Importing Expenses using the By TRV Method
1. The By TRV method also accepts both Agency and Credit Card files. However, they are independent of each other and do not do the same kind of matching that occurs in the By TRP method. Following is a brief description of how the traveler and institution interacts with the Travel Agencies and Bank for this method.
o Travel Agency (CTS): The Traveler contacts the Travel Agency and makes reservations. Each agency has a Bank Card. The bank pays the Agency. The institution pays the bank. When the traveler requests reimbursement the expense is transferred to the department.
o Corporate Credit Card (CORP): Traveler has a corporate credit card and their TEM Profile is updated with this number. When the traveler requests reimbursement payment is sent to the bank.
2. The Agency sends the institution a cxml file with the travelerNetwork ID which is the Employee ID associated with their Person record.
For the file layout,
see Travel Agency Data Upload
Format.
3. The Corporate Credit Card company sends a cxml file to the institution with the trip details.
For the file layout,
see Credit Card Data Upload
Format..
4. The creditCardDataImportJob and agencyDataImportJob are run in no particular order and the traveler or payee are derived by:
o Corporate Credit Card (CORP): Matches the credit card number in the file with the Credit Card Number associated with the TEM Profile.
o Travel Agency (CTS) Matches the travelerNetworkID with the TEM Profile’s Person record.
5. The Traveler, Payee or Arranger then imports the expenses into the appropriate TEM document.
For more information,
see Working in the Imported
Expenses Section.
o Travel Agency (CTS): Charges appear in the Accounting Lines tab and generate General Ledger Pending Entries to transfer the expense from the institutional account to the departmental account.
o Corporate Credit Card (CORP): Charges appear in the Accounting Lines and generate General Ledger Pending Entries to record the expense and create a liability to the bank. The payment is extracted into PDP and processed for payment.
Accessing Travel, Entertainment and Moving
Functions