Modifying Expenses User Defaults

Purpose: Use this document as a reference for modifying user defaults in ctcLink Expenses.

Audience: Faculty and staff seeking travel reimbursement.

You must have at least one of these local college managed security roles:

  • ZZ Employee Review Profile
  • ZZ PeopleSoft User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Modifying Expenses User Defaults

Navigation: Employee Self-Service > Travel and Expenses > Review/Edit Profile

  1. The Review/Edit Profile page displays.  Select the User Defaults tab.  The User Defaults page displays.  It is composed of six sections, each of which will be shown and described below.
  2. Use the Default Creation Method section to specify how the system behaves when you create a Travel Authorization or Expense Report. For example, the following options are available for Expense Reports:
    1. Open a Blank Report– Creating an expense report will not prompt the creator to copy any existing data.
    2. Copy From a Travel Auth. – Creating an Expense Report will prompt for a Travel Authorization to copy.
    3. Copy from a Template – Will prompt for a Template to copy.
    4. Copy an Existing Report – Will prompt for an Expense Report to copy.
  3. Optional to set Receipts Defaults to have 'Receipts Not Required'.
Default Creation Method and Receipt Defaults
  1. Use the Expense Defaults section to specify a default value for various fields. For example, specify an Expense Location if most expenses are incurred in a particular city.
Expense Defaults
  1. Use the Expense Type Defaults section to configure a default Payment Type and/or Billing Type for a particular Expense Type. For example, the following defines default values for all in-state hotel stays.
Expense Type Defaults
  1. Use the Projects Defaults for Expenses section to define project-related accounting values.
Project Defaults for Expenses
  1. Review changes and scroll down to the bottom of the page and select the Save button.
  2. Process complete.
Scroll up and down to review

Default Chartfield values for expenses is contained in the organizational data tab. If there needs to be updates to the Organizational data tab or the bank accounts tab, those changes can be performed by a Travel Admin, using this QRG: 9.2 Editing Employee Organizational Data.  

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