Copying Travel Authorization Expense Lines

Purpose:   Use this document as a reference for copying Travel Authorization (TA) expense lines in ctcLink.

Audience:   Financial Staff/Employees.

To complete a Travel Authorization, you will need to know what Budget or Chartfield values to be added in the Accounting Details section of a Travel Authorization. If unsure what values to use, please check with your supervisor.)

Copying Travel Authorization (TA) Expense Lines

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

Note:  Depending on your role, the Empl ID will default into the field. If you are authorized to enter an expense report on behalf of someone else, then you will need to look up the Empl ID first.

  1. The Travel Authorization search page displays. Enter or lookup Empl ID.
  2. Select Add.
  3. The Create Travel Authorization page displays.
  4. Select Business Purpose from the drop-down menu.
  5. Enter Description.
  6. Enter or lookup the Default Location from the drop-down menu. The most common use will be to look up the Expense Location codes in Washington. Enter ‘WA’ in the field next to ‘begins with’. Select Look Up.
  7. Enter a date or use the calendar menu in the Date From field to select the first day of travel.
  8. Enter a date or use the calendar menu in the Date To field to select the last day of travel.
  9. In the Projected Expenses section, enter a date or use the calendar menu to select a Date for the line item.
  10. Select the appropriate Expense Type from the drop-down menu. (Note: If a Per Diem type is selected, Location must be entered.)
  11. Enter Description.
  12. Select the Payment Type from the drop-down menu.

For more information on Payment Types please see QRG Expense Document Payment Types.

  1. Enter Amount.  Amount will not be available if the line is for a mileage-based expense type.
  2. If the line is for a mileage-based expense type, select Transportation ID from the drop-down menu.
  3. If the line is for a mileage-based expense type, enter Miles. (The green arrows icon will auto calculate or recalculate the mileage rate).
  4. If the line is for a per diem rate-based expense type, enter Location.  Note: Do not need to use line level location if default location in the header (top of document) is correct. (Line location overrides header default location).
Add Header details
  1. Select the arrow to expand the Accounting Details.
  2. 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.
  3. Select the Save for Later link to save your work and generate the Authorization ID. Note: upon save the page updates from Create Travel Authorization to Modify Travel Authorization.
Modify Travel Auth page

Note: once you have one or more lines entered on the Travel Authorization, you can use the Actions Copy Authorization Lines feature.

  1. In the upper right of the screen, select the Actions drop down arrow to "Copy Authorization Lines".
  2. Select GO.
Select Action of Copy Authorization Lines
  1. The Copy Authorization Lines window displays.
  2. Choose the Copy to One Date option if you want to copy each selected line just once using the To Date as the new expense date, or choose Copy to Range of Dates if you want to copy each line multiple times with the expense date for the new lines set to each day within the specified date range.
  3. Select the Include Weekends and Include Holidays check boxes to copy the expense type for the entire date range. If you do not select to include weekends, Expenses checks the day of the week and does not copy expense lines for Saturdays or Sundays. If you do not select to include holidays, Expenses checks the holiday calendar for the employee's business unit. Expenses does not copy authorization lines for days that the calendar designates as holidays.
  4. Select the expense lines to copy.
  5. Select OK.
Copy Authorization Lines window

Optional to add multiple attachments by selecting the blue Attachments link or the paperclip icon for individual expense lines. For more information, please see Attaching a Document to a Travel Authorization.

  1. The lines have been copied. Note: for a summary view, use the Expand All | Collapse All function or use the line expand/collapse arrows.
Review newly copied lines and expand all links

There are three options at this point:

Option 1: Add Items to the Travel Authorization (TA)

You can continue to add items to the Travel Authorization (TA).  Select the Add a New Row plus [+] icon to add another Projected Expense line.

Add more lines
Option 2: Complete Travel Authorization (TA) by selecting Summary and Submit

You can complete the Travel Authorization now by selecting Summary and Submit. For more information and detail steps on the summary and submit process, please refer to QRG Submitting Travel Authorizations.

Summary and submit

Note: After you submit the travel authorization, you cannot modify it unless an Approver returns it to you. Select the Travel Authorization Details for more information.

Option 3: Save for Later or Create Cash Advance

You can select the Save for Later button to save work and continue later. 

Or select the Create Cash Advance link in the Actions menu, which opens a new window in ctcLink and populates the Business Purpose and Advance Description fields in the header of the CA to match the TA entry.  After the CA is submitted you can return to the TA entry and submit. For more information of this process, please refer to QRG Creating Cash Advances.

Save for later link or create cash advance

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


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