9.2 Budget Checking Expense Transactions in Batch

Purpose:  Use this document as a reference for budget-checking groups of expense transactions in ctcLink.

Audience:  Travel and Expenses staff

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

  • 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.

PREREQUISITES: Must have Travel Authorizations or Expense Reports that have a budget status of "Not Checked" or "Error" to be eligible for budget checking.

Budget Checking Expense Transactions in Batch

Navigation:  NavBar > Navigator > Travel and Expenses > Manage Accounting > Request Budget Checking

  1. The Budget Check Transactions run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.

A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.

Use different Run Control IDs for the budget checking processes such as budget check request, cancel travel authorization, and rollover travel authorizations. You must use a unique run control ID for each of these processes.

Budget Check Transactions Add a New Value tab
  1. The Request Budget Check page displays.  Use it to run the budget checking process for travel authorizations, expense reports, and journal expense reports. The Process Scheduler runs the Commitment Control Budget Processor at user-defined intervals.
  2. Enter Business Unit.
  3. Enter Description.
  4. Enter Transaction Type.

Use the Transaction Type field to select a Commitment Control transaction type. Expenses provides these options:

  • "All Expense Reports": Select to budget check all non-closed Expense Reports.
  • "All Travel Authorizations": Select to budget check all Travel Authorizations.
  • "Cancel Void Expense Reports": Select to budget check voided expense reports (the payment is voided and not reissued).
  • "Encumbrance Relief Accruals": Budget Check encumbrance relief entries.  These entries reduce the encumbrance budget if the document has been created from a predecessor document that has been encumbered.
  • "Period End Accruals Expense": Budget checks a liability that is booked in one period and revered in the following period.
  1. Select View Transaction Details.
Request Budget Check page
  1. The Transaction Details tab displays.  Use it to select all or some transactions for the Budget Check process.
  2. Enter Select Option.

Use the Select Option list to determine what transactions will be selected for processing.  The following options are provided:

  • "All": Every eligible transaction will be selected for Budget Checking.
  • "Some": Enables the use of the Transaction section to select the specific transactions that you want to be budget-checked.  Use the Date To and Date From fields to refine the Transaction section list and use the Transaction, Budget, and Dates tabs to display different information related to thev listed transactions.  Use the Select column to mark the transactions that should be budget-checked.
  1. Select Run.  Please refer to the Process Scheduling QRG for further instructions.

Do not run the payment staging process concurrently with the budget checking process to ensure that the system does not select the same transaction for both processes.

Transaction Details tab
  1. When the Process Monitor shows Run Status = "Success" and Distribution Status = "Posted", the batch budget-checking process has finished successfully.  Again, please refer to the Process Scheduling QRG for further instructions.
  2. Process complete.

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