Maintaining Employee Travel Profiles

Purpose: Use this document as a reference for editing employee profiles in Travel and Expenses within ctcLink.

Audience: Finance and Business Office staff.

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

  • ZZ Expenses User Admin

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

Due to a new HCM>FSCM Oracle sync Issue, any updates to the name fields in HCM (including adding new employees) will result in blank name fields in the FSCM>Expenses Employee Profiles. Corrections to the profiles will need to be made manually. The Blank fields will need to be populated before you are able to save any other EX Profile updates. We are working with Oracle on a solution.

Navigation: Travel and Expenses > Manage Employee Information > Update Employee Detail

  1. Enter the desired information into the Search by field.
  2. Select the Search button.
Expand or collapse content Editing Name Data (Including Preferred Name) (Optional)
  1. Select theEmployee Datatab.
  2. TheLast NameandFirst NameFields should contain the employee's legal name. Fill them in if they are blank. (The legal First and Last name should be displayed in an un-editable section on the top left side of the page. If your employee has a Preferred name they use, add it in to the Preferred First Name field and Preferred Last Name fields (Preferred Last Name field is not necessary to populate if employee is using their legal last name.) These fields populate the Classic Expense Pages (The legal last name field will be pulled in if there is not a value).

TheDisplay Namefield is required, update it if it’s blank. Enter the Employee’s Preferred First and Last name if used. If the Employee is not using a Preferred Name, update the field with the Employee’s Legal First and Last name. The information contained in theDisplay Namefield is pulled into some FSCM pages pillar wide when Preferred name is used; therefor it is important to make sure this field is populated if your employee is using a Preferred Name.

Employee Data Tab with the Name highlighted. Within the Employee Information section, the Last Name, First Name, Preferred Last Name and Preferred First name fields are highlighted.
  1. If your employee has a Preferred name they use, add it in to the Preferred First Name field and Preferred Last Name fields (Preferred Last Name field is not necessary to populate if employee is using their legal last name.) These files populate the Classic Expense Pages (The legal last name field will be pulled in if there is not a value)
  2. The Display Name field is required. Populate this with either the Legal First and Last Name, or the Preferred Name (Preferred First Preferred Last, or Preferred First Legal Last). (this field populates Fluid Expense pages).
  3. Scroll to the bottom of the page and select the Save button to save changes.
Employee Data tab. Within the Employee Information section, the Display Name field is highlighted.

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 Editing Employee Name Data (including Preferred Name). This link will open in a new tab/window.

Expand or collapse content Viewing or Editing Personal Address/Phone Data (Optional)
  1. The Employee Data page displays personal employee data such as the phone number and address that originate from your human resource system or are entered on this page. Use this page to review or edit employee data that Expenses uses to distribute reimbursements.
  2. The Employee Base indicates whether the employee typically works from either a home or office location.
  3. The Personnel Status field indicates whether the individual is an employee or a non-employee.
  4. You can designate this address as either a home address or to another mailing address, such as an internal company location - In this example, you want to change the option from Office to Home - Select the Home option.
  5. Select the Save button to save changes.
Employee Data tab with fields populated with example data.
Expand or collapse content Editing Organizational Data (Required)

The information that this QRG is referencing is HR record information.The only fields that should be updated here are the Default Chartfields. Typically, all other fields are updated through HR records. Note: Users cannot update their own Expenses Profile.

  1. Select the Organizational Data tab. Use the Organizational Data page to assign an employee to a GL Unit (general ledger business unit) and a department for expense reimbursement. The employee's business unit determines such things as accounts to charge, allowable mileage rates, and cash advance limits.
  2. The Expenses Processing Data section indicates whether the employee's organizational data is validated, verifying that the employee is eligible for expense processing.
  3. ctcLink verifies whether the employee's organizational data is valid and whether the employee is eligible for expense processing in the Valid for Expenses field. If the employee ID is not valid for expenses (and should be) please submit a Service Desk ticket.
  4. The HR Information section displays information about an employee's organizational affiliation. This information comes over from human resources; however, you can manually change these fields.
  5. Select the Use Business Unit Default checkbox for Expenses to use the time reporting thresholds established for the employee's general ledger business unit.
  6. The Supervisor Information section displays information about the employee's supervisor. This information comes over from human resources; however, you can manually change this. The supervisor identified here may be one of the approvers for the employee's travel authorizations and expense reports as defined in the approval rules. If there is a reporting manager in the employee's HR data but no supervisor, then the system displays the reporting manager's ID instead.
Oranizational Data tab. The Search buttons, Valid for Expenses, Reason for Status, and Default Profile checkbox within the Expenses Processing Data section are highlighted. Within the HR Information section, the Hours Per Period checkbox is highlighted.

