TRAVEL REQUISITIONS AND APPROVALS. Revised October 8, Travel Requisitions 10/08/2013 1

Transcription

1 TRAVEL REQUISITIONS AND APPROVALS Revised October 8, 2013 Travel Requisitions 10/08/2013 1

2 Confidential Business Information This learning guide is based upon SunGard Higher Education Banner documentation. This document is for use at Stephen F. Austin State University for the purpose of training; the information contained is considered confidential. Prepared By: Stephen F. Austin State University Controller s Office Created or Revised: October 8, 2013 Travel Requisitions 10/08/2013 2

3 TRAVEL REQUISITIONS Table of Contents General Information 4 Banner Forms 4 Learning Guide Icons 5 Terminology 6 On-Line Travel Requisitions (Non-Advance Travel) 7 Accessing the Requisition Form 7 Requestor and Delivery Information 8 Entering Document Text 9 Vendor Information 10 Commodity and Accounting 13 Balancing and Completion 17 On-Line Travel Requisitions (Advance Travel) 18 Accessing the Requisition Form 18 Requestor and Delivery Information 19 Entering Document Text 20 Vendor Information 21 Commodity and Accounting 24 Balancing and Completion 28 Creating a Blanket Requisition 29 Accessing the Requisition Form 29 Requestor and Delivery Information 30 Entering Document Text 31 Vendor Information 32 Commodity and Accounting 35 Balancing and Completion 39 Changing a Requisition 40 Request that an Approver Disapprove A requisition 42 Approving a Requisition 43 Tracking Approvals 44 Canceling A Requisition 45 Deleting a Requisition 47 Commodity Code Listing 48 Travel Voucher 49 Travel Requisitions 10/08/2013 3

4 General Information Data Standards - The data standard guidelines define the responsibilities of users who input and access data. Divisions and departments may have individual guidelines that supplement, but do not replace so supersede the data standard guidelines. Please refer to the Data Standards manual for more information. The following set-up forms play important roles in the Purchasing Procurement module. This list indicates the new Banner forms in comparison to the old FRS screens Form Name Form Description FRS Screen FPAREQN Requisition Form n/a FTIIDEN Vendor Search 202 and 203 FTVCOMM Sub-code Search ( Commodity) n/a FOADOCU Disapproving a Requisition track document n/a FOAUAPP Approve/Disapprove/Review document 252 FOIAPPH Track Approvals 252 FOAAINP Track Approvals 252 FPARDEL Cancel A Requisition (leaves audit trail) n/a Document Text Located on the Options Icon 251 and 254 FAIVNDH Track Vendor Payments 113, 115 and 118 FPIREQN Review Request n/a FTMVEND Review/Update Vendor Records 202 and 203 Travel Requisitions 10/08/2013 4

5 Travel Requisitions 10/08/2013 5

6 TERMINOLOGY Commodity - A good or service that is being purchased. In Banner, commodities can be either Userdefined, or the NIGP (National Institute of Government Purchasing) code can be used. Non-Advance Travel - The person traveling will not receive Advance Travel Funds. Advance Travel - The person traveling will receive Advance Travel Funds prior to the travel date. Blanket Travel - A person traveling to the same destination several times. Document Text - Entering text information for a specific travel requisition (ie Who, What When Where etc.). Located on the Options Icon Travel Requisition - A written request to travel. Requestor - A person asking for certain good or services. Vendor -The person who will be traveling. Index - 6-digit numeric code that will default to Banner FOAP. Index populates Fund/Orgn/Prog fields. Cancel - Leaves document in Banner but processes an audit trail showing when and why a document was canceled Complete Requisition - A Requisition that has been completed and has been submitted to the Approval process. Delete - Completely removed a document from Banner as if it never existed. Error/ Action Messages - Appear at the bottom left of each form providing valuable information about the success of failure of the action attempted. Incomplete requisition - A requisition that has been started on FPAREQN, but was never completed by clicking Complete on the Balancing/ Completion tab. Requisitions will not be put into the Approval process and cannot be converted to a PO until Completed. INB - Internet Native Banner: Banner forms are accessed through form name: i.e., FPAREQN etc. SSB - Self Service Banner: User friendly front-end Viewing and Approving Requisitions. Travel Requisitions 10/08/2013 6

