The purpose of the Employee Data tab is to store name, address and phone information, helping the Finance Office to send reimbursement checks to home addresses or other mailing addresses if needed and have a way to contact you should they have questions without granting the finance staff access to this contact information in HR.

NAME DATA:

On this tab, all required the name fields must be completed. This information is not visible to the traveler, only the travel coordinator. If you have a preferred name that differs from your legal name, it would be good to confirm with your travel coordinator that this appears accurately on your travel profile. This data is synchronized from the HCM pillar, so all changes should start there, but manual updates can be made to the traveler profile by the travel coordinator.

Employee Data Tab - Employee Information section, viewed as the Traveler:

Employee Data Tab - Employee Information section, viewed as the Travel Coordinator:

ADDRESS DATA:

Indicates where reimbursement checks are sent if automated deposit to a bank account is not an option. Home Address is the default, but an an alternate address may be entered as set as the default for mailing reimbursement checks.

• To facilitate processing of an expense reimbursement, an employee must have a General Ledger (GL) Business Unit. The GL Unit is populated from the human resource system (HCM). A traveler can ask for a default chartstring to be populated on this tab to ensure that default is available for all travel requests. This can be changed on an individual request if needed.
• A traveler can have multiple profiles, but only one (1) profile can be designated as the 'Default' Profile' on this tab.
• The traveler's Cash Advance level is stored

EXPENSE PROCESSING DATA:

The header section of the page contains fields that address whether your organizational data is "Valid for Expenses", verifying that you are eligible to begin expense processing. 

Valid for Expenses: Displays "Yes" or "No" - The system verifies that the employee's organizational data is valid and the employee is eligible for expense processing.

If the "Valid for Expenses" is set to "No" then contact your Travel Coordinator. They can "Validate" (visible only to the Travel Coordinator) by clicking on the "Validate" button to initiate the validation process for a new employee. (see the Travel Coordinator page).

Reason for Status: Indicates whether your information passed all checkpoints when the system loaded your employee table data from Human Resources (HCM).

Default Profile (check box): When checked, this indicates that THIS profile is the employee's "default." Some employees have more than one profile if they work in multiple colleges. If your have multiple profiles, be sure to designate the one profile that is associated with the college paying for your travel as the default profile. If no profile is checked, you won't be able to enter expense transactions. If the wrong profile is checked, the wrong college (and associated approval workflow) will be associated with the travel request.

Ignore Authorized Amounts (check box): Select to exempt the employee from authorized amount spending limits on expense transactions. If you select this option, the system overlooks expense location amounts defined for expense types such as hotels or meals.

Ignore Group Location Amounts (check box): By default this check box is NOT selected. This implies that the location amount for Expense Type Group will not be ignored you. If the box is checked, the system would ignore the location Amount for Expense Type Group in the your profile.

Per Diem Amount Type: Set to "Active Amounts."

The options for this drop down list are: 

• Government Amounts: If selected, it would indicate that government amounts are used when calculating per diem amounts. These amounts are those recognized by government authorities such as CONUS and OCONUS and are available through government organizations.
• Active Amounts: If selected, it would indicate that the amounts are active and should be used by the system. Active amounts override government amounts and are used by the system to calculate per diems.

HR INFORMATION and SUPERVISOR INFORMATION Sections:

This information is synchronized from the Human Capital Management (HCM) system. Changes to this information should be made by working with your HR office, however the Travel Coordinator does have update access.

DEFAULT CHARTFIELD VALUES:

CASH ADVANCE LEVEL:

DEFAULT CREATION METHOD:

• Use the Default Creation Method section to specify how the system behaves when you create a Travel Authorization or Expense Report (Time Reports aren't used in ctcLink). 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. RECOMMENDED: 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.

RECEIPT DEFAULTS:

Box will be left unchecked for most,if not all, employees. If the box is check, it indicates that you are not required to attach receipts to Expense Reports. This value overrides the Enforce Receipt option entered on the Receipts Required Page for the General Ledger business unit. Note: Only system administrators have access to this field. Individual employees cannot access this field.

EXPENSE DEFAULTS

Report Description: Enter a description that you want to appear by default onto the header level of your travel authorizations, cash advances, and expense reports. If you only ever go to one conference every year, this makes sense, otherwise leave it blank and fill it in when you do your individual travel requests.

Per Diem Range:  Leave blank in ctcLink. PeopleSoft provides this option to select a per diem range ID that is associated with a range type of Daily.

A per diem that is associated with a range type of Daily, on a project or at a site, requires the number of days to appear by default into the expense report for the employee. This field only has values if the user is associated with a SetID that uses a daily range type. Ranges are defined on the Per Diem Range page and the amount for the per diem is defined on the Per Diem Amount page.

Business Purpose: Select from a predefined list (created when your organization implemented the Expenses module). The business purpose that you select will appear "by default" onto the header level of your travel authorizations, cash advances, and expense reports.

TIME SAVER! - Billing Type: Set the billing action to "Billable" and this will appear by default onto your travel authorizations, expense reports. This greatly reduces the workload of entering in transactions and having to click the 'Details' link to add it to each line. 

If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing. 

Originating Location: Select a city, country, or geographical area (established by your organization during system setup) that you want to appear by default onto your travel authorizations and expense reports. Often if your "office" has an "official workstation" defined for you, this would be location you would be leaving from, or it can be your home, if your travel is in the opposite direction of your "official workstation."

Expense Location: Select 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. Not required, but can make it easier if you always go to the same location.

TIME SAVER! - Payment Type: Select how you pay for expenses and enable the payment type to appear by default onto your travel authorizations and expense reports. Note: A payment type must be selected if you are creating a Travel Authorization using Fluid. For more information, see Creating Travel Authorizations Using Fluid.

Credit Card: Select a credit card number that you want Expenses to use as a default for expense transactions with a method that may directly reimburse the vendor. For security reasons, all but the last four numbers for each credit card will be masked. The credit card information for the employee is maintained on the Employee Profile - Corporate Card Information page.

TIME SAVER! - Transportation ID and Transportation Type: The system displays the employee's active transportation IDs from which to choose. Select a transportation ID that you want to appear by default onto your travel authorizations and expense reports. If you always travel by "car" set that as your default.

Number of Nights: Enter the number of nights that you want to appear by default onto your travel authorizations and expense reports for the expense type Hotel/Lodging.

Accounting Detail Default View: Select "Collapsed" or "Expanded" to indicate how the Accounting Detail section should appear on the Expense Report when the expense type is selected.

EXPENSE TYPE DEFAULTS

Allows you set up an "Expense Type" specific default. Meaning, if you have certain types of expenses that don't ever get paid for out of pocket by you (the employee traveling), but rather are always paid by a PCard, you can set a specific default that overrides the default you set for all other expenses under the Expense Default section above.

Expense Type: Specify the Expense Type you want to establish defaults for that differs from your overall default. When you select the Expense Type on your Travel Authorizations and Expense Reports, Expenses will populate the Payment Type, Billing Action, and Merchant Information (optional).

Payment Type: Select how you pay for the expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the Payment Type field with this information. 

Billing Type Select the billing action that you want to appear by default onto your travel authorizations and expense reports for the expense type.

If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing.

PROJECT DEFAULTS FOR EXPENSES:

TIME DEFAULTS (Skip):

• We don't do Time Reports, so these Time Defaults are not used in ctcLink.

You as the traveler cannot change the ACH number, but rather you can alert your travel coordinator if this value needs to be changed. Once the masking feature is applied in the Finance pillar, the majority of the Bank Account number will appear as masked.

Employee EFT Options (link)

CARD DATA: