip Type is International and Per Diem Table is created, Accommodation fields will display. If parameter INTERNATIONAL_TRIP_REQUIRES_ACCOMMODATION_IND = Y, fields marked required must be completed before the document can be submitted.

• The Per Diem Calculation Method for the first and last day of the trip is set by Trip Type. If set to Percentage, the first and last days will be calculated based on the percentage identified in parameter FIRST_AND_LAST_DAY_PER_DIEM_PERCENTAGE. If set to Quarter, the day is divided based on the values in parameter QUARTER_DAY_TIME_TABLE, where the start and end times fall within the defined quarters determines the amount of allowed per diem.

• Lodging will be set to 0.00 on the last day.

• If Lodging is not claimed on a day where meals are claimed, justification will be required to be entered in the Special Circumstances tab, unless it’s the last day of a multi-day trip.

• If per diem, lodging or mileage is claimed in the Per Diem tab, the same expense cannot be claimed for the same day in the Expenses tab.

• If INCIDENTALS_WITH_MEALS_IND = Y, incidentals can only be claimed if at least one meal (breakfast, lunch or dinner) is claimed. If N, then the incidentals can be claimed regardless.

• PER_DIEM_CATEGORIES parameter determines which columns will display.

• PER_DIEM_MILEAGE_RATE_EXPENSE_TYPE_CODE specifies the default mileage rate type.

• If VALIDATE_DAILY_PER_DIEM_AND_INCIDENTALS_IND= Y, validate per diem against daily total versus each individual meal and incidental.

• At least one primary destination in the Per Diem table must match the Primary Destination in the Trip Overview tab.

• Actual Expenses tab

• If Lodging Allowance is selected, the amount entered must be equal to or less than the amount specified in the Expense Type Object Code table for this expense type.

• If Lodging is claimed in the Per Diem tab and Lodging Allowance is claimed for the same day, a warning displays that Lodging is also being claimed.

• The Expense Type Object Code table determines for what expenses receipts and notes are required and maximum amounts and if there are amount restrictions by day or by occurrence.

• Meta Categories have been established for Expense types that have special rules, such as, Breakfast, Lunch, Dinner, Incidentals, Lodging, Lodging Allowance, Airline, Rental Car and Mileage. These Meta Categories control requirements such as disallowing meals to be claimed in both the per diem and the Expenses tab, to require that Class of Service and Airfare Source be completed for Airline and Class of Service be completed for Rental Car.

• If a Meal or Lodging expense is claimed in the Actual Expenses tab for the same day as claimed in the Per Diem Expenses tab, the value in the Per Diem Expenses tab will be grayed out.

• If a Hosted Meal is claimed in the Actual Expenses tab for the same day as a meal in the Per Diem Expenses tab, the value in the Per Diem Expenses tab will be grayed out.

• If Receipt Required = Yes, the Missing Receipt box will be checkable. If you check Missing Receipt box you will be required to enter a note for that expense explaining why the receipt is missing.

• If “Group” type expenses are entered, maximum amounts will be determined based on the number of travelers listed in the Group tab.

• Summary by Object Code tab:

• Populated as expenses are added to the Travel Reimbursement. Object Codes are determined by Expense Type Object Code table. This tab will not display if DISPLAY_ACCOUNTING_DISTRIBUTION_TAB_IND = N.

• Expenses can be distributed one at a time or all at once depending on how you would like to allocate the different expenses.

• Assign Accounts tab:

• If default accounting has been added to the Traveler’s TEM Profile, the accounting fields will display those values. Percent will equal 100 and Amount will equal the Total amount from the Summary by Object Code tab.

If there is an expense limit in the Special Circumstances tab, do not use Assign Accounts tab, manually enter the distribution in the Accounting Lines tab to ensure proper allocation.

• Percent can exceed 100%

• The Amount cannot exceed the Remaining Amount to distribute or the expense limit whichever is less.

• Percent and Amount will update automatically depending on which field is updated.

• After an Accounting Line is added, the Assign Accounts button can be clicked and the Accounting Lines tab is updated with the object codes and expense source from the Summary by Object Code tab and Accounts and Amounts from the Assign Accounts tab.

The Assign Accounts tab can be used even if the DISPLAY_ACCOUNTING_DISTRIBUTION_TAB_IND = N and probably should always be used if this parameter = N, since the system enforces the use of specific object codes depending on the expense type and unless your institution is using the same object code for all expenses it will be difficult to know what object code is required.

• Accounting Lines tab

• If there is only one object code on the document, or one object code left to allocate, the object code will be updated with that value.

• The amount field will be populated with the amount remaining to be allocated.

• Each time you click add in the Accounting Lines tab, the Amount field updates with the total amount remaining to be distributed and the Remaining Amount updates in the Summary by Object Code tab for the object code and expense source added.

• Once you’ve added an accounting line either manually or with the Assign Accounts tab, the Restart Accounting Lines button displays. Clicking this button clears the Accounting Lines tab.

• If the object code totals by expense source in the Summary by Object Code tabs and the object code totals in the Accounting Lines tab do not match, the system displays the error message, “The sum of all Accounting Lines with the Object Code: <object code> and Card Type: <expense source> must equal <amount> for this document.”

• If you have changed the dates of the trip, when you submit the document, the system attaches this note in the Notes and Attachments tab: “The trip begin/end dates have been changed from mm/dd/yyyy –mm/dd/yyyy to mm/dd/yyyy – mm/dd/yyyy by Travel Reimbursement Doc # xxxx.”