Creating an Authorization (Estimate of Expenses)
Written authorization before the trip is not required by the Accounting Office. However, some departments and colleges do require it. If your area
does not require Authorizations, you can click No on the second question on the Travel Dates/Purpose screen.
If your department requires Authorizations, you need to click Yes for the second question on the Travel Dates/Purpose screen. The
Authorization consists of two screens. The first screen is the Travel Dates/Purpose screen, which is required for all trips, even if you checked
No to indicate an Authorization was not required.
On the Travel Dates/Purpose screen you should not change the Event Status field, unless you are canceling the trip. At the beginning
of the process, after you selected the Payee Name and clicked New Rmbrs, you selected Yes or No responses to the Authorization Required?,
Contracted Air Ticket Needed?, and Reimbursement Needed? fields. The Begin Date, End Date, Trip Scope,
Departure City, Departure State, Destination City, and Destination State will already be completed if you previously did
an Air Ticket Requisition. If not, you will be prompted to complete these fields. In either case you will need to complete the
Justification/Description/Vacation Days and Purpose. This screen also gives you an opportunity to explain how the traveler’s courses
are being covered, if applicable.
If the Travel Dates/Purpose screen is being completed as part of an Authorization, you must also click on Continue to go to the Estimate
On the Estimate Expenses screen you can enter estimates of the amounts you will spend for Other Airfare, Car Rental, Mileage, Lodging, Meals,
Registration, and Miscellaneous Expenses. In the example below, the (Contracted Air Ticket) field is already populated, as we completed
an Air Ticket Requisition form for that amount.
When expenses are submitted on the Reimbursement, if multiple fund accounts are used they will be charged in the order and for the amounts they
were created on this screen. The accounts with an asterisk are only for the Air Ticket Requisition. Any excess expenditures on the Reimbursement will
be charged to the last remaining account. The encumbrances for the Authorization will be relieved in full when the first Reimbursement is posted.
The encumbrances for the air ticket will be relieved in full when the monthly air ticket intramurals are posted.
A feature added March 2008 allows entering an amount in Pre-Paid Regstn: (in the bottom center of the screen) if the registration fee was
paid by a Purchasing Card. This does not affect the reimbursement amount, create an accounting entry, nor link to the Purchasing Card system, but
does allow more comprehensive tracking of expenses for the trip on Employee Reimbursements. The Pre-Paid Regstn: amount will appear on the
browses of Daily Expense Detail and Traveler by Depart Date.
Although the Air Ticket Requisition creates an automatic encumbrance, for the Estimate of Expenses you can opt out of encumbering the funds by
clicking No. To calculate the amount, you must enter in the Acct Num section in the lower part of the screen, and click the Enter
button, which will populate the Reimbursable Total field. You must enter this amount in the Amount column across the respective fund accounts.
In the example below, only one fund account was used, and the amount of $668.30 was entered. You should click the OK button on the pop-up
message before keying in the amount by the fund account(s) to be charged.
If an invalid sub-account number had been used, it would have highlighted the Sub and Acct fields in yellow to prompt a correction.
After entering the amount(s) in the Acct Num section you can click Enter to save the data or Continue to go to the next screen.
If you made any entry errors, you would have been prompted to correct them, even if you had clicked the Continue button instead of the Enter button.
The Event Totl includes the air ticket, the prepaid registration, and the other estimated expenses.
For situations where a third party is paying for all expenses, the Employee Reimbursement System can route an Authorization with no dollar amounts
listed in the Estimated ISU Expenses categories. However, there must be a valid fund account number listed. Having an amount in the Contracted Air Ticket
field from previously doing an Air Ticket Requisition counts towards having estimated expenses or fund account numbers to save or route. It is no longer
necessary to create an authorized amount of $1.00 to be able to route the authorization.
If you had clicked No on the Travel Dates/Purpose screen for both the Air Ticket Requisition and the Authorization, you would have been
taken to the Travel Dates/Purpose screen, which is an abbreviated (but mandatory) version of the Authorization. The abbreviated version of the
Authorization does not require fund account numbers or amounts, does not create encumbrances, and is not routed for approval before the trip. In most
cases, if an Air Ticket Requisition and Authorization were not required, nothing would be entered on the Employee Reimbursement System until after the
trip was completed.
After clicking Continue, you will see a summary of the estimated expenses, which must be routed for approval by clicking the Route button.
(Please note that the amount listed for the purpose of routing does not include the prepaid registration.) After clicking Route, the bottom of the screen
will read Form has been routed.
The system will send an e-mail to the approver (and proxies) for your department, which will prompt the approver to log in to E-Forms Approval to approve
the Authorization. Once the Authorization has been approved, nothing needs to be done until expenses are ready to be entered after the trip. However, if
the authorization is not approved and remains in routing status it will prevent the traveler from entering expenses.
This page was last updated on February 16, 2016.
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