Budget Checking Travel Authorizations During Approvals

Purpose:  Use this document as a reference for budget checking Travel Authorizations during approvals in ctcLink.

Audience: Finance and Business Office staff

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

  • ZZ Expenses Approval
  • ZZ Expenses Manager
  • ZZ Expenses Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Travel Authorization Approvals need to be completed in the month they were submitted. If approvals are not completed before the period closes, you will see this Generic Error message:

Travel Authorizations by design, do not allow Accounting date updates during approvals. The only way to update the accounting date and clear the erorr, is to use the ‘Send Back’ function. And then, when the traveler re-submits for approval (summary and submit), the accounting date will auto update to the current date. The Travel Authorization will then be re-routed through your AWE from the beginning.

Budget Checking Travel Authorizations During Approvals

Navigation: Travel and Expenses > Approve Transactions > Approve Expense Transactions 

  1. On the Approve Expense Transactions page, select the Travel Authorizations tab to review multiple Travel Authorizations.  
  2. Select the Description link or Transaction ID link to navigate to the Travel Authorization Summary page.  
  3. On the Travel Authorization Summary page, scroll down to the bottom of the page.
  4. Select the Budget Options link.  

Use the Travel Authorization Summary page to review a summary of travel authorization expenses. Managers and project managers who have authority to approve travel authorizations use this page.

Travel Authorization Summary page
  1. The Commitment Control Details window opens.  
  2. On the Commitment Control Details pagelet, note that the Budget Checking Header Status has changed and additional fields are displayed.  
  3. Select the Budget Check button.
  4. Select OK after the budget check has completed to close the Commitment Control Details pagelet.

 However, if you receive a message saying "Budget Checking Errors Exist", please follow these next steps;

  1. Select OK.
  2. Next message - Budget Checking has logged 'Error' exceptions. Do you want to Transfer to the Exceptions?
  3. Select No.
  4. You will be sent back to the Travel Authorization Summary page.
  5. Go to the Comments section, add the following comments "Error in Budget Checking, please review errors and resubmit once fixed"
  6. Select Send Back.
  1. Process complete.

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 Budget Checking Travel Authorizations During Approvals. This link will open in a new window.


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