7 CREATING A REQUISITION WITH NON-ADVANCE TRAVEL Follow the procedures below to create a Requisition for Non-Advance travel with a system generated requisition number. Note: The User Profile Maintenance Form FOMPROF will default in the values for requestor, organization, chart of accounts and shipping address information. The Commodity Maintenance Form FTMCOMM will default in the Account Code (sub-code). Access the Requisition form FPAREQN by typing FPAREQN and pressing enter. Select NEXT BLOCK OR Type NEXT in the Requisition field and select next block. You can enter an existing requisition number to open the form. Note: If you have an existing requisition number, enter here and select Next Block. Travel Requisitions 10/08/2013 7

8 REQUESTOR/DELIVERY INFORMATION Order date: Enter the leaving date for the traveler and select tab. If you are entering for the next fiscal year, make sure you have the correct future date. Transaction date: Will default to the current date, do not change. The Transaction Date should ONLY be changed when creating a requisition for the next fiscal year; then enter xx where xx is the beginning date of the next fiscal year. Delivery date: Enter the date the traveler returns and select tab. Comments Field: Type Travel and select tab. Requestor: Will default with the requestors name; tab to the next field. COA: Will default with to correct COA ( S chart of Accounts), tab to the next field. Organization field will default with the correct organization ID, tab to the next field. Enter address, and select tab. Phone: Enter phone number and select tab. Tab through the Fax field. Example: ( no dashes) Type TRV as the Ship To address to select the desired address. Select Tab. The Address, Phone, Contact and Attention To fields will automatically be filled. You can tab to the Attention field and enter a different contact name if desired. Select Next Block or the Vendor Information Tab. 08-MAR-09 Travel TRV Travel Requisitions 10/08/2013 8

9 VENDOR INFORMATION Once requestor/delivery information has been entered and saved, you will enter the vendor information. In the Vendor Field: Enter the Vendor number or select the search button to search for desired Vendor (the Vendor is the person who will be traveling). Note: If the Vendor is not set up in Banner, the vendor information will need to be entered in the Document Text. Follow the instructions on the following Entering Document Text pages to enter vendor document text. Once the vendor information has been entered in the document text, select Next Block to go to Commodity/Accounting. Once you have selected the search button, an Option List box will appear as shown below. Select Entity Name/ID Search (FTIIDEN) by double clicking on your selection. Travel Requisitions 10/08/2013 9

10 Tab to Last Name and enter the Last name of the person traveling. Remember the % sign is a wild card. You should enter the last name, then % before you execute a query. Example: If Last Name is Corman enter Corman% Select the name desired by double clicking on the name. Travel Requisitions 10/08/

11 Address Type: The address type for travel should always be VC, which is the PO Box for the traveler s department. If VC has not already populated, and you are unable to find a good address by selecting the search button, go to document text and add the instructions for setting up the vendor correctly. If you select the search button and are able to select the VC address, double click on the address type to bring it into the form. Once Address Type has been entered, select Tab and the address will populate for you. Tab to Contact and enter a contact name. Tab to and enter address. Select Next Block. VC Travel Requisitions 10/08/

12 ENTERING DOCUMENT TEXT Select Options from your toolbar located at the top of the screen. Select Document Text from the drop down box. Select Next Block. Step #1 Step # 2 Enter: (Where): Enter the travel destination. Enter: (Why): Enter the reason for the travel Enter: (When): Enter the date and time the traveler is scheduled to leave and the date and time the traveler is scheduled to return. Enter: (How Much): Enter the total amount of the Travel expenses. Enter: (Who With): If applicable, enter name of additional traveler. Enter: (What FOAP/Account): Enter FOAP/account numbers. Note: You can also add any other information the Travel Office needs. i.e. account split, max amount, class arrangements in my absence etc. To negotiate between lines use your arrow up and down keys. Once text has been entered, save and click the X to exit. Travel Requisitions 10/08/

13 COMMODITY/ACCOUNTING Select in the Commodity field to search for the commodity. Select Commodity Validation ( FTVCOMM) in the pop up box by double clicking. Note: If you do not already have an existing requisition number and selected Next Block to create one, it is very important that you remember to write the requisition number on the invoice for future reference. Double click on desired commodity ( A list of commodities is located at the end of this manual). Once you double click on the desired commodity, the description information will be populated in the commodity and description fields for you. Travel Requisitions 10/08/