The GL Unit and Oper Unit are required (at the minimum) to be able to process Expenses. This must be done before your end users enter Expense Documents. If this is done after, any existing documents will need to be deleted and re-entered.

  1. In the Default ChartField Values section, enter the Operating Unit (required field) or more of the ChartField values for this employee profile. The system uses these values to populate the default accounting information of expense-related transactions for the employee.
  2. Some employees may have more than one profile if they work in multiple departments or jobs. If an employee has multiple profiles, you must select ONE of the Active records as the Default Profile in order for the employee to be eligible to enter expense transactions.

There should only be one Default Profile selected for each employee, otherwise your Pay Cycle will fail when paying out expenses. Use query QFS_EX_EMPL_DEFAULT_DUP to check if your employees have more than one profile set to Default.

If the Default EX profile is changed, after a CA or ER has been started, but not yet paid out, you will not be able to stage it for payment, unless the Default profile is changed back to the same Default profile that was used to create the ER or CA. You can run query QFS_EX_TRANS_IN_PROCESS to check if the transactions in process were created with the current default profile number.

Organizational Data Tab with the GL Unit and Oper Unit fields within the Default ChartField Values highlighted.
  1. For the Cash Advance Level Section, chose one of the following options:
    1. Select Business Unit to indicate that the maximum amount for the business unit applies to the employee. The system displays the amount.
    2. Select Specific Amount to open a new field to input the maximum advance amount authorized for the employee.
      1. Enter the desired information into the Specific Amount field, i.e. 500.00.
    3. Select None if the employee is not authorized for cash advances.
  2. Select the Save button.

Leave the Expense Processing Role blank.

Cash Advance Level section with the Specific Amount checkbox selected and example data populated in the USD field. The Save button is highlighted.

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 Editing Employee Organizational Data. This link will open in a new tab/window.

Expand or collapse content Viewing or Modifying User Defaults (Optional)

This process makes entering EX transactions faster and easier. Use the User Defaults page to view or modify general default preferences and default preferences for travel authorizations, cash advances and expense reports.

We are not using Time Reports.

  1. Select the User Defaults tab to review or modify User Defaults.

Default Creation Method

  1. Select one of the following methods to use as a default to create new Expense Reports (ER). You can override this default when creating an expense report if required. If changes are made, consideration of the impact to the user should be considered. Listing the options for the expense reports and travel authorizations should be enough.
    • Copy an Existing Report: Expenses will display the Create Expense Report - Copy From an Existing Expense Report page where you can select an expense report to copy.
    • Copy From a Template: Expenses will display the Create Expense Report - Select a Template page where you can select a template to use or select the expense types and date to include in the expense report.
    • Copy From a Travel Auth.: Expenses will display the Create Expense Report - Populate From a Travel Authorization page where you can select a travel authorization to copy from.
    • Open a Blank Report: Expenses will display the Create Expense Report - Expense Report Entry page.
  2. Select one of the following methods to use as a default to create a new Travel Authorization (TA). You can override this default when creating a travel authorization if required.
    • Copy From a Template: Expenses will display the Create Travel Authorization - Select a Template page where you can select a template to use or select the expense types and date to include in the travel authorization.
    • Copy an Existing Authorization: Expenses will display the Create Travel Authorization - Copy From an Existing Travel Authorization page where you can select a travel authorization to copy.
    • Open a Blank Authorization: Expenses will display the Create Travel Authorization - Travel Authorization Entry page where you can enter a date range and descriptive information about a travel authorization.
User Defaults tab with the Expense Report and Travel Authorization fields highlighted.

