The Travel and Expense module enables colleges to perform Travel Authorizations and process Cash Advances before the travel event, as well as provide a mechanism for Expense Reporting after the travel has occurred. This step in the process focuses on handling Expense Reports. Each step in the flow diagram below correlates to one or more Quick Reference Guide [QRG] links that demonstrate how to execute each step. Once complete, click the link to the next step in the high level flow to access the next UAT  Guide.

Each step in the high level [FF.003 Travel and Expense] flow is covered in a User Acceptance Test (UAT) Guide. The guide below [FF.003.2] contains a business process flow diagram outlining the steps [FF.003.2.1 through FF.003.2.12] needed to complete the test activities. The steps to Delete [FF.003.2.7] Expense Report can be completed independently using the Expense Reports created in steps FF.003.2.1 through FF.003.2.4. The steps to mark an Expense Report for Unpost (FF.003.2.9) can be started once an Expense Report has been created and processed through to the Post Liabilities steps (FF.003.2.1 to FF.003.2.6). The steps to Mark and Expense Report for Closure (FF.003.2.11) can be started once an Expense Report has been processed through payment processing that happens in the Tier 2 Process/Maintain Payment (FF.003.4) flow. You will need to follow the steps for processing a payment from FF.001.4.1 (Pay Cycle Processing). Look closely at the Minimum Test Case (Data) Scenarios identified below so you are creating the right number of Expense Reports so you will have one eligible for these later test steps.

The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle. Coordination with other colleagues at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.

Printable View of FF.003.2 - Create/Maintain Expense Report

 FF.003.2.1 Enter/Update Expense Report Information

• Creating Expense Reports
• Creating Expense Reports from Travel Authorizations
• Applying Cash Advances to an Expense Report (Must have completed approval and paid a cash advance)

FF.003.2.2 Submit Expense Report for Approval

• Submitting Expense Reports for Approval
• Withdrawing an Expense Report before Approval

FF.003.2.3 Budget Check Expense Report

• Approving Expense Reports (Click on Completing Expense Report Approval)
• Budget Checking Travel & Expense Transactions in Batch

FF.003.2.4 Complete Expense Report Approvals

• Budget Checking Travel Authorizations during Approvals
• 9.2 Expenses - Create Delegation Request
• 9.2 Expenses - Accept Delegated Authority
• 9.2 Expenses - Reject Delegated Authority
• 9.2 Expenses - Review of Delegation Request
• 9.2 Expenses - Revoke Delegation

FF.003.2.5 Expense Processing - Cash Advance Reconciliation

• Performing Travel & Expense Processing - Cash Advance Reconciliation

FF.003.2.6 Expense Processing - Post Liabilities

• Performing T&E Expense Processing - Posting Liabilities

FF.003.2.7 Delete Expense Report

• FF.003.2.7 Delete Expense Report

FF.003.2.8 Mark Expense Report for Unpost

• FF.003.2.8 Mark Expense Report for Unpost

FF.003.2.9 Expense Processing  - Unpost Expense Report

• Expense Processing - Unpost Expense Report

FF.003.2.10 Update Unposted Expense Report

• FF.003.2.10 Update Unposted Expense Report

FF.003.2.11 Mark Expense Report for Closure

• Closing Expense Reports

FF.003.2.12 Expense Processing - Close Liabilities

• Expense Processing - Close Liabilities

Scenarios for FF.003.2.1 Enter/Update Expense Report Information

• Enter an Expense Report for a single day trip.
• Enter an Expense Report for a multi day trip.
• Create an Expense Report from an approved Travel Authorization.
• Enter an Expense Report that includes items that were paid for with a Purchasing Card (PCard).
• Enter an Expense Report that does not get submitted for approval.
• Enter an Expense Report that includes a Cash Advance.
• Enter an Expense Report with a payment that will get canceled in Accounts Payable (AP).
• Enter an Expense Report with a payment that will be closed in Travel & Expense
• Enter an Expense Report with a budget chart string for a Project (Grant funds)

Scenarios for FF.003.2.2 Submit Expense Report for Approval

• Have a traveler submit their own Expense Report.
• Have an authorized user (e.g. an admin) submit an Expense Report on behalf of a traveler.
• Submit and then withdraw an Expense Report.

Scenarios for FF.003.2.3 Budget Check Expense Report

• Budget check a single Expense Report during the approval process.
• Budget check a batch of Expense Reports.

Scenarios for FF.003.2.4 Complete Expense Report Approvals

• Approve an Expense Report.
• Deny an Expense Report.
• Send Back an Expense Report for correction.

Scenario for FF.003.2.7 Delete Expense Report

• Delete an Expense Report that has not been submitted for approval.

Scenario for FF.003.2.8 Mark Expense Report for Unpost

• Update the accounting distributions on an Expense Report after it has been processed to the GL.

Scenario for FF.003.2.11 Mark Expense Report for Closure

• Close out an approved Expense Report that has not been paid.

FF.003.2.1 Enter/Update Expense Report Information

• Error Condition: Attempt to enter an Expense Report for a future date.
  • Expected Behavior: An error message will appear when attempting to save the Expense Report.
• Error Condition: Attempt to enter multiple Expense Reports by copying from the same Travel Authorization.
  • Expected Behavior: The Travel Authorization will be selectable when attempting to copy the first Expense Report from it, but it won’t be see in search screens or selectable when attempting to copy any subsequent Expense Report from it.

FF.003.2.7 Delete Expense Report

• Error Condition: Attempt to delete an Expense Report that has been submitted for approval.
  • Expected Behavior: The user will not be able to look up and select the Expense Report from the Delete Expense Report screen.

UAT FF.003 Travel and Expense to GL

FF.003.3 Create/Maintain Cash Advance

or

FF.003.4 Process/Maintain Payment