14 U/M field will automatically be populated for you. Tab to the Quantity field and enter correct quantity (quantity should be 1). Tab to the Unit Price field and enter amount (example: $ for Airfare). Tab to populate the Extended field and Commodity Line total field. Select Next Block. Travel Requisitions 10/08/

15 COA and year fields will automatically be populated by your security set-up. Tab to Index field and enter existing FRS account number or search by using the search button. Double click in the desired Index code. Fund, Orgn and Prog fields will automatically be populated for you based on the Index selected. Note: The Index field must be cleared if you wish to make changes to the Fund, Orgn or Prog fields. If no index exists, you will be required to enter the Fund, Orgn and Prog. If you are unsure about the FOAP, please check with the Controllers Office Search for Index using the examples below: Name: S%XXXX% Number: S14% Tab 9 times to populate the Extended field and the FOAPAL Line Total field. Travel Requisitions 10/08/

16 Select Previous Block and Next Record to enter another commodity. Follow the instructions on the previous 3 pages to complete this process and repeat as needed for each commodity. IMPORTANT: Once all commodities have been entered, remember to write down the Requisition number. At any point on any Commodity line, you can select Options and then Item Text for additional information on that expense item. Enter 2nd commodity on the 2nd line. Follow the instructions on the previous 3 pages for each additional commodity. Important: Travel expenses will be listed separately and will no longer be lump summed together on one line. Travel Requisitions 10/08/

17 BALANCING AND COMPLETION Warning: Remember to write down your requisition number. Select Next Block Balancing/Completion Tab and verify that all information is correct and balanced, then select the complete button located at the bottom of the form. Once the Complete button has been selected, you will receive a notification at the bottom of your screen indicating that R#??????? has been completed and forwarded to the Approval Process. Warning: Remember to write down your requisition number. Travel Requisitions 10/08/

18 CREATING A REQUISITION WITH ADVANCE TRAVEL Follow the procedures below to create a Requisition for Advance Travel using a system generated Requisition number. Note: The User Profile Maintenance Form FOMPROF will default in the values for requestor, organization, chart of accounts and shipping address information. The Commodity Maintenance Form FTMCOMM will default in the Account Code (Sub-code). Access the Requisition form FPAREQN by typing FPAREQN and pressing enter. Select NEXT BLOCK OR Type NEXT in the Requisition field and select next block. You can enter an existing requisition number to open the form. Note: If you have an existing requisition number, enter here and select Next Block. Travel Requisitions 10/08/

19 REQUESTOR/DELIVERY INFORMATION Order date: Enter the leaving date for the traveler and select tab. If you are entering for the next fiscal year, make sure you have the correct future date. Transaction date: Will default to the current date, do not change. The Transaction Date should ONLY be changed when creating a requisition for the next fiscal year; then enter xx where xx is the beginning date of the next fiscal year. Delivery date: Enter the date the traveler returns and select tab. Comments Field: Type Advance and select tab. Requestor: Will default with the requestors name; tab to the next field. COA: Will default with to correct COA ( chart of Accounts), tab to the next field. Organization field will default with the correct organization ID, tab to the next field. Enter address, and select tab. Phone: Enter phone number and select tab. Tab through the Fax field. Example: ( no dashes) Type TRV as the Ship To address to select the desired address. Select Tab. The Address, Phone, Contact and Attention To fields will automatically be filled. You can tab to the Attention field and enter a different contact name if desired. Select Next Block or the Vendor Information Tab. 08-MAR MAR-09 Travel Advance 3/6/09 Travel to 3/8/09 Travel Requisitions 10/08/

20 ENTERING DOCUMENT TEXT Select Options from your toolbar located at the top of the screen. Select Document Text from the drop down box. Select Next Block. Step #1 Advance Travel Step # 2 Enter: (Where): Enter the travel destination. Enter: (Why): Enter the reason for the travel Enter: (When): Enter the date and time the traveler is scheduled to leave and the date and time the traveler is scheduled to return. Enter: (How Much): Enter the total amount of the Travel expenses/advance amount. Enter: (Who With): If applicable, enter name of additional traveler. Enter: (What Account): Enter account number. Note: You can also add any other information the Travel Office needs. i.e. account split, max amount, class arrangements in my absence etc. To negotiate between lines use your arrow up and down keys. Once text has been entered, save and click the X to exit. Travel Requisitions 10/08/

