Internal Travel Voucher (IIT)

The Internal Travel Voucher (IIT) is a travel document which facilitates the transfer of funds between internal buyers and sellers (e.g. internal entities which are part of the Commonwealth of Kentucky enterprise). On the seller side, IIT updates the revenue accounts. On the buyer side, IIT updates the expense accounts. The buyer is the traveler, and the sellers are the State Motor Pool and State Parks. The IIT updates Employee Travel Summary (ETSM) and Open Trip Expense Line Inquiry (OTLT) and validates against Travel Special Accounts (TSPC).

The accounting office personnel may access a web page and create an IIT form online. Information is transferred from the State Park/Motor Pool Authorization form to the IIT document. The IIT document is routed through a minimum number of approval levels and is posted as an II document. The IIT document posts the revenue in the State Park or Motor Pool accounts and posts the expense in the traveler's account

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Date of Record

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.

New/Modification [Action]

Default is New; indicates this is a new document.

Type

Required. Valid values are:

Involves Different Funds [2] - this document concerns an internal purchase/sale that involves different funds.

Involves Same Fund [3] - this document concerns an internal purchase/sale that involves the same fund for the buyer and seller.

Offset Receive/Cash Account

Default account used depends on the value of Internal Cash Voucher Option on System Control Options (SOPT). If the field is [Y] Yes, the balance sheet account is inferred from the seller's fund and bank account. If the field is [N] No, the system uses Due from Fund on System Special Accounts (SPEC).

Facility Code

Required. Enter the facility where the internal expense occurred. See DEST for valid values.

Offset Liability/Cash Account

Default assigns an account code according to the value in the Type field.

Traveler ID

Conditional. Required if facility type on IRBS is "High Security". Enter the Traveler ID of the traveler that incurred the expense. See VEND for valid values.

Document Total

Required. Enter the net amount of all lines on the document. To compute this amount:

1. Add all increase amounts.

2. Add all decrease amounts.

3. Subtract the smaller of these amounts from the larger.

4. Enter that amount.

Seller View

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Seller Account

Fund

Required. Enter the seller fund for the resources. Default is inferred from Organization (ORG2) based on the Agency and Organization entered on this document. See Fund Index (FUND) for valid values.

Agency

Required. Enter the agency selling the resources listed in this document. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Organization

Conditional. Organization may be required, depending on 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)

Sub-Organization

Conditional. Sub-Organization is required if the Sub-Organization Required on Revenue option Required [Y] on Organization (ORG2). 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.

Revenue Source

Optional. Either a Revenue Source or Seller BS Account may be entered, but not both. See Revenue Source Index (RSRC) for valid values.

Sub-Revenue Source

Sub-Revenue may be required, depending on the Sub-Revenue Source Required Option on Revenue Source (RSR2). See Sub-Revenue Source (SREV) for valid values.

Job Number

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

Reporting Category

Conditional. Reporting Category may be required, depending on the Reporting Category Required on Revenue Transaction option on Agency (AGC2). Enter the reporting category of the seller. See Reporting Category (RPTG) for valid values.

BS Account

Optional. Either a Revenue Source or Seller BS Account may be entered, but not both. The BS Account must be type (01) and non-cash account.

Buyer View

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Line

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

Ref Number

Conditional. Required if this line concerns items previously recorded on a TE authorization; otherwise leave blank. Enter the document code, agency and number of the document being referenced.

Ref Line

Used to identify an individual line within the TE document.

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.

Description

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

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 Number

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

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.

BS Account

Optional. See BACC for valid values.

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.

Termini

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

Def/Inc/Dec

Defaults to Default [blank]. Select Decrease to record credit memos.