Creating a Travel Authorization with Cash Advance - PS Financials

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Creating a travel authorization completed by the traveler’s assigned proxy.  A travel authorization goes through approval processes based on the travelers HR Supervisor and department manager.

A travel authorization is optional and it is only required when a traveler requires a Cash Advance.

Create Travel Authorization: 

Travel Expense Center, Create Travel Authorization

Travel Authorization Entry

Quick Start: A creation method for your travel authorization.  A Blank Authorization is defaulted.

Description:  A description to identify the travel authorization.  This field is 32 characters in length.

Comment:  Additional information about the travel authorization.

Business Purpose:  A business purposes is required to be selected from the drop down menu.

Default Location:  The location(s) of the traveler’s destination.

Date From and Date To:  The beginning and end dates of trip. 

Accounting Defaults:  The accounting default of traveler.

More Options:  From the drop down menu select “Create Cash Advance”

Go Button:  In a new window a Create Cash Advance Report page will display.  The description and business purpose will populate from the travel authorization.

 

Create Cash Advance Report: 

 

 Create cash advance report 

Description:   This field should populate from the travel authorization.  The description identifies the cash advance.

Business Purpose:   This field should populate from the travel authorization.  A business purposes is required to be selected from the drop down menu.

Comment:  Additional information about the cash advance.

Reference:  Additional reference information about the cash advance.

Create Cash Advance Report - Details: 

 Details 

Source:   The method of payment to the employee for the cash advance.

Description:   The description identifies the purpose of the cash advance.

Amount:  Amount you are requesting for the cash advance. 

Details: 

 More details 

Expense Type:   A drop down menu of travel and non-travel expense types

Date:  Date when the transaction began or occurred.

Amount:    The estimated amount of out of pocket expense.  Expenses disable this field on this page if you selected the expense type Lodging or Mileage. You must click the *Detail link to go to the Authorization Detail for [expense type] page to enter a daily or nightly amount in conjunction with the number of days or nights. The system then displays the total amount of the expense transaction in the Amount field.

Currency:   This field is defaulted.  Not necessary to change. 

Payment Type:  This field is defaulted.  Not necessary to change.

Billing Type:   A drop down menu of travel and non-travel billing types.

Authorization Detail for Expense Type (*Details Lodging): 

 Authorization detail for lodging (line 1) 


Authorization Detail for Expense Type (*Details Mileage): 

 Authorization detail for mileage (line 2) 

Date:   Enter the beginning date for the expense type.

Payment Type:   This field is defaulted.  Not necessary to change.

Billing Type:   If a Billing Type is selected on the Details page.  It will be inferred.  If not, a drop down menu of travel and non-travel billing types.

Lodging - Number of Nights:   Enter number of nights.

Mileage – Miles:  Total reimbursable miles.

Location:  This field is defaulted.  Not necessary to change.

Description:  Whenselecting Expense Type “Lodging” enter Hotel name.  When selecting Expense Type Mileage enter departure and arrival destination.

Check For Errors Button:  Checks the expense transaction lines for missing or invalid information.  The Check For Errors button can be completed on the Details page or the Travel Authorization page.

Red flag A red flag will appear missing or invalid information was found.  You can save a travel authorization with missing or invalid information; however, you cannot submit a travel authorization for approval with missing or invalid information.

View Cash Advance Report: 

View Cash Advance Report

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PeopleSoft (also known as "LOUIE") is NAU's student and employee information management system. ITS provides technical support for the PeopleSoft system.  

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