Travel and Expense Master Glossary

Purpose: This master glossary for the Travel and Expense Process is designed to help establish a set of common terminology related to the Travel and Expense process. 

Audience: Any staff member reviewing the Travel and Expense Process Step Checklist needing greater clarification on wording use in that guide.

Currently the glossary items that are taken directly from the Office of Financial Management (OFM) are from the State Administrative and Accounting Manual (SAAM). Once the OneWa project goes live on Workday, these references will change to the Washington Administrative and Accounting Manual (WAAM), which is now available only in DRAFT form. Note that there will be changes to how OFM handles out-of-state travel in the WAAM draft document, that once OneWa is live will take effect.

Accounting Details (Budget/Chartstring)

Accounting Details are the combined set of chartfield values (referred to as a "Chartstring" or Budget Code), used to record and track financial transactions. It's essentially a combination of fields that store specific pieces of information about a transaction, like its source, department, or purpose.These Chartfield values provide a detailed accounting record for each transaction. There is a default Chartstring value that can be established for employees that will automatically populate into travel transactions, and it is possible to define a 'default' Chartfield combination that can be established uniquely for an individual travel transaction. Those not sure where their travel expenses should be charged to can ask their supervisor or Travel Coordinator. It is the responsibility of the Budget Manager Approver to review the entered Chartfield values before the transactions can achieve final approval. These help us to manage budgets by tracking travel expenses and manage commitments by enabling the ctcLink system to track and encumber funds for approved travel, ensuring that the organization doesn't exceed its budget.

The default chartstring sets everything about the budget for travel except for the Account Code, which is defined by the chosen Expense Type. The chartstring value reflects the specific budget that will be charged for the travel, but the Expense Type has a direct correlation to how OFM expects those expenditures to be reported and follows the strict OFM guidelines. This is why it matters when travel is within the state of Washington, or outside the state of Washington. OFM has very specific regulations regarding Out-of-State travel, and what is considered In-State travel in states other than Washington for approval purposes only.

Approval Workflow

In PeopleSoft, approval workflow refers to a framework, often called the Approval Workflow Engine (AWE), which enables users to define, manage, and execute approval processes for transactions and documents. It facilitates the routing of items to "approvers," allowing them to review and either approve or deny them, ensuring adherence to business rules and policies. Each college has locally defined who their approvers are for each scenario of travel (in-state, out-of-state, international) and the routing order of approver.

OFM has specific rules around the approval process. Unique travel situations, such as traveling to border states (Idaho and Oregon), or states or territories outside the contiguous United States (Hawaii, British Columbia or in future, once OneWa goes live, Puerto Rico and Guam) require higher levels of approval. Be mindful that approval requirements from OFM for unique travel situations can sometimes appear to conflict with the allowable GL Account Code (referred to in OFM terms as "coded") for the same travel situation. Those rules are embedded in the Expense Type configurations in ctcLink.

Authorized Expense User

In the Travel & Expenses module, an authorized expense user is an employee who has been granted permission to enter expense transactions for themselves or for other employees. This user can access the system and submit expense transactions on behalf of others. In the process step checklist, this person is identified as the "Delegated Submitter" due to the individual being delegated the responsibility to submit requests on behalf of other employees.

Business Purpose

In the Travel & Expenses module, the "Business Purpose" field is a required field when entering travel expenses. It specifies the reason for the trip, which is needed for tax purposes and policy compliance. You select from a predefined list of purposes established during the implementation of the expense system. This field helps categorize and track expenses for reporting and analysis. Tax laws require a justification for business expenses, and the business purpose field helps meet this requirement. The business purpose helps categorize and track expenses, which is crucial for reporting and analysis, such as understanding spending on meetings, trade shows, or customer visits.

Cash Advance

A travel cash advance is a sum of money provided to an individual in advance of or before travel to cover business travel expenses. These funds are typically used for expenses like meals, lodging, and transportation, especially when using a corporate card isn't feasible. The advance is expected to be fully accounted for and/or repaid upon completion of the trip, through an expense report. Not every college allows for providing cash advances, so confirming with your supervisor or Travel Coordinator in advance of submitting a Cash Advance request is advised.

