Business Unit 1 (Tab 1)

Default Information: Standard defaults are used. 
Base Currency: US Dollar
Country: USA
Template: Standard.

Advance Options: If the local institution allows Cash Advances then the check box for Allow Advance is checked. 
The Max Advance Amount for BU must also be set for greater than zero in order for Cash Advances to be authorized.  The maximum amount is defined as the maximum amount of unreconciled Cash Advances that a traveler can have open at any point in time. 

When maintaining the Employee's Traveler Profile in Finance, the Cash Advance Level can be set to the Business Unit, which will read the max limit set for the college's Business Unit configuration. Otherwise, the Employee's Traveler Profile (Organizational Data) can be set to a specified amount for the individual traveler, or can be set to none, blocking the individual traveler from submitting any Cash Advance, even if the college allows Cash Advances for other employees.

Twillio Integration: Text Message Checkbox (leave unchecked).

While PeopleSoft does provide integration possibilities for submitting Travel & Expense documentation via Text Messages without having to log in to PeopleSoft Expenses. At this time ctcLink do not use Twilio or integrate with this additional software application.

Payment Information: A default location must be configured for the local institution. This is typically the default AP location.

Total Amount Limits is not used in ctcLink.

Receipt Amount: What is the minimum receipt amount required by the local institution travel policies?  OFM sets the minimum receipt amount at $50.00.

Payroll Gross Up Estimate is not used.

Change Expense Type from My Wallet Download: We are not using this feature in ctcLink.

Cash Advance Doc Type: ctcLink does not use special document types. ctcLink uses the default doc types and therefore this value is left blank.

Expense Report Doc Type: We are not using special document types. ctcLink uses the default doc types and therefore this is blank.

Override: This is a local institutional decision. Placing a check in the Override Authorized Amounts allows travelers to enter amounts greater than the ‘per diem’ amounts that are configured for ctcLink. ctcLink uses the global per diem tables as set by CONUS. ctcLink doesn’t use the PeopleSoft per diem tables so the next check box is unchecked. ctcLink doesn’t use Group Location therefore that is also unchecked.

Period End Accruals: Standard is to have Accrue Unprocessed Expenses and Accrue Billable Expenses checked.

Business Unit 2 (Tab 2)

Global Journal Generator Templates are selected for the value fields listed below. The defaults and summarization options that you set up using the journal generator templates determine how journal generator summarizes accounting entries and creates journals. Typically, you set up Journal Generator templates for each application system source that distributes to the general ledger, as well as each type of transaction. For example, you can have a template for depreciation expense from Asset Management. For systems other than PeopleSoft systems, you can use the GENERIC journal generator template or create a modified journal generator template (Accruals, Payments, Closes, Period End Accruals, Cancels).

Grace Period: Establish the number of days after which employees must submit expense transactions for processing. These are local institution decisions.

Cash Advance Overdue: This number applies to cash advances that have not been processed and reconciled. How many days until a Cash Advance is considered overdue? PeopleSoft default is 90 days, but in ctcLink the best practice value is 30 days.

Credit Card Data Overdue: This number applies to credit card data loaded into the expenses system but not processed in an expense report. ctcLink doesn’t use travel credit cards so this will be left at the default of 30 days.

Inactive Employee Submissions: Enter the number of days to allow an authorized employee to enter Expense eports on behalf of an inactive employee. The number of days refers to the time since the employee became inactive (using employee status and action date). At submit time, PeopleSoft Expenses checks the employee status and action date. If the employee is inactive, PeopleSoft Expenses verifies whether the grace period has been exceeded and, if so, issues an error message to prevent further processing of the expense transaction. Does the institution allow the submission of expense report on behalf of an inactive (i.e. separated) employee, if so, how long after that employee’s inactivation can an Expense Report be submitted? (Time Reports are not used in ctcLink and should be left blank).

