6.3 Travel Accounting and Encumbrance |
Updated: 7/1/2007 EncumbrancesEncumbering for estimated travel expenses is optional and at the discretion of the campus unit. When entering a requisition into Peoplesoft, the department must provide the destination and dates for travel (Example: 02/03/07 – 02/08/07 San Diego, CA) Campus units may not enter encumbrances for standing travel (multiple trips). Each trip must be entered separately. Travel encumbrances that are not liquidated within 90 days of the last date of travel will be closed by Procurement Services. All open travel encumbrances and registration related to that travel, on the same P.O. using non sponsored funds, will be closed by Procurement at the end of each fiscal year. Travel encumbrances using sponsored funds will carry forward 90 days into the new fiscal year. All remaining encumbrance balances from the prior fiscal year will be closed. Specific close-out dates related to encumbrances are posted in the annual Fiscal Year End Closing Schedule. Payment of Encumbered TravelWhen submitting a Travel Expense Statement (TES) for payment using encumbered funds, select the "Yes" option for encumbered on the TES. If there is a change in accounting distribution from the requisition, provide the new accounting distribution. To close an encumbrance, select the "close" box on the Travel Expense Statement (TES) . Submit the completed TES to Accounts Payable for payment. Expenses that exceed the encumbered travel will be paid as a direct expenditure. Direct Payment of TravelWhen submitting a Travel Expense Statement (TES) for payment using funds that have not been encumbered, select the "No" option for encumbered on the TES. Complete the account distribution information on the TES and submit to Accounts Payable for payment. Expense Account Codes for Travel640000 - DOMESTIC TRAVEL FOR EMPLOYEES (U.S TERRITORIES, GUAM, PUERTO RICO) 640050 – FOREIGN TRAVEL FOR EMPLOYEES 640500 – EMPLOYEE MILEAGE EXPENSES 640200 – EMPLOYEE TRAVEL BETWEEN STATE ORGS (PRIMARILY BY BOR GRANTS) 727100 - REGISTRATION FEES - CONFERENCES, WORKSHOPS, SEMINARS 727130 – REIMBURSABLE EXPENSES – NON-TRAVEL: OFFICE SUPPLIES, PARKING 650100 – NON-EMPLOYEE TRAVEL EXPENSES (OTHER THAN MILEAGE) - CANDIDATE INTERVIEWS, STUDENT TRAVEL, OTHER OFFICIAL GUEST/VISITOR TRAVEL 650500 – NON-EMPLOYEE MILEAGE EXPENSES |