Expense Defaults

  1. Use the Report Description field to enter a default description that you want to default onto the header level of your travel authorizations, cash advances, and expense reports.
  2. The Business Purpose that you select defaults onto the header level of your travel authorizations, cash advances, and expense reports.
    1. From the Business Purpose field, select the business purpose that fits your needs from the drop-down menu.
  3. Use the Billing Type field to select a billing action that you want to default onto your travel authorizations and expense reports.
    1. In the Billing Type field, select Billable from the drop-down menu.
  4. Use the Originating Location field to select a city, country, or geographical area that you want to default onto your travel authorizations and expense reports.
  5. Use the Expense Location field to select a city, country, or geographical area where you will incur expenses that you want to default onto your travel authorizations and expense reports.
  6. Use the Payment Type field to define the default for how you pay for expenses on your travel authorizations and expense reports.
  7. Use the Transportation ID and field to select a transportation ID that you want to default onto your travel authorizations and expense reports.
  8. Use the Number of Nights fields to enter the number of nights that you want to default onto your travel authorizations and expense reports for the expense type Hotel/Lodging.
Expense Defaults section with no data populated.

Expense Type Defaults

Use the Expense Type Defaults section to define payment methods and billing type by expense type.

  1. Use the Expense Type field to select an expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the payment type and billing action.
  2. Use the Payment Type field to select how you pay for the expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the Payment Type field with this information.
  3. Use the Billing Type field to select the billing action that you want to default onto your travel authorizations and expense reports for the expense type.
  4. Select the Add a New Row button [+] to insert a new Expense Type Default row, as needed.
Expense Type Defaults section with no data populated.

Project Defaults for Expenses

  1. Project Defaults for Expenses enables you to set project defaults for travel authorizations and expense reports. You may add one or more rows of project accounting default values. Each row of project values may be enabled or disabled. When you create transactions, Expenses copies each enabled row of values into the relevant section of your new transaction. The total Percentage of the rows must equal 100%.
  2. Select the Save button.
Project Defaults for Expenses, Time Defaults, and Project Defaults for Time section with no data entered. The Save button is highlighted.

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 Viewing or Modifying User Defaults. This link will open in a new tab/window.

Expand or collapse content Maintaining Banking Data (Optional)

The ctcLink Default Travel and Expenses (EX) Employee Payment method is System Check. If you would like to pay your employees by Automated Clearing House (ACH), then it will need to be updated here.

The bank account with minimum deposit order number in HCM/Direct Deposit is checked as the default bank account in FSCM/Expenses when the HCM/FSCM sync process runs. Please see the HCM Entering US Direct Deposit Information QRG for bank account priority information.

If you are using System Check as the Payment Method, the Check payment will contain the address designated on the Employee Data tab. It is recommended to verify the information on the Bank Accounts tab, Organizational Data tab and Employee Data (Payments Sent to area) in your Employee’s EX profile, as part of your EX Onboarding Process.

Do not edit or add employee Banking data while Expense Transactions are in process. It will cause the ACH payments to fail.

  1. Select the Bank Accounts tab.
  2. In the Bank Account Info section, select the show all columns icon to expand/collapse and view the Bank Account info lines and view the Bank Account Prenote information.

Use the Bank Accounts tab page to review, add, delete, review Default, Hold Payment or modify Bank Account Info for an employee.

Ensure that you are looking at or modifying the correct record (the correct record should be marked as the Default Profile, if it’s not, go to the Organizational Data tab to update the Default Profile).

Bank Accounts tab which is highlighted. The Default Profile checkbox is highlighted and selected. The Organizational Data section search options are highlighted. The 2 lines and an arrow button next to Prenote Info tab is highlighted within the Bank Account Info section.
  1. The Bank Account info with a Source of Payroll is synced from the HCM pillar. If the employee wants to use a bank account not listed, then you have the option of adding a new Bank Account directly to the EX profile, Bank Accounts tab.
  2. On the Bank Account Info tab, select the plus sign [+] to add a new row.
  3. A window opens to add rows. Enter the number of rows to add, then select OK.
Bank Accounts tab with the Add a new Row button selected and highlighted. The Enter number of rows to add: promp box is displayed with the OK button highlighted.
  1. On the newly added row, select the Bank Account icon.
  2. The Pay to Bank Accounts window displays. Enter the following required information:
    1. Bank ID Qualifier = 001
    2. Bank ID = Employee’s Bank Routing Number
    3. Bank Account Number = Employee’s Bank Account Number
    4. DFI Qualifier = 01
    5. DFI ID = Employee’s Bank Routing Number
  3. Select OK to return to the Bank Accounts tab page.
Within the Bank Account Info section, the Bank Account icon is highlighted. The Pay to Bank Accounts pop-up displays with example data populated and the OK button is highlighted.
  1. On the Bank Accounts tab, Select the Default checkbox for the newly added 'Expenses' Bank Account row.
  2. The prenote status of the Bank Account will be New. Expenses does not send banking prenotes, so this is the correct status.

