Date

Default is the system date (usually the current date). Enter the date ( mm dd yy ) of this Expense Voucher.

Accounting Period

Default is the current accounting period. If this transaction should be recorded in another accounting period, enter the desired, open period ( mm yy ). Future accounting periods cannot be entered.

Budget FY

Default is the current budget fiscal year. If these documents should be recorded in another fiscal year, enter the open, desired fiscal year. Future budget fiscal years cannot be entered.

New/Modification [Action]

Required. Valid values are:

New [E]

This document is new.

Modification [M]

This document is modifying a previous document.

Traveler ID

Required. Enter the employee ID or the vendor code of the person taking the trip. See Vendor Index (VEND) for valid values.

Name

Display only. The traveler's name is inferred from Vendor (VEN2) based on the value entered in the Traveler ID field.

Address

Display only. The traveler's address is inferred from Vendor (VEN2) based on the value entered in the Traveler ID field.

City/State/Zip

Display only. The traveler's city is inferred from Vendor (VEN2) based on the value entered in the Traveler ID field.

Resp Agcy/Org

Required. Enter a responsible agency code and organization code. These fields allow users to decentralize billing for travel documents and provide higher security by establishing an audit trail. See Agency Index (AGCY) and Organization Index (ORGN) for valid values.

Travel Policy ID

Required. This field determines the travel policy regulating this trip. See Travel Policy (TVPL) for valid values.

Originating TE ID

Display only. The Travel Authorization (TE) ID for this trip is derived from the TPGN screen if a TE is referenced on TPGN. Entering a valid TE ID on TPGN will reference a trip record already created.

Work Location

Required. Enter the work location of the traveler. See Destination Functionality (DEST) for valid values.

Work Location Description

Display only. This field identifies the work location of the traveler and is inferred from Destination Functionality (DEST) based on the value provided in the Work Location Code field.

Purpose

Required. Enter the reason for the trip. See Travel Purpose (PURP) for valid values.

Purpose Description

Display only. This field identifies the reason for the trip and is inferred from Travel Purpose (PURP) based on the value provided in the Purpose Code field.

Meal Reimbursement Type

Display only. This value is inferred from Travel Policy (TVPL). Per Diem - the travel policy the employee is traveling under requires per diem reimbursement for certain expenses. Actual and Necessary - the travel policy the traveler is traveling under does not require per diem reimbursement for any expenses.

Destination 1

Required. Enter the code for the appropriate first destination of the trip. This field will be used in calculating per diem reimbursement amounts for the traveler. See Destination Functionality (DEST) for valid values.

Destination (2-10)

Optional. Enter any additional codes describing the destinations on this trip. See Destination Functionality (DEST) for valid values.

Destination Description (1-10)

Display only. The appropriate name of the destination is inferred from Destination Functionality (DEST) based on the value entered in the Destination Code field.

Overnight Stay Indicator

Optional. Select Yes if the traveler paid for an overnight accommodation at this destination. This will be used in computing eligible per diem reimbursement if indicated by the traveler.

From (1-10)

Conditional. Required if the Per Diem option button is selected. Enter the date the traveler will arrive at this destination for this leg of the trip. This field will be used in calculating per diem reimbursement amounts for the traveler.

From Time (1-10)

Conditional. Enter the time (hh mm) that travel begins.

To (1-10)

Conditional. Required if the Per Diem option button is selected. Enter the date the traveler will leave this destination for this leg of the trip. This field will be used in calculating per diem reimbursement amounts for the traveler.

To Time (1-10)

Conditional. Enter the time (hh mm) that travel ended.

Per Diem

Display Only. The amount of Per Diem reimbursement calculated for this destination is displayed.

Calculated Per Diem

Display only. This is the per diem reimbursement amount calculated by the system from the Destination information. First Day Travel Total + Full Days Travel Total + Last Travel Days = Calculated Per Diem Reimbursement.

Total Per Diem Reimbursement

Display only. The Calculated Per Diem + any Per Diem Adjustment amounts.

Per Diem Adjustment

Enter any adjustments (+/-) to the Calculated Per Diem.

Explanation

Optional. Enter any explanation for the Per Diem Adjustment amount.

Expense Detail

Line Number

Required, key field. Enter unique number for the expense line. This value must be two digits.

Date

Default is the system date. Enter the date (mm dd yy) that the expense occurred.

Amount

Required. Enter the amount of the expense (in dollars).

Expense Type

Required. Enter the type of expense. See Expense Type Code (EXTC) for valid values.

Expense Type Name

Display only. This field indicates the name of the given Expense Type based on the value entered in the Expense Type Code field.

Description

Conditional. Required if the Expense Type Indicator is Y on EXTS. If required, enter descriptive information about the incurred expense.

Payment Method

Required. Select the payment method of the expense line. Default is Out of Pocket except for Internal Resource expenses (State Parks and Motor Pool). Selecting Internal Bill will not include the amount in the "Amount Due Traveler" field. This amount will be recorded in OTLT with other trip expenses, but will not be reimbursed to the traveler. Valid values are Airline Advances, Registration Advances, Hotel Advances, Internal Bill, Per Diem, and Out of Pocket.

Location

Enter the location where the expense was incurred. See Destination Functionality (DEST) for valid values.

Def/Inc/Dec

Default is [Default]. Required on modified documents if Advance Amount field has been altered. If increasing the amount of the advance, select Inc; if decreasing, select Dec.

Rate/Cap

Display only. This field identifies either the mileage rate or expense cap depending on expense type selected. Both mileage rate and expense cap are inferred from Travel Policy (TVPL) and the related Rate Schedule (RTSC) table.