Chartfield value

A ChartField is a segment of the chart of accounts used to record and track financial transactions. It's essentially a field that stores specific pieces of information about a transaction, like its source, department, or purpose. Sometimes in our common language in the CTC community we refer to this as the "Budget Code". Multiple ChartFields combined (a Chartfield Combination or "Chartstring") provide a detailed accounting record for each transaction. There is a default Chartfield values that can be established for employees that will automatically populate into travel transactions, and it is possible to define a 'default' Chartfield combination that can be established uniquely for an individual Travel Authorization. Those not sure where their travel expenses should be charged to can ask their supervisor or Travel Coordinator. It is the responsibility of the Budget Manager Approver to review the entered Chartfield value before the authorization can achieve final approval.

Encumber Funds

In accounting, "encumber funds" means to reserve or commit a portion of an organization's budget for a specific future expense, like a purchase order or a contract. This action helps ensure that sufficient funds are available when the payment is due, preventing overspending. Essentially a way for the college to put money aside for a specific upcoming bill that has not actually been paid it yet. It is simply to help the college or agency plan and control budgets by tracking commitments and future expenses.

Expense Location

The "Expense Location" is a city, country, or geographical area where you will incur expenses that you want to appear by default onto your travel authorizations and expense reports. The ctcLink system supports attributing specific locations with a pre-defined Expense Location amount. When the traveler enters an Expense Type and this information is correlated with the location, the system can automatically populate an Expense Location. 

Expense Report

In the Travel & Expenses module, an Expense Report (ER) is Travel document created after travel to record actual cost of travel; it may also produce a reimbursement and/or reconcile a Cash Advance. It is used for ALL Employee Reimbursements and replaces A-19.

The Expense Report can be used for more than travel reimbursement, it can be used for other reimbursements. Check your local business process on other reimbursements that are not travel related.

Expense Type

Refers to a category used to classify expenses when creating and submitting expense reports. It's a way to organize and track different types of spending, like meals, lodging, travel, etc.,. Setting up and using expense types helps with accurate accounting and reporting. When creating an expense report, travelers or their delegated submitters select the appropriate expense type for each line item.

Expense Type Value Descriptions and Purpose

Pre-Alignment Description [current] Recommended Description [proposed] Purpose
NEW In State (NonWA) Airline

This value represents air travel where the traveler has Official Residence in a state other than Washington and is Flying within their official residence state.

Example: Your Official Residence is Texas and you live in Dallas,TX and you are flying to San Antonio, TX.

Please consult with your Travel Administrator for more information.

NEW In State(NonWA)Hotel Per Diem This value represents a traveler that has official residence in a state other than Washington and is staying in a hotel within their official residence state that is more than 50 miles from their Official Residence.

Example: Your Official Residence is Texas and you live in Dallas, TX and you are staying in a hotel in San Antonio, TX.


NEW In State (NonWA)Hotel Misc This value represents a traveler that has Official Residence in a state other than Washington and is traveling in this state, and the incur miscellaneous hotel expenses like a resort fee or service fee.

Please remember you must be traveling more than 50 miles from your Official Residence or Official Workstation.

 
NEW In State(NonWA)Hotel OverPerDm This value represents a traveler that has Official Residence in a state other than Washington and is staying in a hotel that exceeds the Per Diem rate within their official residence state that is more than 50 miles from their Official Residence.

Please note the another form might be necessary, please contact your college/agency Travel Administrator.
NEW In State(NonWA) Hotel Tax This value represents a traveler that has Official Residence in a state other than Washington and has hotel taxes within their official residence state that is more than 50 miles from their Official Residence.
NEW In State(NonWA)Meal Breakfast This value represents the daily Per Diem for Breakfast when your Official Residence is a state other than Washington, and traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
NEW In State (NonWA) Meal Dinner This value represents the daily Per Diem for Dinner when your Official Residence is a state other than Washington and traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.