When the bank account source is ‘Payroll’, in order to be eligible for Automated Clearing House Payments, the prenote status must be ‘Confirmed’ and the prenote waiting period must be completed, or a check payment will be generated. If the Prenote Waiting period has completed and the prenote status has not updated to Confirmed, you will need to manually updated it to Confirmed by selecting the down arrow in the prenote status column and select Confirmed. Then select Save.

  1. In the *Payment Method field, select the drop down arrow and select Automated Clearing House, if not already selected.
  2. Select the Save button.
Bank Accounts tab. Within the Organizational Data section, the Payment Method drop-down is selected and the Authomated Clearn House option is highlighted. Within the Bank Account Info section, the Default checkbox is selected and highlighted for the appropriate row. The Save button is highlighted.

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 Maintaining Employee Banking Data. This link will open in a new tab/window

Expand or collapse content Corporate Card Information (Optional)

Do not delete rows on the Corporate Card Information tab.

This information is carried over by the system from the Procurement Card, card holder profile. We are not configured for, nor set up to have travel corporate card information in travel & expenses. This information is from a shared card management system. Deleting rows here deletes them from the card holder profile and disconnects the link between the card information and the transactions, rendering them invisible to users.

Corporate Card Information tab.

You may see the following warning message. This warning lets you know that this employee is also a card holder and may have a card that has been marked as inactive in the card holder profile. It is also then inactive on the corporate card information tab. It is a warning message only. Click OK to dismiss the message.

Warning Message: Warning -- Are you sure you want to assign credit card ******** 1 to 1476? (10070,381). The credit card number has been assigned to another employee with Inactive Status. OK. Cancel.

You do not want to remove the inactive Card from the Expenses profile or it will disconnect the link between the card information and the transactions, rendering them invisible to users.

Please see the Adding a New P-Card in ctcLink QRG for more information.

Expand or collapse content Maintaining Transportation Data (Required IF employees will be claiming personal mileage)

Your Transportation ID will only be available for mileage that is dated on or after theDate AcquiredandtheStatus Dates. You may need to backdate these dates when entering any new Transportation ID’s, depending on when your Mileage expenses occurred.

  1. Select the Transportation Information tab.
  2. Use the Transportation Information page to review, add, delete, or modify transportation type data for an employee.
  3. Use the Transportation ID field to enter a description of the transportation type. After you enter the transportation ID, you may not edit it. If you need to change the name of this field, you can delete the line and re-enter a new one, providing that there are no miles associated with it. Enter Transportation ID.
  4. Use the Transportation Type field to enter the transportation category. These are globally defined, and they can be based on the type of car (such as compact or luxury) or the horsepower (such as 3HP or 4HP). There are 3 transportation types configured for ctcLink: Auto, Cycle, Plane. Enter Transportation Type.
  5. Use the Date Acquired field to enter the date that the employee acquired the vehicle. You may not edit this field after any miles are accrued for the transportation ID. Enter Date Acquired. Use the current date if Date Acquired is unknown.
  6. Use the Status Date field to enter the date when the employee received a transportation type. Expenses compares this date to expense report transaction dates to determine the availability of transportation IDs on the drop-down list on the report . Enter Status Date.
  7. Select the Lease option to indicate that the car is leased. This is informational only.
  8. Select the Car Allowance option to indicate that the employee receives a car allowance. This is informational only.
  9. Select the Save button.
Transportation Information tab. WIthin the Transportation Identification section, all fields are highlighted. The Save button is highlighted.

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 Maintaining Employee Transportation Data. This link will open in a new tab/window.

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