21 VENDOR INFORMATION Once document text has been entered and saved, you will enter the vendor information. In the Vendor Field: Enter the Vendor number or select the search button to search for desired Vendor (the Vendor is the person who will be traveling). Note: If the Vendor is not set up in Banner, the vendor information will need to be entered in the Document Text. Follow the instructions on the previous 2 pages to enter document text. Once the vendor information has been entered in the document text, select Next Block to go to Commodity/Accounting. Once you have selected the search button, an Option List box will appear as shown below. Select Entity Name/ID Search (FTIIDEN) by double clicking on your selection. Advance Travel Travel Requisitions 10/08/

22 Tab to Last Name and enter the Last name of the person traveling. Remember the % sign is a wild card. You should enter the last name, then % before you execute a query. Example: If Last Name is Corman enter Corman% Select the name desired by double clicking on the name. Travel Requisitions 10/08/

23 Address Type: The address type for travel will be VC. If VC has not already populated, select the search button and then select the VC address by double clicking on the address type. Once Address Type has been entered, select Tab and the address will populate for you. Tab to Contact and enter a contact name. Tab to and enter address. Select Next Block. VC Double click here to search for VC address. Travel Requisitions 10/08/

24 COMMODITY/ACCOUNTING Select in the Commodity field to search for the commodity. Select Commodity Validation ( FTVCOMM) in the pop up box by double clicking. Note: If you do not already have an existing requisition number and selected Next Block to create one, it is very important that you remember to write the requisition number on the invoice for future reference. Double click on desired commodity Note: Remember when requesting Advance Travel Funds, you must select Commodity #0000T0000A - TRV-ADVANCE TRV FUNDS before you select any other desired commodities. Once you double click on the desired commodity, the description information will be populated in 0000T00028 Travel Requisitions 10/08/

25 U/M field will automatically be populated for you. Tab to the Quantity field and enter correct quantity (quantity should be 1). Tab to the Unit Price field and enter requested Advance amount. Tab to populate the Extended field and Commodity Line total field. Select Next Block. 0000T00028 Travel Requisitions 10/08/

26 COA and year fields will automatically be populated by your security set-up. Tab to Index field and search by using the search button. Double click in the desired Index code. Fund, Orgn and Prog fields will automatically be populated for you based on the Index selected. Note: The Index field must be cleared if you wish to make changes to the Fund, Orgn or Prog fields. If no index exists, you will be required to enter the Fund, Orgn and Prog. If you are unsure about the FOAP, please check with the Controllers Office Name: S%XXXX% Search for Index using the examples below: Number: S14% 0000T00028 Tab 9 times to populate the Extended field and the FOAPAL Line Total field. 0000T00028 Travel Requisitions 10/08/

27 Select Previous Block and Next Record to enter another commodity. Follow the instructions on the previous 3 pages to complete this process and repeat as needed for each commodity. IMPORTANT: Once all commodities have been entered, remember to write down the Requisition number. At any point on any Commodity line, you can select Options and then Item Text for additional information on that expense item. Always enter advance travel on the 1st line. Enter 2nd commodity on the 2nd line. Follow the instructions on the previous 3 pages for each additional commodity. Important: Travel Expenses will be listed separately and will no longer be lump summed together on one line. 0000T00028 Travel Requisitions 10/08/

28 BALANCING AND COMPLETION Warning: Remember to write down your requisition number. Select Next Block Balancing/Completion Tab and verify that all information is correct and balanced, then select the complete button located at the bottom of the form. Once the Complete button has been selected, you will receive a notification at the bottom of your screen indicating that R#??????? has been completed and forwarded to the Approval Process. Warning: Remember to write down your requisition number. Travel Requisitions 10/08/

29 CREATING A BLANKET REQUISITION A Blanket requisition will be used for a person traveling to the same destination several times. A Blanket Requisition will be entered the same way a Requisition is entered with the exception of the Quantity, Document Text and the Commodities. Follow the instructions to complete a Blanket Requisition. Note: The User Profile Maintenance Form FOMPROF will default in the values for requestor, organization, chart of accounts and shipping address information. The Commodity Maintenance Form FTMCOMM will default in the Accounting Code (Sub-code).. Access the Requisition form FPAREQN by typing FPAREQN and pressing enter. Select NEXT BLOCK OR Type NEXT in the Requisition field and select next block. You can enter an existing requisition number to open the form. Note: If you have an existing requisition number, enter here and select Next Block. Travel Requisitions 10/08/

