9.2 Creating Travel Authorizations

Purpose: Use this document as a reference for how to create a Travel Authorization in ctcLink.

Audience: Financial Staff/Employees.

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

  • ZZ Expenses Processing
  • ZZ Expenses Workcenter
  • ZZ PeopleSoft User

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

Tip: A Travel Authorization (TA) is a Travel document created prior to travel showing estimated costs for travel; it produces an encumbrance that will get relieved once an Expense Report is filed against it. All approvals need to be completed prior to Travel Dates.

Navigation:  NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify

  1. The 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.
  2. Select Add.
Travel Authorization Add a New Value tab with Empl ID field and Add button highlighted
  1. The Create Travel Authorization page displays.  Select Business Purpose from the drop-down menu.
  2. Enter Description.
  3. Select 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.
  4. Enter a date or use the calendar menu in the Date From field to select the first day of travel.
  5. Enter a date or use the calendar menu in the Date To field to select the last day of travel.
  6. Enter or lookup the Reference.
  7. In the Projected Expenses section, enter a date or use the calendar menu to select a Date for the line item.
  8. Select the appropriate Expense Type from the drop-down menu. Follow instructions below to add a mileage based expense.  (Note: If a Per Diem type is selected, Location must be entered.)
  9. Enter Description.
  10. Select the Payment Type from the drop-down menu.
  11. The Amount field will not be available for a mileage based expense type.
  12. Please note the Billing Type remains 'Billable'.
  13. Select the Transportation ID from the drop-down menu.
  14. If appropriate, enter Miles.
  15. Select the Calculate Gross Amount icon.
  16. Select the Accounting Details expansion icon.
  17. Select the Operating Unit from the lookup menu.
  18. Select the Fund from the lookup menu.
  19. Select the Department from the lookup menu.
  20. Select the Class from the lookup menu.
  21. Select the State Purpose from the lookup menu.

Note: The Transportation ID will only populate if you have added it to your Profile.

Create Travel Authorization page with the various steps identified on the page. Step 3 = Business Purpose field. Step 4 = Description. Step 5 = Default. Step 6 = Date From field. Step 7 Date To field. Step 8 = Reference Field. Step 9 = Date for Projected expenses. Step 10 = Expense Type. Step 11 = Projected Expenses Description. Step 12 = Payment Type. Step 13 = Amount Currency. Step 14 = Billing Type. Step 15 = Transportation ID. Step 16 = Miles. Step 17 = Two green arrows signifying the Calculate Gross Amount icon. Step 18 = Accounting Details. Step 19 = Operating Unit. Step 20 = Fund. Step 21 = Department. Step 22 = Class. Step 23 = State Purpose

There are three options at this point:

Option 1:  You can continue to add items to the Travel Authorization (TA).  Select the Add a New Row [+] icon to add another projected expense.  

Create Travel Authorization page with the + plus sign highlighted signifying that a new row should be added.

Option 2:  You can complete the Travel Authorization now by selecting Summary and Submit.

Note: When you select the Submit button, Expenses displays the Submit Confirmation page to indicate that it successfully saved and submitted the travel authorization.

After you submit the travel authorization, you cannot modify it unless an approver returns it to you.

Create Travel Authorization page with the Summary and Submit hyperlink highlighted in the upper right cornder of the page.

Option 3:  You can select the Save for Later button which will issue the TA Authorization ID.  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.

Note: Select the Save for Later button to save the travel authorization without submitting it for approval. You can save the report with or without invalid or missing information, and you can modify it later.

When you select the Save for Later button, Expenses displays the Save Confirmation page to indicate that it successfully saved the travel authorization and indicates if missing or invalid information exists.

Create Travel Authorization page with the Actions drop down menu set at "Create Cash Advance" hightlighted. The Save for Later hyperlink is also highlighted in the upper righ corner of the page.
  1. Process complete.

2 Comments

Peggy Wold

In the new version of the Travel Authorization, where do you indicate Payment Type? I don't see a drop down menu for that question and I can't submit the authorization without that information. Thank you! Peggy

Corinne Taylor

In PeopleSoft version 9.2, used in the example for this QRG, Payment Type drop down menu is located in the Projected Expenses section. (In this example, Employee was selected as a Payment Type).

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