Transcript
Banner Travel and Expense Management Installation and Administration Guide Release 8.1 December 2008
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SunGard Higher Education 4 Country View Road Malvern, Pennsylvania 19355 United States of America (800) 522 - 4827 Customer Support Center Website http://connect.sungardhe.com Documentation Feedback http://education.sungardhe.com/survey/documentation.html Distribution Services E-mail Address
[email protected] Other Services In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. Trademark Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. Revision History Log
Publication Date December 2008
Summary New version that supports Banner Travel and Expense Management 8.1 software.
Notice of Rights Copyright © SunGard Higher Education 2008, 2009. This document is proprietary and confidential information of SunGard Higher Education Inc. and is not to be copied, reproduced, lent, displayed or distributed, nor used for any purpose other than that for which it is specifically provided without the express written permission of SunGard Higher Education Inc.
Banner Travel and Expense Management 8.1 Installation and Administration Guide
Contents
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v Banner 8.x Rich Internet Application Features and Enhancements . . . . . . . . v Adobe Flex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deploying Adobe Flex Applications . . . . . . . . . . . . . . . . . . . . . Banner Travel and Expense Management Application Functionality . . . . Banner product dependencies necessary for the install and use of this application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hardware and software requirements necessary to install and run the application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Services available from SunGard Higher Education to help install and use these applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 1
. . .v . . .v . . . vi . . . vii . . . vii . . . viii
Installation Banner Travel and Expense Management 8.1 Installation . . . . . . . . . . . 1-1
Chapter 2
Administrative Functions Travel and Expense Management Role Administration . . . . . . . . . . . . . 2-1 Web Tailor Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 Banner Travel and Expense Administration Tab . . . . . . . . . . . . . . . . 2-4 Payment Method Administration . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 Expense Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 Expense Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 Business Purpose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 Unit Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 Institutional Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Default Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Administrator Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
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Banner Travel and Expense Profile Tab . . . . . . . . . . . . . . . . . . . . . 2-9 Profile Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 General Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 Banner Workflow Setup Requirements . . . . . . . . . . . . . . . . . . . . . . 2-9
Chapter 3
Banner Document Management Suite (BDMS) Setup (Optional) Banner Document Management Suite (BDMS) Setup . . . . . . . . . . . . . . 3-1
Chapter 4
Banner Workflow 8.0 Use and Setup (Optional) Banner Workflow 8.0 Installation . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 New Banner Workflow Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 Current Banner Workflow Clients . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 Using Banner Workflow with the Banner Travel and Expense Management Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 Travel and Expense Approval Event . . . . . . . . . . . . . . . . . . . . . . . . 4-2 Workflow Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Appendix A Seed Data Expense Format (FTTVEXFM) . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1 Institutional Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1 System ID Data - Maintained on the Document Code Maintenance Form (FOMFSEQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2 Banner System Data Validation (FTVSDAT) Data . . . . . . . . . . . . . . . . . A-2 Site Specific FTVSDAT Setting, Not Delivered in Seed Data . . . . . . . . . . . . A-4
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Overview Banner 8.x Rich Internet Application Features and Enhancements During 2008 and 2009, Sungard Higher Education will be releasing a number of baseline enhancements and new solutions to the Banner 8 products that use a Rich Internet Application (RIA) user interface. RIAs are Web applications that have the features and functionality of traditional desktop applications. They run through a Web browser so users have ready access, but they are managed and maintained by the application server that hosts them so that users do not need to install any specialized software on their machines. SunGard Higher Education uses Adobe Flex to create these applications. Adobe Flex is an open source framework for building and deploying Web applications consistently across all major, modern browsers and operating systems. In fact, the only requirement to run Flex applications is a browser installed with Adobe’s Flash Player plugin. Banner Travel and Expense Management 8.1 is a separately licensed add-on product that uses the RIA interface.
Adobe Flex Adobe Flex is an open source framework for building and deploying Rich Internet Applications (RIAs) which provide the features and functionality of traditional client applications in a more accessible and easy to deploy Web-based model. The Flex SDK provides a consistent set of user interface components such as buttons, text controls, list boxes and the like and the compiler for the applications. The framework provides easy connections for Web services and Java objects through data services that run within an application server. The framework also provides a development environment called Flex Builder that includes code editors and debugging tools. SunGard Higher Education has selected Adobe Flex to develop and deploy RIAs for Banner UDC products because it provides a comprehensive package of tools and services that support integration with all major database and Internet vendors and technologies.
Deploying Adobe Flex Applications Flex applications are deployed through an application server. With your Banner 8 products, you already have the Oracle Application Server (OAS), which is suitable for running the Flex applications. However, since the Flex application interfaces require Java 1.5, OAS 10.1.4 is the minimum required version. Banner 8 installs with OAS 10.1.2 to support Oracle Forms. Currently, Oracle has not announced support for Oracle Forms on OAS 10.1.4. Till such time as forms are supported on 10.1.4, you will be required to run two versions of the OAS if you are planning to use
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the Banner Travel and Expense Management application. Clients can run two versions of the OAS off of one physical server, assuming the server has adequate processing power. There are no licensing fees associated with Adobe Flex; however, some of the applications that SunGard Higher Education will be developing with Adobe Flex may be optional, separately licensed add-ons to existing Banner Unified Digital Campus (UDC) products. Banner Travel and Expense Management 8.1 is a separately licensed product that requires Banner Finance 8.2.