30 REQUESTOR/DELIVERY INFORMATION Order date: Enter the leaving date for the traveler and select tab. If you are entering for the next fiscal year, make sure you have the correct future date. Transaction date: Will default to the current date, do not change. The Transaction Date should ONLY be changed when creating a requisition for the next fiscal year; then enter xx where xx is the beginning date of the next fiscal year. Delivery date: Enter the date the traveler returns and select tab. Comments Field: Type Blanket and select tab. Requestor: Will default with the requestors name; tab to the next field. COA: Will default with to correct COA ( chart of Accounts), tab to the next field. Organization field will default with the correct organization ID, tab to the next field. Enter address, and select tab. Phone: Enter phone number and select tab. Tab through the Fax field. Example: ( no dashes) Type TRV as the Ship To address to select the desired address. Select Tab. The Address, Phone, Contact and Attention To fields will automatically be filled. You can tab to the Attention field and enter a different contact name if desired. Select Next Block or the Vendor Information Tab. 10-JAN MAY-09 Blanket Travel Requisitions 10/08/

31 ENTERING DOCUMENT TEXT FOR BLANKET TRAVEL Select Options from your toolbar located at the top of the screen. Select Document Text from the drop down box. Select Next Block. Step #1 Blanket R Step # 2 Enter: What Kind of Travel: Blanket Travel Enter: (Where): Enter the travel destination. Enter: (Why): Enter the reason for the travel. Enter: (When): Enter the date and time the traveler is scheduled to leave and the date and time the traveler is scheduled to return. Enter: (How Much): Estimate how many trips you plan to take and multiply by the amount and enter the total Blanket Travel Expenses here. Enter: (Who With): If applicable, enter name of additional traveler. Enter: (What Account): Enter account number. Note: You can also add any other information the Travel Office needs. i.e. account split, max amount, class arrangements in my absence etc. To negotiate between lines use your arrow up and down keys. Once text has been entered, save and click the X to exit. Travel Requisitions 10/08/

32 VENDOR INFORMATION Address Type: The address type for travel should always be VC, which is the PO Box for the traveler s department. If VC has not already popu- lated, and you are unable to find a good address by selecting the search button, go to document text and add the instructions for setting up the vendor correctly. If you select the search button and are able to select the VC address, double click on the address type to bring it into the form. In the Vendor Field: Select the search button to search for the Vendor (the Vendor is the person who will be traveling). Note: If the Vendor is not set up in Banner, the vendor information will need to be entered in the Document Text. Follow the instructions on the previous 2 pages to enter document text. Once the vendor information has been entered in the document text, select Next Block to go to Commodity/Accounting. Blanket Once you have selected the search button, an Option List box will appear as shown below. Select Entity Name/ID Search (FTIIDEN) by double clicking on your selection. Travel Requisitions 10/08/

33 Tab to Last Name and enter the Last name of the person traveling. Remember the % sign is a wild card. You should enter the last name, then % before you execute a query. Example: If Last Name is Corman enter Corman% Select the name desired by double clicking on the name. Travel Requisitions 10/08/

34 Address Type: The address type for travel will be VC. If VC has not already populated, select the search button and then select the VC address by double clicking on the address type. Once Address Type has been entered, select Tab and the address will populate for you. Tab to Contact and enter a contact name. Tab to and enter address. Select Next Block. Blanket Travel Requisitions 10/08/

35 COMMODITY/ACCOUNTING Select in the Commodity field to search for the commodity. Select Commodity Validation ( FTVCOMM) in the pop up box by double clicking. Note: If you do not already have an existing requisition number and selected Next Block to create one, it is very important that you remember to write the requisition number on the invoice for future reference. Blanket Double click on the desired commodity. (A list of Commodities is located at the end of your manual). Once you double click on the desired commodity, the description information will be populated in the commodity and description fields for you. Blanket Travel Requisitions 10/08/

36 U/M field will automatically be populated for you. Tab to the Quantity field and enter correct quantity (quantity should be total amount of expenses) Tab to the Unit Price field and enter amount 1.0. Tab to populate the Extended field and Commodity Line total field. Select Next Block. Blanket Travel Requisitions 10/08/