Funding Strip

Fund

The default value is inferred from Organization (ORG2). Enter the fund that will pay for this trip. See Fund Index (FUND) for valid values.

Agency

Enter the Agency that is paying for this trip. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org

Conditional. Organization is required if Expense Budget Organization option is Y (required on budget and accounting) on Fund Agency Index (FAGY); otherwise, field is optional and used for reporting purposes only. See Organization Index (ORGN) for valid values.

Sub-Org

Optional. Enter a sub-organization if desired. See Sub-Organization (SORG) for valid values.

Appr Unit

Required. Enter the last four bytes of the Appropriation Unit. The last four bytes represent the Program Budget Unit. The first five bytes are display only.

Activity

The default value is inferred from Organization (ORG2). However, values entered on documents override the values entered in Organization (ORG2). See Activity Index (ACTV) for valid values.

Function

Conditional. Required if Expense Budget Function option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY); otherwise, field is optional. See Function (FUNC) for valid values.

Object

Enter the code that describes the resource being requisitioned. See Object Index (OBJT) for valid values.

Sub-Object

Conditional. Sub-Object is required if Sub-Object Required is Y on Expense Budget Inquiry (EXP2) or Expense Budget Inquiry (Extended) (EEX2); otherwise, field is optional. See Function (FUNC) for valid values.

Job/Project

Enter the Job or Project Code valid for this Fund Agency combination. If entering Project (5 characters), the Sub-Project (2 characters) and Project Phase (1 character) must also be provided. See Job Table (JOBT) for valid Jobs and Project Budget Line Table (PRBL) for valid Project, Sub-Project, and Project Phase values.

Rept Category

Enter a Reporting Category that is valid within the agency. See Reporting Category (RPTG) for valid values.

Termini

Optional. This field is used by the Department of Transportation to record termini or bridge identifiers for DOT projects. This is an unedited field.

Mileage Details

Origin

Conditional. Required if expense type is "POV Mileage". Enter the destination code of the of the starting location for the POV Mileage expense. This will be validated against DEST.

Origin Description

Display only. This field is inferred from the Destination Functionality (DEST) table based on the value entered in the Origin Code field.

Trip Mileage

Optional. Required if the expense type is "POV Mileage". This value is the actual mileage between Origin and Destination on the expense line.

Explanation (if necessary)

Optional. Free text explanation of the origin may be entered if necessary.

Vicinity Mileage

Optional. Entered by the user, this value is the difference between the mileage calculated by a mileage calculator tool and the actual mileage incurred by the traveler.

Destination

Conditional. Required if expense type is "POV Mileage". Enter the destination code of the ending location for POV Mileage. This will be validated against DEST.

Destination Description

Display only. This field is inferred from the Destination Functionality (DEST) table based on the value entered in the Destination Code field.

Total Mileage

Entered by the user, this field identifies the sum of the Trip and Vicinity mileages entered on this expense line.

Explanation (if necessary)

Optional. Free text explanation of the destination may be entered if necessary.

Calc Mileage

Display only. This field identifies the official mileage between destinations, inferred from Point-to-Point (PTOP).

Voucher Total

Enter the Total of all the expense lines on the document to verify the system calculates this value which includes all trip expenses on this Expense Voucher.

Calculated Total

Display only. The amount calculated by the system for the transaction.

Trip Summary

Purpose

Display only. This field is inferred from the Purpose Description field on the Trip Tab.

Total Lodging

Display Only. The sum of all lodging expenses on the document is displayed.

Destinations (1-10)

Display only. This field is inferred from the Destination Description fields on the Trip Tab.

Total Mileage

Display only. This field is the total mileage as entered on the Expenses Tab.

Total Per Diem

Display only. This field is inferred from the Total Per Diem Reimbursement field on the Per Diem Tab.

Total Out of Pocket Expenses

Display only. The system calculates this value which includes all trip expenses on this Expense Voucher

Advances Summary

Hotel Total

Display only. This field is inferred from Hotel Advance Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Scheduled Hotel Deposit Pmt

Display only. This field is inferred from Hotel Advance Schedule Payment Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Registration Total

Display only. This field is inferred from Registration Fee Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Scheduled Registration Fee Pmt

Display only. This field is inferred from Registration Fee Scheduled Payment Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Airline Total

Display only. This field is inferred from Airline Advance Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Scheduled Airline Advance Pmt

Display only. This field is inferred from Airline Advance Scheduled Payment Amount on Open Trip Header Inquiry (2 of 3) (OTH2) if referencing a Travel Authorization (TE).

Total Third Party Advances

Display only. Calculated field. This value is the sum of the Hotel Total, Registration Total, and Airline Total fields.

Payment Summary

Amount Due Traveler

Display only. This field indicates the amount due the traveler calculated by the system.

Issue Individual Check

Select Yes [Y] if a separate check is to be issued for this amount. Select No [N] to add this amount together with other advances for the same recipient to produce a combined check.

Category

Optional. Enter the check category associated with this document. See Check Category (CCAT) for valid values. If the user leaves this value blank, the system will default the check category to the value default check category defined in the Travel Special Accounts (TSPC) table.

Amount Due Org

Display only. This field indicates the amount due the organization calculated by the system.

EFT Indicator

Defaults to Default [blank] . Required if you want the current payment voucher paid by Electronic Funds Transfer (EFT). Select Yes [Y] and enter a valid application type to select this voucher for electronic funds payment. If Default [blank] is selected, this field defaults to Yes [Y] when EFT Status is Active [A] on Vendor (VEN2); otherwise, this field defaults to No [N] .

Appl Type

Default is inferred from Electronic Funds Transfer (EFTT). Enter the application type for this electronic funds transfer. See Electronic Funds Transfer Type (EFTA) for valid values.