NEW In State (NonWA) Meal Lunch This value represents the daily Per Diem for Lunch when your Official Residence is a state other than Washington and traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.

Airline in State of WA In State (WA) Airline This value represents the traveler's Official Residence and Official Workstation being in Washington State, and flying in state.

Example: You are flying from Seattle to Spokane, this would qualify as an "In State Airline" expense.
Hotel in State of WA (current configuration ONLY has Washington locations) In State (WA) Hotel Per Diem This value represents the traveler's Official Residence and Official Workstation being in Washington State, and traveling more than 50 miles from that location.

This value represents the daily hotel room rate only.

NEW In State (WA) Hotel Misc This value represents a miscellaneous expenses from an in-state hotel stay, excluding the per-night fee and taxes associated with the room.

Example: You would use this expense type for a resort fee or service fee.
NEW In State(WA)Hotel OverPerDiem This value represents a traveler that has Official Residence and Official Workstation in Washington and is staying in a hotel that exceeds the Per Diem rate and is more than 50 miles from their location.

Please note that you may need to attach an additional form in ctcLink, please consult your local Travel Administrator for more information.
NEW In State (WA) Hotel Stu Group This value represents the per night, per hotel room expense for a Student(s) when traveling In State.
Hotel Room Tax (IN STATE) In State (WA) Hotel Tax This value represents hotel tax only, when the traveler's Official Residence and Official Workstation is Washington State, and is traveling more than 50 miles from that location.
Meal in State of WA Breakfast In State (WA) Meal Breakfast This value represents the daily Per Diem rate for Breakfast, when the traveler's Official Residence or Official Workstation is Washington State, and is traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.

Meal in State of WA Dinner In State (WA) Meal Dinner This value represents the daily Per Diem rate for Dinner, when the traveler's Official Residence or Official Workstation is Washington State, and is traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
Meal in State of WA Lunch In State (WA) Meal Lunch This value represents the daily Per Diem rate for Lunch, when the traveler's Official Residence or Official Workstation is Washington State, and is traveling more than 50 miles from that location.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
Meals no per diem In State (WA) Meals Stu Group This value represents the daily Per Diem rate for a Student(s). 

All meals to be reimbursed at the rate in effect for the area where the student(s) stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the student(s) last stopped for sleep.
Airline International Int'l + HI Airline This value represents the airline cost when traveling outside of the United States or when traveling to Hawaii. 

However, travel to British Columbia, Canada is not classified as international.
Hotel Room Tax (out of State) Int'l & HI Hotel Tax This value represents the hotel taxes only when staying outside of the United States or when staying in Hawaii. 

However, travel to British Columbia, Canada is not classified as international.
NEW Int'l & HI Hotel Misc This value represents miscellaneous expenses from an Int'l or Hawaii hotel stay, excluding the per-night fee and taxes associated with the room. 

Example: This expense type would be used for a resort fee or service fee.
Hotel International Int'l Hotel This value represents the Hotel cost when staying outside of the United States. Travel to Canada or British Columbia is not classified as international. 

Room fees, taxes or other charges will need a different expense type, please consult your local Travel Administrator for more information.
Meals International Int'l Meals This value represents the meal costs when traveling outside of the United States. Travel to Canada or British Columbia is not classified as international.

Room fees, taxes or other charges will need a different expense type, please consult your local Travel Administrator for more information.
NEW Hawaii Hotel Per Diem This value represents the daily hotel room rates when staying in Hawaii

Room fees, taxes or other charges will need a different expense type, please consult your local Travel Administrator for more information.
NEW Hawaii Hotel OverPerDiem This value represents the daily hotel room rates for Hawaii that exceeds the Per Diem rate. 