The last Grace Period settings can be used to control whether Expense Report line items are allowed, not allowed, or require some kind of exception comment before being processed; there are two options that can be selected:

Exception: Select to indicate that transaction that are older than the number of days specified in the days field require the employee to enter a comment. The comment should explain why the expense transaction is being submitted after the number of days specified. If you leave the days field blank, then system does not check for this feature and does not require a comment, regardless of how long it has been since the transaction occurred. For more information about entering Exception Comments on Expense Reports

Disallow. Select to indicate that your organization does not accept expense transactions that are older than the number of days specified in the days field. If you leave the days field blank, then system does not check for this feature regardless of how long it has been since the transaction occurred.

Exception Comments Required: Number of days after a line item’s date that after which the user is required to add an extra comment. If this option is selected and the days field is left blank, no exception comments are required for any line item, regardless of how long ago the date was.

Time Reporting Options: This entire section is to be left blank as ctcLink does not utilize this feature.

Auto Approval Thresholds: If Auto Approval has been selected by the local institution then this is where that is defined. The institution can stipulate a monetary amount threshold or a % variance from the Travel Authorization.

Distance Accumulation Calendar: ctcLink best practice configuration is to ‘Use Specified Calendar’ and set the monthly calendar value to "01" , which sets the monthly calendar starting on 7/1.

GPS Calculator Options: This configuration will allow the local institution to add a GPS mileage calculator to the Fluid Expense Report every time the Expense Type Transportation Mileage is selected.  

Display Distance Calculator: If select to use, check 

Require Comments to Override: Will comments be required to override determined mileage? Check is yes.  

Road Preference: Selections are Highway or Local, 

Route Preference: Selections are Fastest or Shortest.

Business Unit Privileges settings allow you to set a default Employee Privilege Template for all Employees set up under that Business Unit.  The Employee Privilege Templates are different from the Approval Privilege Templates used in the approval definition.  You can associate one configured Employee Privilege Template or none if no default should be applied. There are three globally defined Employee Privilege Templates: Employee, Consultant and Vice President. Employee limits the traveler’s ability to interact with fields except the default accounting for the document; Consultant can only modify accounting GL chartfields at the line level; and Vice President has full access.

The Receipts Required settings correspond to a Receipt verification step that can be built into the local institution T&E approvals.  You can identify what line items (or even users) need verification, and whether you require users to enter comments for items they have marked as not having a receipt. The system does not make any attempt at automatic verification or matching; it simply flags line items that the “Receipt Verifier” will need to mark off before approvals continue.

The main Receipt Configuration settings control whether you require receipts at a Business Unit level or not and whether you have a minimum threshold if you do:

Receipt Required  Since we do not use the T&E credit card feed functionality, the only real options are “Always” or “Never”

Minimum Receipt Amount - The amount a line item can be at or above to require a receipt.

Line items with amounts greater than this amount can still be filtered out using the Exception settings on this configuration page

The No Rule Default Comment settings are invoked when a traveler submits a line item that configuration says requires a receipt but they have flagged as not having included one:

Comments Required  If selected, travelers must enter a comment if they don’t have a receipt for a line item that requires one

Unlabeled Comment Box - This text box will become available once the Comments Required box is checked; here the local institution can specify default text that appears in the comment box for line items missing a required receipt. This could be an actual comment or an instructional message. There is a 60 character limit for the default message. [Example: Written authorization from VP required for missing receipt]

The Exceptions settings are optional and used to identify combinations of Expense Types (e.g. Registration, Miscellaneous) and Payment Types (e.g. Employee, PCard) that are treated differently than the standard rule defined at the top of this page:

Attributes tab - Where you select a specific Expense Type (or “All Values”) and a specific Payment Type (or “All Values”), whether that combination requires a receipt or not, and a minimum line item amount if one is required.

OFM - State Administrative & Accounting Manual (10.80.40) provides the receipt and documentation requirements. Receipts are not required for Day parking fees, transit fares, tolls, taxis & shuttles. Meal receipts are governed by agency policy.