Adding Multiple Travel Authorization Expense Lines Using the Quick-Fill Feature
Purpose: Use this document as a reference for adding multiple travel authorization expense lines using the quick-fill feature in ctcLink.
Audience: All Staff/Employees.
What's the difference between Fluid and Classic? Fluid uses Homepages and Tiles as the starting point to navigate to pages and processes. Classic is the navigation menu found on the right hand side of the page.
Navigation: Fluid Menu > Employee Self-Service > Expenses > Create Travel Authorization
- The Travel Authorization (TA) Entry Fluid page displays.
The TA Entry page will default to your own Employee ID. If you are authorized to enter a travel authorization on behalf of someone else, then you will need to look up the Employee ID first. If you are entering on behalf of someone else, in the top left corner of the page, select the green down arrow to the right of your name. Select Change Employee. The Employee Search window displays. Enter or search for specific Employee ID and select the side double arrow buttons.
- On the Travel Authorization Entry page enter a Description.
- Select Business Purpose from the drop-down menu.
- In the Comments section, enter a Comment. ‘Comments’ entered in Fluid Travel Authorization creation are only viewable to approvers using Fluid Approvals (the Approval icon on the Navbar). Whereas ‘Notes’ that the Traveler adds in the Classic Travel Authorization creation nav path are viewable by Approvers using both Fluid and Classic Expenses Approvals.
- Enter or lookup the Travel From location. The most common way to lookup is to start typing the city and select the appropriate location. Enter or lookup the Travel To location.
- Enter a date or use the calendar menu in the Date From field to select the first day of travel. Enter a date or use the calendar menu in the Date To field to select the last day of travel. The Trip Duration will update automatically.
- Scroll down to view the Details section and select Quick-Fill.
- The Quick-Fill window displays. The date range defaults to the Date From and Date To dates you entered in the Travel Authorization Header. Update the dates in the Quick-Fill window as needed.
- To add expense lines, select the checkbox(es) (One Day or All Days) next to the Expense Type you want to Quick-Fill. Use the scroll bar to view all available Expense Types.
Why Are Expense Types Necessary When Traveling?
Expense Types are essential for ensuring accurate financial reporting and compliance with state policies when traveling on behalf of Washington State agencies, including community and technical colleges.
The Office of Financial Management (OFM) oversees statewide budget planning, allocation, and policy alignment. To receive and spend state funds, colleges and agencies must follow OFM’s financial and administrative policies. These policies are documented in the State Administrative & Accounting Manual (SAAM), which OFM develops and maintains.
Statewide Accounting refers to the centralized system managed by OFM that ensures consistent, transparent, and accurate financial reporting across all state entities. Month-end and year-end accounting data from all colleges is reported by SBCTC at the Enterprise level and sent to the Office of Financial Management (OFM).
Expense Types are directly linked to account codes that colleges use to report how funds are spent during travel. These codes categorize expenditures (e.g., lodging, meals, transportation) and ensure they align with state guidelines. These account codes are also key in who approves the travel. For example an expense type that is identified as "Over Per Diem" might be directed to a different approval chain than those that are identified as "Local In State".
In short, Expense Types help translate travel-related costs into standardized financial data that supports transparency, compliance, and informed decision-making across Washington’s public institutions.
- Select the Done box to close the Quick-Fill box and return to the Create Travel Authorization page.
- The added expense types are added to the Travel Authorization. For each line added, enter Description and Amount (if not per diem Expense Type).
- Select the Accounting Icon in each line to add or update the chartfield values. If all or most of the Expense lines will have the same chartfield values, it is recommended to select Accounting Default at the top left of the Details header section, and enter the default chartfield values for the Travel Authorization. If not, enter in the following Chartfield values to make up a valid Chartstring;
- Select the Operating Unit from the lookup menu.
- Select the Fund from the lookup menu.Optional: if applicable, add the Appropriation Index.
- Select the Department from the lookup menu.
- Select the Class from the lookup menu.
- Select the State Purpose from the lookup menu.
- Select Done to close the Travel Authorization Distribution window.