37 COA and year fields will automatically be populated by your security set-up. Tab to Index field and search by using the search button. Double click in the desired Index code. Fund, Orgn and Prog fields will automatically be populated for you based on the Index selected. Note: The Index field must be cleared if you wish to make changes to the Fund, Orgn or Prog fields. If no index exists, you will be required to enter the Fund, Orgn and Prog. If you are unsure about the FOAP, please check with the Controllers Office Blanket Search for Index using the examples below: Name: S%XXXX% Number: S14% Tab 9 times to populate the Extended Field and the FOAPAL line Total. Blanket Travel Requisitions 10/08/

38 Select Previous Block and Next Record to enter another commodity. Follow the instructions on the previous 3 pages to complete this process and repeat as needed for each commodity. At any point on any Commodity line, you can select Options and then Item Text for additional information on that IMPORTANT: Once all commodities have been entered, remember to write down the Requisition number. Blanket Blanket Enter 2nd commodity on the 2nd line. Follow the instructions on the previous 3 pages for each additional commodity. Important: Travel Expenses will be listed separately and will no longer be lumped together on one line. Travel Requisitions 10/08/

39 BALANCING AND COMPLETION Warning: Remember to write down your requisition number. Select Next Block Balancing/Completion Tab and verify that all information is correct and balanced, then select the complete button located at the bottom of the form. Blanket Once the Complete button has been selected, you will receive a notification at the bottom of your screen indicating that R#??????? has been completed and forwarded to the Approval Process. Warning: Remember to write down your requisition number. Travel Requisitions 10/08/

40 CHANGING A REQUISITION Changes to a requisition can only be made if the requisition has not been completed or has been disapproved or has not been approved. Once the Requisition has began the approval process and has been approved by at least one approver other than the requestor or the first person in the approval que, the requisition cannot be changed unless any approval denies the approval and must be canceled. the Travel department to cancel a requisition. Go to Form FOADOCU to disapprove the requisition. Disapproving the requisition will allow changes to be made on Form FPAREQN. Once changes have been made complete the balancing and completion process and save the requisition. On the Main menu type in form FOADOCU and press enter. Select Next Block. Once you have selected Next Block, locate the requisition desired in the Document Code field. The requisition must be denied before changes can be made. Deny the selected Requisition by clicking on the Deny Document option located on the right corner of the screen. Travel Requisitions 10/08/

41 Go to Form FPAREQN. Enter the incomplete or denied requisition number in the Requisition field and select Next Block. Make necessary changes to the requisition. Remember to Balance/Complete and save the Requisition. Travel Requisitions 10/08/

42 REQUEST THAT AN APPROVER DISAPPROVE A REQUISITION To view the status of approvals, access Form FOAAINP Type the Requisition Number in the Document Field Select Next Block Use the Arrow Down key to navigate through the approval levels on the left side of the form; view all remaining Approver names on the right side of the form Contact any Approver who has not yet approved the Requisition and request that they access the document and disapprove the document. Once the Requisition has been disapproved, access the Requisition through form FPAREQN Changes can be made to any part of the Requisition forms. When all desired changes are made, Complete and Save the Requisition. Travel Requisitions 10/08/

43 APPROVING A REQUISITION If you have been given authority to approve requisitions, it is very important that you post approvals or denials in a timely manner to ensure that the process is completed efficiently. Each time you log into Banner, you will be notified of any approvals that are waiting for your approval as shown below. Go to form FOAUAPP to approve or disapprove the requisitions. In the example shown below there are 3 requisitions waiting on approval or disapproval. To approve the requisition, select the Green box or to Disapprove the requisition, select the Red box Travel Requisitions 10/08/

44 TRACKING APPROVALS FORM FOIAPPH It is very important that you track the approval process to ensure that the Requisition is approved in a timely manner. Track approvals on form FOIAPPH. Enter the Requisition number on the Document Code field and execute the query drum. Form FOIAPPH will indicate all approvers and the approval date. If the approver has not approved the Requisition, the approved date will be blank. Please note in the ID Queue, on the second line DENY. Deny indicates that the requisition was changed before the approval process began. Travel Requisitions 10/08/

