Creating Fluid Travel Authorizations

Purpose: Use this document as a reference for how to create a Fluid Travel Authorization (TA) in ctcLink using the Fluid Navigation.

Audience: Financial Staff/Employees.

Tip: A Travel Authorization (TA) is a Travel document created prior to travel showing estimated costs for travel; it produces an encumbrance that will get relieved once an Expense Report is filed against it. All approvals need to be completed prior to Travel Dates.

To complete a Travel Authorization, you will need to know what Budget or Chartfield values to be added in the Accounting Details section of a Travel Authorization. If unsure what values to use, please check with your supervisor.

Creating Fluid Travel Authorizations

Navigation: Fluid Menu > Employee Self-Service > Expenses > Create Travel Authorization

  1. The Travel Authorization Entry page displays.
  2. The TA Entry page will default to your own Employee ID. If you are authorized to enter a travel authorization on behalf of someone else, then you will need to look up the Employee ID first.  
  3. If you are entering on behalf of someone else, in the top left corner of the page, select the green down arrow to the right of your name.
  4. Select Change Employee.
Travel Auth page
  1. The Employee Search window displays.
  2. Enter or search for the specific Employee ID and select the side double arrows button.
Employee search
  1. Select the Name/Empl ID that populates.
  2. The Travel Authorization Entry page displays.  
  3. Enter a Description.
  4. Select a Business Purpose from the drop-down menu.
  5. In the Comments section, enter a Comment. ‘Comments’ entered in Fluid Travel Authorization creation are only viewable to approvers using Fluid Approvals (the Approval icon on the Navbar). Whereas ‘Notes’ that the Traveler adds in the Classic Travel Authorization creation nav path are viewable by Approvers using both Fluid and Classic Expenses Approvals.
  6. Select the Billing Type = Billable.
  7. Select Travel From location from the drop-down menu. The most common use will be to look up the Expense Location codes in Washington. Enter ‘WA’ in the field next to ‘begins with’. Select Look Up.
  8. Select Travel To location from the drop-down menu. The most common use will be to look up the Expense Location codes in Washington. Enter ‘WA’ in the field next to ‘begins with’. Select Look Up.
  9. Enter a date or use the calendar menu in the Date From field to select the first day of travel.
  10. Enter a date or use the calendar menu in the Date To field to select the last day of travel. The Trip Duration will update automatically.

Select the Attachments icon to upload any documents;

  • Select Add Attachment.
  • Select My Device icon.
  • Find the files on your Device and select Open.
  • Select Upload.
  • Once you see the Upload Complete message, select Done.
  • You will be back in the Attachment page.
  • You may now enter a Description for the attachment you have already uploaded, select Add Attachment to add another attachment, Select Edit to delete your current attachment, or select Done.
Travel Authorization page
  1. Scroll down to view the Details section and edit the Expense Type listed by selecting from the drop-down menu.
  2. Select the appropriate Expense Type from the drop-down menu.
  3. Enter a Description.
  4. Enter Amount, note that the Amount field will not be available for a mileage-based expense type.
  5. For each Expense Type tow, select the Details button to enter additional identifiable information.

The Attachments or paper clip icon links are available at the Travel Authorization header-level or at the individual expense row-level.

Adding details to the Travel Authorization

Follow instructions below to add a mileage-based expense.  

  1. The Line Detail window opens. Depending upon the Expense Type, enter Line Detail or Per Diem criteria;
    • Update the Date field.
    • Select a Payment Type from the drop-town menu.
    • Billing Type remains Billable.
    • Update Originating Location if necessary.
    • Enter Miles.
    • Select the Transportation ID from the drop-down menu.
    • Select Done.

Note: The Transportation ID will only populate if you have added it to your Profile.

If a Per Diem type is selected, Travel To Location must be entered BEFORE Per Diem Expense Types.

Add Line Details
  1. The Travel Authorization Fluid main page displays.
  2. For each Expense Type row, select the Accounting details icon.
Select the Accounting icon
  1. The Travel Authorization Distribution page displays.
  2. The Amount auto populates from the previous page. Enter or lookup the following valid ChartField values, such as;
    • The Operating Unit.
    • The Fund.
    • The Department.
    • The Class.
    • The State Purpose.
  3. Select Done after your Accounting Details are completed.
Add Chartfield criteria
  1. There are three options at this point:

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Creating Fluid Travel Authorizations. This link will open in a new tab/window.

Option 1: Add Items to the Travel Authorization (TA)

You can continue to add items to the Travel Authorization (TA). Select the Add a New Row [+] icon to add another projected expense. Please note that if you add new lines, you must select Details button to edit the expense item Details, and you may need to select the Accounting Details Icon to edit the Accounting ChartString.

Adding Expense lines

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View the external link to Adding Items to your Fluid Travel Authorization. This link will open in a new tab/window.

Video Tutorial Via Panopto

Option 2: Complete Travel Authorization (TA) by selecting Submit

You can complete the Travel Authorization now by selecting Submit.

Note: When you select the Submit button, a Submission Certificate window will display. Select OK to finalize the submission. Expenses displays a Submit Confirmation banner appears at the top of the page indicating you have submitted the travel authorization.

Pending travel auth

After you submit the travel authorization, you cannot modify it unless an approver returns it to you or you 'Withdraw' it before any approval actions are made. To withdraw an eligible TA, select the Withdraw button.

Withraw button.
Option 3: Save or Create Cash Advance

You can select the Save button which will issue the TA Authorization ID. Select the Create Cash Advance link at the bottom of the header, which opens a new browser tab in ctcLink and populates the Business Purpose and Advance Description fields in the header of the CA to match the TA entry. After the CA is submitted you can return to the TA entry and submit.

Note: Select the Save button to save the travel authorization without submitting it for approval. You can save the report with or without invalid or missing information, and you can modify it later.

When you select the Save button, Expenses displays a Save Confirmation banner at the top of the page to indicate that it successfully saved the travel authorization and indicates if missing or invalid information exists.

create cash advance button
  1. Process complete.

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