9.2 Editing Employee Organizational Data

Purpose:  Use this document as a reference for editing employee organizational data in the Travel and Expenses profile 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.

Note:  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

Role required:  ZZ Expenses User Admin

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.

Editing Employee Organizational Data

Navigator:  NavBar > Navigator > Travel and Expenses > Manage Employee Information > Update Profile

Configuring User Defaults reduces the amount of data entry required to complete Travel Authorizations and Expense Reports.  These defaults may be configurable or may be controlled by others, depending on security privileges.  Keep in mind that default values can be changed; they are merely a convenience. 

  1. Enter the desired information into the Search by field.
  2. Select Search.
  3. Select the Organizational Data tab.
  4. Use the Organizational Data page to assign an employee to a 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.
  5. The Expenses Processing Data section indicates whether the employee's organizational data is validated, verifying that the employee is eligible for expense processing.  To validate employee organizational data, select the Validate Organizational Data option when you run the Load Employee Data process or select the Validate button for new employees after you save the profile.
organizational data
  1. 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.  This field shows a response based on verification results.
  2. The Reason for Status field indicates whether the employee passed all checkpoints when you loaded your employee tables from human resources.
  3. 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 them as the Default Profile in order for the employee to enter expense transactions.
  4. Select the Ignore Authorized Amounts checkbox to exempt the employee from authorized amount spending limits on expense transactions.  If you select this checkbox, the system overlooks expense location amounts defined for expense types such as hotels or meals.
  5. 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.
  6. Select the Use Business Unit Default checkbox for Expenses to use the time reporting thresholds established for the employee's general ledger business unit.  Clear the checkbox to override the general ledger business unit Per Period Thresholds settings and enter minimum and maximum hours that the employee can enter for a time reporting period.
  7. 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.
  8. Use the Default ChartField Values section to predefine one 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 created by the employee.
organizational data hr information supervisor information default chartfield
  1. For Cash Advance Level:
    • Select Business Unit to indicate that the maximum amount for the business unit applies to the employee. The system displays the amount.
    • Select Specific Amount to open a new field to input the maximum advance amount authorized for the employee.
    • Select None if the employee is not authorized for cash advances.

For this example, you want to update the data to specify an amount.  Select the Specific Amount option.

  1. Select the Specific Amount Value field.
  2. Enter the desired information into the Specific Amount Value field.
  3. You can assign an expense role to associate the employee with; however, you may only assign one expense role per employee, even if they hold more than one job in the company.  Establish roles for employees depending on their positions in the organization.  Roles determine the authorized amounts employees can spend, the visibility of VAT fields, and the accounting ChartField behaviors.  Select the Expense Processing Role list.
  4. Select the Employee list item.
  5. Select Save.
cash advance level
  1. Process complete.

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