Date

Default date is the date the document is accepted by MARS. Enter the date (mm dd yy) that is to be associated with this document (usually the current date). Future dates cannot be entered.

Accounting Period

Default is inferred from Date of Record. If these transactions should be recorded in another accounting period, enter the desired open period, using fiscal month and year. Future periods cannot be entered.

Budget FY

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

Traveler ID

Enter the employee number for the employee for whom this transaction is being created. Valid values are on VEN2.

Employee Name

Display only. Inferred from VEN2.

Employee Address

Display only. The addres of the employee entered is inferred from VEN2.

City/State/Zip

Display only. The addres of the employee entered is inferred from VEN2.

Resp Agcy/Org

Enter the agency the employee is associated with.

Travel Policy ID

Enter the Travel Policy Id for the expense.

Work Location

Enter the work location code for the trip.

Work Location Description

Display only. The work location description is inferred based on the location code entered.

Purpose

Enter the purpose code of the trip.

Purpose Description

Display only. The purpose description is inferred based on the purpose code entered.

Meal Reimbursement Type

Display only. The meal reimbursement type is displayed.

Line

Required. Enter a different two-digit number for each line on the document. Valid values are 00 to 99.

From Destination

Enter the destination from which the trip begins.

From Date

Enter the date on which the trip begins.

24-Hour Time

Enter the time on which the trip begins. The time is entered in 24-hour increments (i.e., 13:00 = 1:00 PM, 21:30 = 9:30 PM, 06:30 = 6:30 AM, etc.)

To Destination

Enter the destination to which the trip ends.

To Date

Enter the date on which the trip ends.

24-Hour Time

Enter the time on which the trip ends. The time is entered in 24-hour increments (i.e., 13:00 = 1:00 PM, 21:30 = 9:30 PM, 06:30 = 6:30 AM, etc.)

Calculated Per Diem

Display only. The amount of per diem calculated by the system is displayed.

Adjustment Per Diem

Enter any adjustments to the per diem amount.

Trip Mileage

Enter the mileage for the trip.

Vicinity Mileage

Enter the mileage for the vicinity.

Total Mileage

Enter the total mileage.

Calculated Mileage

Display only. The total mileage calculated by the system.

Claim Per Diem

Select if claiming per diem.

Claim Mileage

Select if claiming mileage.

Include Return Mileage

Select if including return mileage.

Overnight Stay

Select if an overnight stay was necessary.

Explanation (if necessary)

Enter an explanation regarding the trip, information on the voucher or other infomration, if necessary.

Out 0f Pocket Expenses

Airfare

Enter the amount of the airfair expense.

Meals

Enter the amount of the meals expenses.

Training

Enter the amount of tranining expenses.

Registration

Enter the amount of the registration expense.

Phone

Enter the amount of phone charge expenses.

Transportation

Enter the amount of transporation expenses.

Lodging

Enter the amount of lodging expenses.

Taxable Meals

Enter the amount of taxable meals expenses.

Miscellaneous

Enter the amount of miscellaneous expenses.

Explanation

Enter an explanation of expenses entered.

Commonwealth-Paid Other Expenses (Not Included in Fudning)

Registration

Display only. The amount of Commonwealth-Paid registration fees is displayed.

Motor Pool

Display only. The amount of Commonwealth-Paid motor pool fees is displayed.

State Park

Display only. The amount of Commonwealth-Paid state park fees is displayed.

Mileage Reimbursement

Display only. The amount of mileage reimbursed is displayed.

Itinerary Total Miles

Display only. The total mileage from the itinerary is displayed.

POV Rate

Display only. The rate for use of POV is displayed.

Per Diem Reimbursment.

Display only. The amount of per diem reimbursed is displayed.

Total Expenses

Display only. The total amount of expenses paid by traveler.

Issue Individual Check

Select if a single check is to be issued for this voucher's expenses.

Category

Enter the category of the check.

Total Commonwealth-Paid

Display only. The amount of total expenses paid by the Commonwealth is displayed.

EFT Indicator

Select if the expenses are to be paid via EFT.

Appl Type

Enter the application type.

Total expenses

Display only. The total amount of expensed paid is displayed. This is the amount calculated by the system.

Funding Line Number

Display only. The funding line numbe is displayed.

Amount Due Traveler

Dispaly only. The amount to be paid to the traveler is displayed.

Total Funding

Display only. The amount calculated by the system. This amount must equal the Amount Due Traveler.

NOTE: There are 10 funding lines on the Funding Tab.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund paying for the item on this line. See Fund Index (FUND) for valid values.

Agency

Required. Enter the Agency paying for the item on this line. For transactions that require a balance sheet account code, an agency must be entered if Reporting Category is entered; otherwise, agency is optional on balance transactions. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Organization

Conditional. Organization may be required depending on the Revenue Budget Organization Option on Fund Agency Index (FAGY). For transactions that require a balance sheet account code, this field is optional. See Organization Index (ORGN) for valid values.

Sub-Organization

Conditional. Sub-Organization is required if the Sub-Organization Required on Revenue option is Required [Y] on Organization (ORG2). Otherwise, this field is optional. Enter the sub-organization paying for the resource named on this line. See Sub-Organization (SORG) for valid values.

Appropriation Unit

Conditional for Extended Budgeting. Program Budget Unit may be required depending on the Appropriation Control Option on Fund Index (FUND). Required when the transaction is entered with a closed budget fiscal year. The appropriate must be open and must be applicable to the budget fiscal year entered for the transaction. See Appropriation Inquiry (Extended) (EAP2) for valid values.

Activity

Conditional. Default is inferred from Organization (ORG2), if it is included there. Activity may be required, depending on the Revenue Budget Activity Option on Fund Agency Index (FAGY). For transactions that require a balance sheet account code, this field is optional. See Activity Index (ACTV) for valid values.

Function

Optional. Default is inferred from Organization (ORG2), or from Activity (ACT2) if a function is not entered in Organization (ORT2). See Function (FUNC) for valid values.

Object

Required. Enter the object that best describes the resource named on this line. For transactions that require a balance sheet account code, this field is optional. For internal refunds, this field must be blank.

Sub-Object

Optional. Enter a sub-object if more description is necessary. See Sub-Object (SOBJ) for valid values.

Job/Project

Conditional. Job Number may be required depending on the Job Number Required on Spending option on Organization (ORG2).

Termini

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

Rept Category

Conditional. Reporting Category is required on expenditure transactions if the Reporting Category option on Agency (AGC2) is Required on Expenditure Transactions [3]. For transactions that require a balance sheet account code, this field is required if the Reporting Category Option is Y (required) on Balance Sheet (BACC). Otherwise, this field is optional. See Reporting Category (RPTG) for valid values.

Description

Optional. This is a free text field for a short description of the internal bill expense.

Amount

Required. Enter the dollar amount of the resource(s) described on this line. Record two digits for cents; the decimal point is optional. Do not enter dollar signs or commas.