Rolling Over Travel Authorizations

Purpose:   Use this document as a reference for how to Rollover Travel Authorization encumbrances into the next period, if they have not been applied to an Expense Report, in ctcLink.

Audience:    Finance and Business Office 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.

Roll To New Period can only be performed if the period you want to Roll the encumbrance to, is open and have an existing budget available in the New Year.

Rolling Over a Travel Authorization

Navigation: Travel and Expenses > Manage Accounting > Rollover Travel Authorization

  1. The Rollover Travel Authorization run control 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., WA020_ROLLOVER_TA (College, Process).
  3. The Rollover Travel Authorization page displays. Select the Process Parameter method at the top left of the page.

STEP 1 - Reverse Current Period - Select to reverse out encumbrances from the prior period. (can be done at any time of the year).

STEP 2 - Roll to New Period - Select to re-encumber funds in the new Fiscal year. This option will only display search results after STEP 1 has ran. If this option is selected, PeopleSoft Expenses displays the 'Change Accounting Date To' and 'Change Budget Date To' fields, you will enter the new Fiscal year date in these fields.

Select the Process Parameter
  1. Enter a Description in the Description field.
  2. Select your Business Unit.
  3. Enter additional Search Criteria if desired (not required).
  4. Select the Search button.

Always select ‘Search’ when using the Cancel Travel Auth Batch Process to refresh/repopulte the page. If you do not select ‘search’ and are using an existing run control ID, the system will display old transactions, some of which could have already been processed. When this process fails, it locks up the budget header status of all travel authorizations in the system and attached Expense Reports.

Select Business Unit and add description and select Search
  1. Eligible Travel Authorizations will display in the Travel Authorization List. Select the Travel Authorization(s) you want to Rollover.
  2. Select the Run button.

Select the View All button to see all eligible TAs.

Select the TAs to rollover and select Run
  1. The Process Scheduler Request page displays. Use this page to enter or update parameters, such as server name and process output format.
  2. Select the OK button. The Process Scheduler Request page disappears.
  3. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. Select the Process Monitor link, then refer to the QRG Process Scheduler/Process Monitor for instructions.
process scheduler request and monitor page

STEP 2 - Roll to New Period

  1. After STEP 1 - Reverse Current Period has completed successfully, go back to Step 4 and select Roll to New Period and follow again through Step 15.
  2. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no auto included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Rolling Over Travel Authorizations. This link will open in a new tab/window.

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