45 CANCELING A REQUISITION Canceling a requisition will leave a record in the Banner System, documenting the cancelation and the reason for it. All associated accounting records will reflect the cancelation as well. A Requisition CAN BE CANCELED IF: It has been completed and approved It has been assigned to a Purchaser A Requisition CANNOT BE CANCELED IF: It has not been completed It has not been approved It has been assigned a Purchase Order number To cancel a Requisition, access Form FPARDEL Type the Requisition Number and select Next Block Limited information about the document is displayed; confirm this is the correct Requisition to cancel. Travel Requisitions 10/08/

46 Cancel Date: Do not change Reason Code: Click the Search Icon to select a reason for the Cancelation. If the desired reason does not exist, contact the Procurement Office. Make Cancelation Permanent: Click to cancel the requisition Check your error/action message carefully. The Requisition has been canceled ONLY IF the Message indicates 1 Record Applied and Saved. If you receive any other message, contact the Travel Office. Error/Action messages always appear in the lower left hand portion of the form Travel Requisitions 10/08/

47 DELETING A REQUISITION Deleting a Requisition will completely remove it from the Banner System, leaving no record of it. Only an incomplete requisition may be deleted. A requisition is incomplete If: It has never been completed, OR It has been completed but later disapproved To access an Incomplete Requisition, access Form FPAREQN Type the Requisition Number and select Next Block. Select Record SELECT Remove Select Record SELECT Remove Note: You must make these selections twice to delete a Requisition as show above. Travel Requisitions 10/08/

48 COMMODITY CODE LISTING Registration Used for Grants Only GRANT TRAVEL Description Acct 0000TREG01 Trv-Registration T00001 Trv-GR-Advance Travel Funds T00002 Trv-GR-In St Auto Rental T00003 Trv-GR-In St Other Trans T00004 Trv-GR-In St Airfare T00005 Trv-GR-In State Mileage T00006 Trv-GR-In State President T00007 Trv-GR-In State Incidental Expenses T00008 Trv-GR-In State Meals/Lodging T00009 Trv-GR-In State Partial Per Diem T00010 Trv-GR-in St Lodging exceeding state rate T00011 Trv-GR-In State Actual Meals T00012 Trv-GR-Parking T00013 Trv-GR-Out St Auto Rental T00014 Trv-GR-Out St Other Trans T00015 Trv-GR-Out St Airfare T00016 Trv-GR-Out of St Mileage T00017 Trv-GR-Out of St President Expense T00018 Trv-GR-Out of St Incidental Exp T00019 Trv-GR-Out of St Meals/Lodging T00020 Trv-GR-Out of St NonOvernight Trav T00021 Trv-GR-Out of St Lodging exceeding state rate T00022 Trv-GR-Out of St Actual Meals T00023 Trv-GR-Out of St Parking T00024 Trv-GR-Travel to Foreign Country T00025 Travel of Prospective Employee T00026 Travel by Students T00027 Travel by Nonstudents Nonemployees Use for all other Accounts TRAVEL Description 0000T00028 Trv-Advance Travel Funds T00029 Trv-In St Auto Rental T00030 Trv-In St Other Trans T00031 Trv-In St Airfare T00032 Trv-In State Mileage T00033 Trv-In St Overnight President Expense T00034 Trv-In St Incidental Expenses T00035 Trv-In St Meals/Lodging T00036 Trv-In State Partial Per Diem T00037 Trv-In St Lodging exceeding state rate T00038 Trv-In St Actual Meals T00039 Trv-In St Parking T00040 Trv-In St Bd Mem Meal/Lodging T00041 Trv-Out St Auto Rental T00042 Trv-Out St Other Trans T00043 Trv-Out St Airfare T00044 Trv-Out of State Mileage T00045 Trv-Out of State President Expense T00046 Trv-Out of State Incidental Exp T00047 Trv-Out of St Meals/Lodging T00048 Trv-Out of St NonOvernight Trav T00049 Trv-Out of St Lodging exceeding state rate T00050 Trv-Out of St Actual Meals T00051 Trv-Out of St Parking T00052 Trv-Out of St Bd Mem Meal/Lodging T00053 Trv-Travel to Foreign Country T00054 Travel of Prospective Employee T00055 Travel by Students T00056 Travel by Nonstudents Nonemployees Travel Requisitions 10/08/

49 Travel Voucher The traveler will continue to turn in their original receipts and Travel Voucher to the travel office within fifteen (15) days upon completion of the trip for reimbursement. Don t forget the R number. John Doe Travel Requisitions 10/08/