Please note you may need to attach an additional form in ctcLink.
NEW Hawaii Breakfast This value represents the daily Per Diem rate for Breakfast while in Hawaii.
NEW Hawaii Dinner This value represents the daily Per Diem rate for Dinner while in Hawaii.
NEW Hawaii Lunch This value represents the daily Per Diem rate for Lunch while in Hawaii.
Communication Miscellaneous Miscellaneous Communication This value represents any communication expenses needed to perform your job while traveling. 

Examples: This may include fees for fax (facsimile), or internet charges.
Miscellaneous Miscellaneous Travel This value represents the any miscellaneous expenses needed to perform your job while traveling.

Example: This might be a checked baggage fee, or a laundry expense if over 5 days in travel status. 

NEW Local (NonWA)Hotel Per Diem This value represents the daily hotel fee for a traveler that has Official Residence in a state other than Washington and is staying in a hotel that is more than 50 miles from their Official Residence or Official Workstation, whichever is closer. 

Example: Your Official Residence is Texas and you live in Dallas and you are staying in a hotel in San Antonio.
NEW Local (NonWA) Hotel OverPerDm This value represents the daily hotel fee that exceeds the Per Diem cost for a traveler that has Official Residence in a state other than Washington and is staying in a hotel that is more than 50 miles from their Official Residence or Official Workstation, whichever is closer. 

NEW Local (NonWA) Hotel Tax This value represents the hotel tax only for a traveler that has Official Residence in a state other than Washington and is staying in a hotel that is more than 50 miles from their Official Residence or Official workstation, whichever is closer. 

NEW Local (NonWA) Hotel Misc This value represents a miscellaneous hotel fee only for a traveler that has Official Residence in a state other than Washington and is staying in a hotel that is more than 50 miles from their Official Residence or Official workstation, whichever is closer. 

Example: This expense type would be used for a resort fee or service fee.
NEW Local (NonWA) Breakfast This value represents the daily Per Diem for Breakfast when your Official Residence or Official Workstation is in a state other than Washington.

All meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
NEW Local (NonWA) Dinner This value represents the daily Per Diem for Dinner when your Official Residence or Official Workstation is in a state other than Washington.

All meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate is for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
NEW Local (NonWA) Lunch This value represents the daily Per Diem for Lunch when your Official Residence or Official Workstation is in a state other than Washington.

All meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate is for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
NEW Local (WA) Hotel Per Diem This value represents the daily hotel Per Diem rate for a traveler that has Official Residence in Washington State and is staying in a hotel that is less than 50 miles from their Official Residence or Official workstation.

Please consult your local Travel Administrator as certain requirements are needed to qualify for travel less than 50 miles from your Official Residence or Official Workstation to receive reimbursement for expenses.

NEW Local (WA) Hotel OverPerDiem This value represents the daily hotel rate exceeds the Per Diem rate for a traveler that has Official Residence in Washington State and is staying in a hotel that is less than 50 miles from their Official Residence or Official workstation.

Please note that you may need to attach an additional form in ctcLink.
NEW Local (WA) Hotel Tax This value represents the hotel tax only from a Local hotel stay for a traveler that has Official Residence in Washington State and is staying in a hotel that is less than 50 miles from their Official Residence or Official workstation. 
NEW Local (WA) Hotel Misc This value represents miscellaneous expenses from a Local Hotel stay for a traveler that has Official Residence in Washington State and is staying in a hotel that is less than 50 miles from their Official Residence or Official workstation.  This is excluding the per-night fee and taxes associated with the room. 

Example: when you would use this expense type might be for a resort fee or service fee.
New Local (WA) Breakfast
This value represents the daily Per Diem rate for Breakfast when a traveler that has Official Residence in Washington State and traveling less than 50 miles from their Official Residence or Official workstation.

Please consult your local Travel Administrator as certain requirements are needed to qualify for travel less than 50 miles from your Official Residence or Official Workstation to receive reimbursement for expenses.

New Local (WA) Lunch
This value represents the daily Per Diem rate for Lunch when a traveler that has Official Residence in Washington State and traveling less than 50 miles from their Official Residence or Official workstation.

