How to Process an Approved Travel Authority Request, Business Center View
For Business Center Staff:
The business center email box will receive notifications when a new purchase request has been submitted for processing. The department administrative managers receive these notices as well and can view submitted requests at any time.
Business Center staff are required to check the pending purchases several times a day to be sure purchase requests are processed timely.
To forecast travel expenses during the interim of the creation of a new Travel Authority module, business center employees can submit approved travel on the Purchase, New Request in the Forms menu. The Travel Specialist will copy/paste approved TA information into the request and submit it to the business center and process it like a purchase request. The only fields to be completed are the required or asterisk* fields in the New Request view.
Submit Approved TA information in Forms Menu, Purchasing, New Request
1. Log into CBS using NetID and password at https://cbs.cahnrs.wsu.edu
2. Vendor Name: List Last Name, First Name – Travel. Including the word “Travel” on this line will be in the CBS email notification received by the business center. “Travel” will let the other business center staff know that they do not need to process that purchase request unless they are covering the travel specialist’s duties.
3. Vendor Address, City, State, Zip: These fields are not necessary for the forecast of travel so place a period in each of the fields as needed.
4. Department: From the drop down list, choose the department the traveler is associated with.
5. Budget-Project: Enter the budget-project; check the Split budgets checkbox to add additional budget-projects.
6. Date Needed: Enter the start date of the approved travel.
7. Phone#: Enter traveler phone number.
8. Notes: Additional information as needed. 9. Catalog Number: Enter “1”
10. Description: Enter travel info. Example, “Travel to New York City, 5-15 to 5-23-15” and/or copy/paste the purpose of the trip for searching records later. (NOTE: If the travel is for a foreign trip indicate “Foreign Travel” in the description. This information will be used for department yearly reporting.)
11. Quantity: Enter “1”
12. Unit: Enter “trip”
13. Unit Price: Enter the estimate provided on the approved TA.
14. Total: Auto calculates.
15. Submit button: Press the Submit button and the request will be sent to the business center Pending Purchase View in the Finance menu. Go directly to the Pending Purchases View in Finance to complete the forecast process.
Process Approved TA in Finance Menu, Purchasing, Pending
1. Hover over the Finance module on the top row menu, hover on Purchasing, and click Pending
2. Click on Accept on the row of the request to be processed. This status will forecast the record to the budget(s). The Accept link in a CBS notification email is another way to navigate to the record.
3. Select the Purchase Type, Travel Authorization
4. Enter the Reference Number that applies:
- TA Number: The TA Number is the Requisition Number created by CBS
- TEV Number : Enter the Report ID for the TEV created in WSU eForms.
5. Select the Status of Processed. Continue with the travel process for the business center.