Travel Policy (TVPL)
The Travel Policy tables define the enterprise rules for expense reimbursement for employees and non-employees. A travel policy can be a "per diem" policy or an "actual and necessary" policy. If a "per diem" policy applies, the traveler receives a daily allowance for lodging and/or meals. If an "actual and necessary" policy applies, the traveler is reimbursed for the full amount or a maximum amount of each eligible expense.
A travel policy is defined using multiple tables. The Travel Policy table (TVPL) defines a given travel policy by defining some attributes of the policy combined with references to rule sets defined in other tables (e.g. Rate Schedule table). These rule sets can be utilized across different travel policies. Following is a list of tables used to define a travel policy:
- Travel Policy (TVPL) - Defines a travel policy, its attributes and its components
- Expense Type Code (EXTC) - Defines the code for a valid expense type
- Expense Type Set (EXTS) - Defines the set of expense types that are valid for a travel policy
- Rate Schedule (RTSC) - Defines the rate schedules that are valid for a travel policy
- Meal Validity (MLVL) - Defines the meal validity sets that are valid for a travel policy
- Lodging Validity (LDVL) - Defines the lodging validity sets that are valid for a travel policy
- Institutional Expense Type (IEXT) - Defines the institutional expense types that are valid for a travel policy.
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Fiscal Year
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This field identifies the fiscal year for the current travel policy.
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Travel Policy ID
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Required. Unique identifier for a travel policy.
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Travel Policy Name
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Required. Name for a travel policy.
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Start Date
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Required. The first date upon which a travel policy is in effect. If the traveler selects this policy for a Travel Authorization or Expense Voucher, the trip start date specified for that document must be equal to or greater than the Travel Policy Start Date.
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End Date
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Required. The last date upon which a travel policy is in effect. If the traveler selects this policy for a Travel Authorization or Expense Voucher, the trip start and end dates specified for that document must be less than or equal to the Travel Policy End Date.
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Expense Type Set ID
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Required. This field identifies the set of expense types that apply to this travel policy. Sets of expense types are identified in the Expense Type Set table (EXTS). A related set of expense types is identified by all of the entries in the EXTS table that correspond to the same Set ID. The Set ID specified here must exist in the EXTS table.
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Reimbursement Type
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Required. Indicates the type of meal reimbursement that the travel policy covers. A policy may be either "per diem" or "actual and necessary".
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Rate Schedule Set ID
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Required. This field identifies the set of rates that apply to this travel policy. Sets of rates are identified in the Rate Schedule table (RTSC). A related set of rates is identified by all of the entries in the RTSC table that correspond to the same Set ID. The Set ID specified here must exist in the RTSC table.
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Meal Validity Set
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This optional field identifies the set of meal validity rules that apply to this travel policy. Sets of meal validity rules are identified in the Meal Validity table (MLVL). A related set of rules is identified by all of the entries in the MLVL table that correspond to the same Set ID. The Set ID specified here must exist in the MLVL table. If this value is blank, the system assumes no meal validity rules apply.
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Lodging Validity Set ID
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This optional field identifies the set of lodging validity rules that apply to this travel policy. Sets of lodging validity rules are identified in the Lodging Validity table (LDVL). A related set of rules is identified by all of the entries in the LDVL table that correspond to the same Set ID. The Set ID specified here must exist in the LDVL table. If this value is blank, the system assumes no lodging validity rules apply.
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Travel Type (In State, Out of State, Foreign)
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These drop down boxes identify the validity of In-State, Out-of-State, or Foreign travel. A separate element is created for each type of travel. If unspecified by the User, this value defaults to "In-State".
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Must provide receipts for expenses greater than
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The minimum amount of an expense for which a printed receipt is required. For example, a value of 2500 indicates that any expense $25.00 or greater requires a receipt.
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