Please consult your local Travel Administrator as certain requirements are needed to qualify for travel less than 50 miles from your Official Residence or Official Workstation to receive reimbursement for expenses.

New Local (WA) Dinner
This value represents the daily Per Diem rate for Dinner when a traveler that has Official Residence in Washington State and traveling less than 50 miles from their Official Residence or Official workstation.

Please consult your local Travel Administrator as certain requirements are needed to qualify for travel less than 50 miles from your Official Residence or Official Workstation to receive reimbursement for expenses.

Airline outside State of WA Out of State Airline
This value represents the out of state Airline expense, for a traveler that is traveling out of their State of Official Residence or Official workstation.
Hotel outside State of WA
Out of State Hotel Per Diem
This value represents the out of state daily Hotel rate only, for a traveler that is traveling out of their State of Official Residence or Official workstation.
NEW Out of State Hotel OverPerDiem This value represents the out of state daily hotel room rates that exceeds the Per Diem rate, for a traveler that is traveling out of their State of Official Residence or Official workstation.

Please note you may need to attach an additional form in ctcLink. Please consult your local Travel Administrator for 
NEW Out of State Hotel Stu Group This value represents the per night Hotel room rate for student(s) when staying in a hotel that is out of State from the college.
NEW Out of State Hotel Tax This value represents the out of state Hotel tax onlyfor a traveler that is traveling out of their State of Official Residence or Official workstation.
Meal outside of WA Breakfast Out of State Meal Breakfast This value represents the daily Per Diem rate for Breakfast, when traveling of out the state from their Official Residence or Official Workstation.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.

Meal outside of WA Dinner Out of State Meal Dinner This value represents the daily Per Diem rate for Dinner, when traveling of out the state from their Official Residence or Official Workstation.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
Meal outside of WA Lunch Out of State Meal Lunch This value represents the daily Per Diem rate for Lunch, when traveling of out the state from their Official Residence or Official Workstation.

All meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.

NEW Out of State Meals Stu Group This value represents the daily Per Diem meal total for student(s) when traveling out of state from the college. 
Registration Registration This value represents the Registration cost.
Supplies Supplies This value represents any fees associated to Supplies, when in travel status.

Example: A cable for a laptop if required for business purposes.
Automobile Rental Transportation Auto Rental This value represents the cost of a rental car when in travel status.
Transportation Mileage Transportation Mileage This value represents the approved Per Diem mileage rate cost incurred while in travel status. 

Reimbursement between an employee's official residence and official workstation is only applicable when the travel is in addition to their normal commute, required for business purposes, and approved by the college or agency.
Transportation Other Transportation Other This value represents other transportation cost excluding mileage. 

Example: Charging station fee.
Transportation-Parking Transportation Parking This value represents parking costs incurred in travel status.
Transportation Toll Transportation Toll This value represents Toll costs incurred in travel status.

Please remember that Toll costs associated with the use of high occupancy toll (HOT) lanes are not reimbursable.
Official Duty Station

The official duty station is driven by the Unique Facility Identifier (UFI) and represents the location of a position’s assigned, permanent state facility worksite (if a state owned or leased facility), field assignment city/ state, or home-based city/state. A state official or employee's official duty station is to be assigned by the agency. [As defined in the SAAM Glossary by the Office of Financial Management]

Official Residence

An employee's "Official Residence" is not the employee’s home, but the city, town, or other location where an employee maintains their primary residence. If your residence is not within the city limits it is treated the same as an unincorporated location (i.e. your mailing address is Olympia, but your residence is not within the city limits).

