Review Travel and Expense Budget Exceptions

Purpose: Use this as a reference how to review travel and expense, Travel Authorizations and Expense Reports, budget exceptions in ctcLink.

Audience: Travel Administrators/Supervisors/Approvers.

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

  • ZZ Expenses Manager

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

To help with understanding and/or correcting budget exceptions, please see QRG Common Budget Exceptions and Corrective Actions.

Reviewing Travel Authorizations Budget Exceptions

Navigation: Travel and Expenses > Manage Accounting > Review TA Budget Exceptions

  1. The Travel Auth Exceptions search page displays. Enter the Travel Authorization ID or other search criteria to refine results.
  2. Select the Search button to populate results below and select a Travel Authorization ID transaction to review.

Leaving the search fields blank will populate all available exceptions. Also select the column name to resort results by that column.

Travel Authorizations Exceptions
  1. The Review TA Budget Exceptions page displays.
  2. Review the Header section:
    • Select the Travel Authorization ID link (paper and arrow icon) to navigate to view the TA.
    • Sort data by the Exception Type; Error or Warning.
    • Adjust the Maximum Rows from the default of '100' to 99999.
    • Use the Advanced Budget Criteria link to refine inquiry criteria.
  3. Review the Budget with Exceptions or Lines section:
    • Use the Grid Action Menu (spreadsheet icon) to personalize columns or download results to Excel.
    • Select the View All / View 1 link to view exceptions.
    • Select the row magnifying glass icon to view the Expense Travel Authority Line Drill Down window.
    • The Exception column provides the error description.
TA Exceptions page
  1. Under the Budget with Exceptions section, select the Budget Chartfields tab to review the ChartString or Accounting Distribution.
Budget Chartfields section
  1. Select the Line Exceptions tab and review the page. Optional to narrow down the page results using the Line From and Line Thru search criteria.
  2. In the Transaction Lines with Budget Exceptions section select the tabs Line Values, Line Chartfields, and Line Amount.
Line Exceptions page

Remember to utilize the Previous in List and Next in List buttons to review additional Travel Authorization budget exceptions.

  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in 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 link to Review Travel Authorizations Budget Exceptions. This link will open in a new tab/window.

Reviewing Expense Reports Budget Exceptions

Navigation: Travel and Expenses > Manage Accounting > Rvw EX Rpt Budget Exceptions

  1. The Expense Report Exceptions page displays. Enter or lookup Report ID or other search criteria to refine results.
  2. Select the Search button and select a Report ID link to review.
Expense Report exceptions search page
  1. The selected Report ID Expense Sheet Exceptions page displays.
  2. Review the Header section:
    • Select the Report ID link (paper and arrow icon) to navigate to view the ER.
    • Sort data by the Exception Type; Error or Warning.
    • Adjust the Maximum Rows from the default of '100' to 99999.
    • Use the Advanced Budget Criteria link to refine inquiry criteria.
  3. Review the Budget with Exceptions or Lines section:
    • Use the Grid Action Menu (spreadsheet icon) to personalize columns or download results to Excel.
    • Select the View All / View 1 link to view exceptions.
    • Select the row magnifying glass icon to view the Expense Sheet Line Drill Down window.
    • The Exception column provides the error description.
Expense Sheet exceptions page
  1. Under the Budget with Exceptions section, select the Budget Chartfields tab to review the ChartString or Accounting Distribution.
Budget Chartfields
  1. Select the Line Exceptions tab and review the page. Optional to narrow down the page results using the Line From and Line Thru search criteria.
  2. In the Transaction Lines with Budget Exceptions section select the tabs Line Values, Line Chartfields, and Line Amount.
Line Exceptions page

Remember to utilize the Previous in List and Next in List buttons to review additional Travel Authorization budget exceptions.

  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in 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 link to Review Expense Reports Budget Exceptions. This link will open in a new tab/window.

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