LINK TO TRAVEL ACCOUNT GROUP

Use this subtask to link travel account group codes, which you set up previously in the Maintain Travel Account Groups screen, to the expense type you have selected on the main screen.

Use this subtask to link travel account group codes to an expense type, whenever you are adding or changing data for expense types.

Expense Type, Description

The expense type and description for the expense type row you selected on the main screen are displayed here.

Table Window

Travel Group Code

This is a six-character code that identifies a group of accounts used to charge and post travel expenses. The travel account group code assigned to an expense type is based on a date range. Refer to the documentation on the main screen and on the Maintain Travel Account Groups screen for more detail on how the account group data is used in the system.

Meals and IE Flag

This field will display a "Y" (Yes) if the expense type is used to charge meals and incidentals. The JTR (Joint Travel Regulations) and all other ceiling calculations will need to know the value entered here in order to properly compute over-ceiling amounts. The default is "N" (No).

Lodging Flag

This field will display a "Y" (Yes) if the expense type is used to charge lodging. The JTR calculation will need to know the value entered here. The default is "N" (No).

Note: An expense type can be a "Meals and IE" expense or a "Lodging" expense or neither one. However, a single expense type cannot be set up with "Y" for both the Meals and IE Flag and the Lodging Flag.

Relocation Flag

This field will display a "Y" (Yes) if this expense type is used for relocation reimbursement. The expense report will recognize relocation expense types and require a relocation code to be assigned. Relocation codes are used for year-end relocation expense reporting purposes. The default is "N" (No).

Ceiling Applied Code

Enter a code of "A" (Alternate Maximum Rate), "C" (Company Ceiling), "J" (JTR), or "N" (None). These codes are used by the ceiling calculation to indicate which ceiling should be used. The code you select here will be the default ceiling method for this expense type on expense reports.

When an expense type is charged on the expense report, the system reads the ceiling applied code that you have assigned to that expense type. If you specified "J" (JTR), the system reads the Per Diem table. If you selected "A" (Alternate Maximum Rate), the system also reads the Per Diem table, but uses a percentage of the per diem rate that you have specified. If you specified "C" (Company Ceiling), the system reads the expense type table and uses the company ceiling that you set up there. If you selected "N" (None), no ceiling calculations are performed. The default for this field is "N."

Refer to Travel Special Topic TR-4, "Per Diem Ceiling Calculations," for more information on how the ceiling calculations work.

Ceiling Amount

Use this optional field to establish a company-wide ceiling for a Ceiling Applied Code of "C." This field is disabled for "J," "N," or "A" Ceiling Applied Codes. You might use this feature for indirect travel or when you do not want to track ceilings by location. An amount entered in this field will function as the ceiling rate across all charges made to this expense type, unless it is overwritten at the vendor level.

Start Date

Use this required field to enter the beginning date for use of the expense type. The date format is "MM/DD/YYYY." This field is required for all expense types, regardless of the expense code. Once you have established an expense type that specifies a start and end date, there can be no overlap of dates or gap in dates for the same expense type.
As an example, the following entries adhere to system rules:

Note: The unique identifier for an expense type in this screen is the Start Date and End Date. You can enter the same expense type and travel expense code in multiple table rows as long as the start and end dates are unique with no gaps or overlaps.

You should find start and end dates to be particularly helpful when a company-wide ceiling rate changes and the outstanding travel expenses to be reconciled are spread over a time span that uses both the prior and the current ceiling rates.

End Date

Use this required field to enter the ending date for use of the expense type. The date format is "MM/DD/YYYY." Once you have established an expense type that specifies a start and end date, there can be no overlap of dates or gap in dates for the same expense type.

Rate

Enter an optional rate per unit for the expense type in this field, if applicable (e.g., a mileage rate). The system will multiply the number of Units from the Enter Expense Reports and Enter Company Paid Expenses screen times the Rate to arrive at the line amount for this expense type.