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: Travel and Expenses > Manage Accounting > Request Budget Checking

  1. The Budget Check Transactions run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_EX_BUDGETCK (College, Process).

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.

  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 or select the 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 the View Transaction Details link.
Request Budget Check page
  1. The Transaction Details tab displays.  
  2. The Select Option field defaults to "Some". Update to "All" as needed.

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. The Date From and Date To fields will be 'grayed' out.
  • "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. If the Select Option = Some, optional to select the check box next to individual transaction(s) for the Budget Check process.
  2. Select Run. Please refer to the Process Schedule Request steps for further instructions. Or for additional information, see the QRG Process Scheduler/Process Monitor.

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 page
  1. When the Process Monitor shows the Run Status = "Success" and Distribution Status = "Posted", the batch budget-checking process has finished successfully.  
  2. 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 Expense Transactions in Batch. This link will open in a new tab/window.


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