Official Station (The "Office")

The city, town, or other location where the state official or employee's office is located, or the city, town, or location where the state official or employee's work is performed on a permanent basis. For the purposes of these travel regulations, Olympia, Tumwater and Lacey are considered to be the same official station. A state official or employee's official station is to be designated by the agency. It is to be determined by the needs of the agency and not assigned because it is the home or preferred living area of a state official or employee. [As defined in the SAAM Glossary by the Office of Financial Management]

Official Worksite

The official worksite is the city, town, or unincorporated area where the majority of the employee’s time is spent. The determination is not based on the preference of the state official or employee. The agency maintains the authority to exercise flexibility in determining the employee’s official worksite, considering the agency’s requirements and nature of the position. [As defined in the SAAM Glossary by the Office of Financial Management]

Official Workstation (for travel reimbursement)

The official workstation for travel reimbursement may be the city, town, or unincorporated area of the state official or employee’s official duty station or official worksite as determined by the agency for purposes of travel reimbursement. [As defined in the SAAM Glossary by the Office of Financial Management]

Out-of-State Travel

Travel anywhere outside the boundaries of the state of Washington is to be considered out-of-state and should be coded as out-of-state travel. However, with respect to the requirement for prior authorization of out-of-state travel in [SAAM] Subsection 10.10.50.a) travel to counties and/or cities in the states of Idaho and Oregon that are contiguous to the border between Washington-Idaho or Washington-Oregon, or b) out-of-state employees traveling within the same state as their official station shall not be considered out-of-state. [As defined in the SAAM Glossary by the Office of Financial Management]

PLAIN LANGUAGE TRANSLATION: For approval purposes, 

Per Diem

In the context of business travel, per diem refers to the daily allowance provided to employees to cover their travel-related expenses, including meals, lodging or incidental costs. The rates for Per Diem are predefined for each location. These are the amounts that a traveler is eligible for reimbursement so long as the particular meal is not provided by the hotel or conference/meeting they are attending. There are rules for meal reimbursement eligibility when in travel status. Please consult with your supervisor or Travel Coordination for more details on what is allowed at your institution.

Project Expenses

In ctcLink, Project Expenses refers to the Budget (chartstring value) associated with any aspect of the traveler's expenses. These costs are being charged to a specific Project ID or Grant, to ultimately record and track costs providing a comprehensive view of project or grant related expenses.

Transportation ID

In the Travel & Expenses module, the "Transportation ID" refers to a field where you can associate an employee's transportation information with their expense report. This information is used to track and reimburse employees for business-related travel, particularly when they use their own vehicles or public transportation. The Transportation ID field allows for detailed tracking of mileage, cost, and reimbursement details.

Travel Administrator (also referred to as Admin or Travel Coordinator)

A Travel Administrator manages and oversees the travel program, including setting up and managing traveler profiles, assigning employees to travel groups, and ensuring compliance with travel policies. They also handle tasks like requesting updates via the Service Desk Ticketing system to modify travel approval workflows for Travel Authorizations, Cash Advances and Expense Reports.

Travel Authorization

In the Travel & Expenses module, a Travel Authorization is a pre-approval process for travel expenses, ensuring they align with company policies and budgets before an employee embarks on a trip. It's used to formally document official travel status, secure worker's compensation, and ensure liability insurance coverage. 

Travel Authorizations help manage budgets by tracking travel expenses in advance and ensuring they stay within allocated funds. They also help manage commitments by enabling the ctcLink system to track and encumber funds for approved travel, ensuring that the organization doesn't exceed its budget.

Approved Travel Authorizations can be imported into the Expense Report creation process to pre-populate data necessary to begin the expense reimbursement request.

Traveler Profile (Employee Profile)

In ctcLink, the "Traveler Profile" or as PeopleSoft documentation refers to it "Employee Profile" provides centralized access to employee information, such as their cost center codes, credit card numbers, check printing addresses, direct deposit bank accounts, and transportation data. The employee profile also stores default values and settings that PeopleSoft Expenses uses to streamline the time and expense report entry. Expenses allows employees to set up their own user defaults to reduce data entry time for travel authorizations, cash advances, expense reports, and time reports, and they can easily change these defaults during data entry. Employees can also set up project defaults and accounting distributions.

Travel Status

In Washington State, "travel status" is defined as the period when an employee is away from both their official station and their official residence, on state-related business, and excluding the normal commute between these two locations. This status generally begins when an employee leaves their official station or residence for a work-related trip and ends when they return.

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