How to Enter a Travel Authorization request
All employees are required to obtain manager pre-approval for internal, non-billable business travel. Travel Authorization provides employees with a means to obtain manager pre-approval for estimated expenses. This information can then be used to enter an associated Expense Report.
If this is the first time you have traveled, you will need to complete a Travel Profile.
To enter a new Travel Authorization request:
Note: The Travel Autorization request and PeopleMover itinerary for air, hotel and car rental should be created simultaneously. Use estimated costs for the Travel Authorization. For additional information, see Eureka! document 15019 — PeopleMover.
Log into the
Time and Expense application through
Planet PeopleSoft.
For additional information, see Eureka! document 17206 — How to Log into Time and Expense.
Click on the Travel Authorization link.
Click the Add link.
Select the method you would like to use to open this Travel Authorization Request by clicking the radio button by the method listed on the application page. Then click the yellow
Continue button. Click below to get information regarding each method.
Note: The
Copy From Existing Report feature has been disabled for the PSOFT and PSNLD Business Units since they are now
required to use My Wallet.
From Lotus Notes go to the PeopleSoft Info Center.
Click on the Travel & Expense button.
Click on the Travel Profile button.
Select the radio button by
Initial Profile.
To update information, select
Changes in Profile.
Complete all fields in red text. These fields are mandatory.
Enter in the information on your Corporate American Express Credit Card. These fields are encrypted and will not display on future visits to this site.
Complete the sections for Airline Preferences, Hotel Preferences and Rental Car Preferences by expanding the navigational arrow by each title.
Once you have entered all of your information and verified it is accurate, click the Click Here to Electronically Sign button.
Your travel profile will now be on record and will not need to be submitted again. Be sure to update the information if your name, address or location changes.
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Open a Blank Travel Authorization:
Enter a Report Description.
Enter the Date From and Date To fields by manually typing in the dates in the MM/DD/YYYY format or by using the calendar icon by each field. Once you have the calendar icon open you can use your mouse to point to the date you wish to enter.
Select a Business Purpose from the drop down list.
Enter a Default Location using the search icon. To see all Locations click the search icon, then click the yellow Lookup button. A list will be displayed. To select one of the locations click on the link. You will be returned to the General Information section of your Travel Authorization.
The Comment field is not mandatory. This field may be used for tracking or identification purposes. It is okay to leave this field blank.
All Travel Authorization requests must be associated with a Project ID. If this is a non billable type of travel, such as attending a conference, click
here for Project ID to use. To associate this Travel Authorization Request with a particular Project ID you must click the
Default Accounting For this Travel Authorization link. This will take you to the Default Accounting page.
Continue entering data until you have all information entered then click the Return to General Information link to continue.
Click the yellow Continue button. This will take you to the Travel Authorization Summary page where you can begin entering the details for each estimated expense item.
Choose your Expense Type using the drop down list and click the yellow Add button. The common expense type fields, Trans Date, Payment Type, Billing Code, Merchant, Description and Reimbursement Amount will need to be completed for each expense item. The fields shown for each expense line will depend on the type of expense you choose from the drop down box. Any fields you miss will be flagged for you when you submit and can delay the entry of the report. To save time, fill out all fields during the initial entry.
Once you have entered all the information for the line item, you can use the drop down box and the yellow Add button (to go to the next expense item.
Once you have entered all expenses, click the yellow Done button. This will take you to a summary page.
Review your report. To edit any of the items click on the expense type link. To delete any of the line items click on the Delete button.
Once you are verified the information is correct, click the yellow Save for Later button if you wish to save this report and complete it at a later time or the Save and Submit button to begin the approval process. This will generate a "Request for Approval" email to your manager.
For information on printing a travel authorization, see Eureka! Document 17211 — How to Print a Travel Authorization.
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Project IDs for all non billable travel
Administrative Project ID
100023 — PSC Educational Activities
Use ID to report time spent on all training activities
100603 — PSC Non-billable Activities
Use this ID to report time spent on non-billable, non-bench activities such as conference calls and departmental meetings.
129604 — PSC Bench Activities
Use this ID to report the following bench activities:
Compass Development
General Administration
Research Activities
Self Study
135805 — PDP New Hire Distance Expenses
This project is to be used by Consulting Academy (PDP) participants only.
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003
All rights reserved.
Created: jel 01/21/2002
Revised: dcb 08/12/2003
Reviewed: 09/24/2004