Online Travel & Expense Updates
From the Financial Systems Department
Update 3 / November, 2010
This email is designed to provide updatesfor our current users of the new Banner Travel & Expense (T&E) module.
Contents
Blanket Travel Authorizations
Create Expense Reports from Approved Authorizations
AVIS Travel Vouchers
AVIS Rentals Paid by Voucher
Expense Report Detail Reports
Documentation: Receipts & Back-Up
Additional Information
*These updates have been supplied by the Travel Department*

Blanket Travel Authorizations

Blanket Travel Authorizations (TA) must be filled out completely with as much information as possible for approval. The Blanket Itinerary’s From and To dates will correspond to the university’s fiscal year (7-1-YR to 6-30-YR).
You MUST choose on the Reimbursable Tab: No Reimbursable Expenses. You MUST key in $0.00 and then choose Personal as the option for Paid By.
IF this is not completed in this manner, you will receive an error message email and Status History update of There are no detail records for the encumbrance, which means a finance document could not be created and posted due to no accounting information found.
Important: When the subsequent TR(s) is(are) completed for the Approved TA, you must not FINALIZE the reimbursement. When you choose to submit the Blanket TR the question will be asked “Is this your final Expense Report for this Authorization?” –The answer is “NO”.

Create Expense Reports from Approved Authorizations

The selected TA in the Authorization Report list must show Approved in the Report Status field before the TR can be generated.
The Generate Expense Report button will activate when you highlight the Approved TA.
Important: If Travel/Accounts Payable review a TR not generated from the correct Approved TA, it will automatically be Denied and you will have to Re-create/Generate from the correct Approved TA.

AVIS Travel Vouchers

Once the TA has been Approved the first page of the Summary Report, from the Print Report feature, can be used to pick up an Avis Rental Voucher. Bring the Summary Report page and reservation info to Travel/Accounts Payable to secure a voucher.

AVIS Rentals Paid by Voucher

Please supply the Index that will pay for the Avis Voucher secured rental. On the Non-Reimbursable tab in the Paid By field select: Avis Voucher. In the Description field please type the Index that will pay for the rental.

Expense Report Detail Reports

The Print Summary Report is to be used as the cover page for the Receipts & Back-up sent to Travel/Accounts Payable.
Documents Returned For Correction: TRs will require a new Detail Summary Report be sent to the Accounts Payable representative working on the TR.

Documentation: Receipts & Back-Up

For all Travel Reimbursements (TR):
  1. Your copiers may be configured with the ability to scan & send receipts/backup documentation to a secure folder on the Q: drive (preferred method). This folder can only be accessed by the Accounts Payable staff.
  2. IF your copier is not configurable for this use, please scan your document into a PDF format and email to the Accounts Payable department (optional).
  3. IF you do not have a scanner, then your backup documentation can be received via interoffice mail (optional).
Please make sure to send in your documentation immediately upon submission of your TR. Delays have been reported due to no backup documentation received.

Additional Information

Please contact our office if you have any technical questions with system errors or access. We can be reached via email () or by phone @ ext. 2008.
Please contact the Travel Department @ ext. 2950 or 1093 for any assistance or questions regarding Travel processes & rules.
You can review all previous updates by clicking here (