Travel Line Record: Details - VPConnect - English - Foundation 22.1 - OnBase - external


Foundation 22.1

Travel line records are added to an invoice to indicate travel expenses incurred by the supplier. You can enter travel information by employee for as many employees as appropriate for the time period that the invoice covers.

To enter a travel line record with detail, the Detail Required | Travel check box in the invoice header must be selected.

  1. Click Add Travel to start entering a travel record. The Invoice Travel Entry With Details screen is displayed.
  2. Enter the Employee ID and Employee Name, or use the magnifying glass button next to Employee ID to locate an existing employee record.
  3. If applicable, to add a new employee to the database, click the Create New link next to Employee ID. Enter the Employee Name and click Save. For more information, see Adding Employee Information.
  4. Enter the PO Line number to apply this charge against, and click Validate. The system ensures that the PO Line and PO Line Type are valid for the selected transaction type and that there are funds remaining.
  5. The Item Code, Project Number, and Org Number fields are populated automatically.
  6. Suppliers can add an optional Trip Number that they may use to track each trip taken by their employees.
  7. Enter the Trip Start Date and Trip End Date of the travel. The start and end dates reflect the period in which this trip occurred. These dates must be within the period of performance dates of the invoice header.
  8. Enter the Trip Purpose. This is a short explanation of the travel.
  9. If appropriate, select the 300% Flag. (This flag is a configurable option and is only displayed if it is configured to do so. To configure this flag, see System Configuration.)
  10. Each trip may contain multiple legs, so the Leg Start Date and Leg End Date are required. The Leg Start Date automatically populates based on the Trip Start Date or, for multiple travel legs, the previous Leg End Date.
  11. Enter the Leg End Date or select it using the calendar drop-down feature.
  12. Enter the Departing Location, the location where the trip started.
  13. Enter the Destination Location, the location where the trip ended.
  14. Enter the Lodging Location City, the city in which the employee's hotel or lodging is located.
  15. Enter the State in which the employee's hotel or lodging is located.
  16. Enter the Country in the employee's hotel or lodging is located.
  17. Click the GSA Per Diem Rates link to look up the appropriate GSA Per Diem Rates on the GSA website.
  18. Enter the employee's daily expenses for each of the travel types (transportation, lodging, meals, etc.).
  19. To add a new leg, click Add Leg. The Leg Start Date changes to the previous Leg End Date. Enter the required information for the new leg.
  20. Click Update Total to automatically calculate the sum of the detail entries for the travel types (required).
  21. Click Save & Close to save the record and exit the screen, or click Save & New to save the record and start entering a new line record.