- For each Line select Details button and enter the Payment Type and any other required fields.
- Select the Save or Submit button.
Attachments can be entered at the Line level, by selecting the Attachments icon in each line, or they can be entered at the Header level, by selecting Attachments.
For information on travel authorization errors and steps to resolve them, please refer to QRG Correcting Travel Authorization Errors for Travelers using Fluid Navigation.
Next step would be to Submit the Travel Authorization. For assistance please refer to QRG Submitting Travel Authorizations.
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 Adding Multiple Travel Authorization Expense Lines Using the Quick-Fill Feature (Fluid). This link will open in a new tab/window.
Navigation: Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify
- The Create a Travel Authorization search page displays. Depending on your role, the Empl ID will default into the field. If you are authorized to enter a travel authorization on behalf of someone else, then you will need to look up the Empl ID first.
- Select the Add button.
- The Create Travel Authorization page displays. Select Business Purpose from the drop-down menu.
- Enter the Description.
- 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.
- Enter a date or use the calendar menu in the Date From field to select the first day of travel. Enter a date or use the calendar menu in the Date To field to select the last day of travel.
- In the Projected Expenses section, select Quick-Fill.
- The Quick-Fill window displays. The date range defaults to the Date From and Date To dates you entered in the Travel Authorization Header. Update the dates in the Quick-Fill window as needed.
- To add expense lines, select the checkbox(es) (One Day or All Days) next to the Expense Type you want to Quick-Fill. Use the scroll bar to view all available Expense Types.
Why Are Expense Types Necessary When Traveling?
Expense Types are essential for ensuring accurate financial reporting and compliance with state policies when traveling on behalf of Washington State agencies, including community and technical colleges.
The Office of Financial Management (OFM) oversees statewide budget planning, allocation, and policy alignment. To receive and spend state funds, colleges and agencies must follow OFM’s financial and administrative policies. These policies are documented in the State Administrative & Accounting Manual (SAAM), which OFM develops and maintains.
Statewide Accounting refers to the centralized system managed by OFM that ensures consistent, transparent, and accurate financial reporting across all state entities. Month-end and year-end accounting data from all colleges is reported by SBCTC at the Enterprise level and sent to the Office of Financial Management (OFM).
Expense Types are directly linked to account codes that colleges use to report how funds are spent during travel. These codes categorize expenditures (e.g., lodging, meals, transportation) and ensure they align with state guidelines. These account codes are also key in who approves the travel. For example an expense type that is identified as "Over Per Diem" might be directed to a different approval chain than those that are identified as "Local In State".
In short, Expense Types help translate travel-related costs into standardized financial data that supports transparency, compliance, and informed decision-making across Washington’s public institutions.
- Select the OK box to close the Quick-Fill box and return to the Create Travel Authorization page.
- The added expense types are added to the Travel Authorization. Use the Expand All / Collapse All links for easier visibility.
- For each line added, enter Description, Payment Type and Amount.
- Expand the Accounting Details drop-down arrow to view or edit the Chartfields. The Accounting Details section displays. Depending upon your college business practice, your Accounting Details may populate automatically. If not, enter in the following Chartfield values to make up a valid Chartstring;
- Select the Operating Unit from the lookup menu.
- Select the Fund from the lookup menu.Optional: if applicable, add the Appropriation Index.
- Select the Department from the lookup menu.
- Select the Class from the lookup menu.
- Select the State Purpose from the lookup menu.
- Select Save for Later or Summary and Submit.
Attachments can be entered at the Line level, by selecting the Attachments paperclip icon in each Line, or they can be entered at the Header level, by selecting Attachments. For more help adding attachments, please see QRG Attaching a Document to a Travel Authorization.
For information on travel authorization errors and steps to resolve them, please refer to QRG Correcting Travel Authorization Errors for Travelers using Classic Navigation.
Next step would be to Submit the Travel Authorization. For assistance please refer to QRG Submitting Travel Authorizations.
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 Adding Multiple Travel Authorization Expense Lines Using the Quick-Fill Feature (Classic). This link will open in a new tab/window.
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