Adding Multiple Travel Authorization Expense Lines

Purpose:  Use this document as a reference for adding multiple expense lines to a travel authorization in ctcLink.

Audience:  Travelers

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

  • ZZ Expenses Processing
  • ZZ Expenses Workcenter
  • 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.

Adding Multiple Travel Authorization Expense Lines

PLEASE NOTE:  Travel authorizations already submitted for approval will not be available for modification unless withdrawn from approval or sent back during the approval process.

Navigation: Employee Self Service > Travel and Expenses > Travel Authorizations > Create/Modify

  1. The Travel Authorization search page displays.
  2. Select the Find an Existing Value tab (if starting a new Travel Authorization, please refer to QRG Creating Travel Authorizations).
  3. Select Search button to pull all results or use the 'Search by:' drop down arrow to find an existing Travel Authorization:
    • Authorization ID.
    • Creation Date.
    • Description.
    • Empl ID.
    • Name.
    • Status.
  4. The Modify Travel Authorization page displays.
  5. Select the Add a New Row [+] icon.
Modify Travel Auth page, select the plus icon to add a new line
  1. A new Projected Expense line displays.
  2. Enter Date.
  3. Enter Expense Type.
  4. Enter Description.
  5. Enter Payment Type.
  6. Enter Amount.
  7. Select the arrow to expand the Accounting Details.
  8. Depending upon your EMPLID setup, the Accounting Details may auto-fill. If the Accounting Chartfields are blank, enter or lookup valid values for:
    1. Oper Unit.
    2. Fund.
    3. Dept. Within the drop-down menu, search for Description contains “travel” in the description. Select the corresponding Dept.
    4. Class.
    5. State Purpose.
    6. Scroll to the right to view or add additional fields.

The selected Expense Type will auto generate the aligned GL Account. i.e. 5080010 = Instate Subsitance/Lodging.

Add projected expense line 2
  1. To add additional Projected Expense lines, go back and follow steps 6 through 14.
  2. When finished adding lines, select the Save for Later link.
Save or submit
  1. The next step is to submit your Travel Authorization, please refer to QRG Submitting Travel Authorizations.
View Error Messages
  1. The system will detect errors and will display the Missing or Invalid Information red flag icon.
  2. Select the red flag icon(s) to review the Authorization Line Errors window(s).
  3. Read the message, then select Return.
  4. The Authorization Line Errors window(s) disappear.
  5. Correct the error(s).
  6. Select Save for Later to continue working later, or Summary and Submit if you're done.
TA Error examples
  1. The next step is to submit your Travel Authorization, please refer to QRG Submitting Travel Authorizations.

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 Adding Multiple Travel Authorization Expense Lines. This link will open in a new tab/window.


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