Banner Travel and Expense Management Application Functionality Banner Travel and Expense Management provides a comprehensive, single system of record where all associated travel and expense activity for an institution can be maintained. This product supports automation of travel expense reporting. It enables improved processes, increased employee awareness of expense policy, and stricter control over spending. While it leverages investment in Banner Finance, Banner Workflow, and Banner Document Management Suite, only Banner Finance is required; the other UDC products are optional. The solution includes: • Requesting of travel authorizations • Approving travel authorization requests • Optionally encumbering travel authorizations • Requesting reimbursement of travel expenses • Approving travel reimbursement requests • Paying reimbursements either by check or direct deposit using Banner Accounts Payable It is important to note that while the Banner Travel and Expense solution is released with Finance 8.2, it does require a separate licensing agreement. It is also important to note that this enhancement is only compatible with the 8.x platform. It will not be compatible with Banner 7.x. Clients will need to be running Banner 8 to upgrade to Finance 8.2 and other products necessary to take full advantage of this add-on.
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Banner product dependencies necessary for the install and use of this application Since the Banner Travel and Expense Management application is designed to work in concert with other Banner UDC products, you should also upgrade other products, as outlined below: Banner Travel and Expense Management
• Banner General 8.1 • Banner WebTailor 8.1 • Banner Finance 8.2 • Banner Workflow 8 (Optional) • Banner Document Management Suite 8.1 (Optional) including ApplicationXtender Web Services (also known as ApplicationXtender API Services) Note Banner Travel and Expense Management utilizes Banner Workflow to facilitate approvals. Single sign-on to these approvals is enabled by leveraging a central access manager system. The ability to use central Enterprise Access Managers and Enterprise Identity Management systems was implemented in the Banner 8.0 release and requires the Banner Enterprise Identity Management Services component to be installed. Please see the Banner Enterprise Identity Services handbook for more details on the requirements to enable those services.
Hardware and software requirements necessary to install and run the application Aside from the need for an additional 10.1.4 version of the Oracle application server, the hardware and software requirements for the 8.1and 8.2 updates and their related applications are identical to those for Banner 8. For more information on the software dependencies and technical requirements for Banner 8, refer to the following documents, which are available from the SunGard Higher Education Customer Support Center (http://connect.sungardhe.com/customer_support) Banner UDC Compatibility Matrix Banner 8 Unified Product Release Technical FAQs Since these applications are Web-based, end-users do not need to install any specialized software on their machines. They do need to have one of the following supported Internet browsers to use the applications and the browser will need to have the Adobe Flash Player plugin 9.x or higher.
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Browser
Version
Firefox
1.0 or higher
Internet Explorer
6.x or higher
Mozilla
1.7 or higher
Safari (Mac OS)
1.2 or higher
For more information on or to download the Adobe Flash Player, refer to the following URL: http://www.adobe.com/products/flashplayer/
In terms of training, SunGard Higher Education has conducted usability tests to ensure that these applications are intuitive and easy to use; however, since the application will provide new capabilities and functionality, your system users might benefit from additional functional training, which SunGard Higher Education will provide as part of a comprehensive set of services.
Services available from SunGard Higher Education to help install and use these applications SunGard Higher Education will provide a complement of services for the Banner Travel and Expense Management application. The services will offer support for applicable workflows, document management and imaging, business processes, reporting, project management, training, and implementation.
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Installation
Banner Travel and Expense Management 8.1 Installation Release 8.1 is the first release of the Banner Travel and Expense Management system.Use the following documents to aid you in its installation and implementation. These documents are available for download from the SunGard Higher Education Customer Support Center at http://connect.sungardhe.com/. 1. Banner Travel and Expense Management Upgrade Guide Release 8.1
This document describes the unique steps required to install the Banner Travel and Expense Management release 8.1. It is designed to be used in conjunction with the Banner Release Interdependencies and the Banner Media Unload Reference Guide documents. 2. Banner General 8.1 Middle Tier Guide (December 2008)
Refer to the Procedure to Deploy Travel and Expense Management chapter for information regarding the deployment of the tvlexp ear file. (The Banner Travel and Expense Management Upgrade Guide Release 8.1 references this document.) 3. Banner Travel and Expense Management Release Guide 8.1
This document supports users of the Banner Travel and Expense Management application and introduces you to the application interface. It also provides technical information regarding the Oracle tables that are delivered for the system. The Banner Travel and Expense Management product is supported by a comprehensive help system. 4. Banner Finance Release Guide 8.2
This document describes the functional and technical changes to Banner Finance. The Banner Travel and Expense Management release requires the installation of Release 8.2. The release guide identifies Banner Finance changes that were designed to support Banner Travel and Expense Management. The release guide also identifies new tables that support the circulation of documents and approval requests using custom events in Banner Workflow. They are owned by Finance to enable shared access by the new Travel and Expense Management module and the future Electronic Proposal Management module.
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5. Banner Document Management Suite 8.1 Installation Guide (Optional)
You can add attachments, such as receipts and other expense-related documents for any authorization or expense report. This enables you to push documentation, such as receipts, electronically to the approver as part of the expense report, bypassing the traditional paper-based expense report approval and reimbursement process. The Banner Document Management Suite (BDMS) is required for this feature. The Banner Document Management Suite (BDMS) 8.1 Installation Guide provides instructions for both new BDMS installs and for upgrades to BDMS 8.1. In addition, you must follow the installation instructions in the Integrating BDMS with Banner Finance Travel and Expense chapter of the Banner Document Management Suite 8.1 Installation Guide. 6. Banner Workflow Analyst/Administrator Handbook Release 8.0 (December 2008)
(Optional) and Banner Workflow Technical Integration Guide Release 8.0 (December 2008) (Optional) If you license Banner Workflow 8.0, you may use the business events, custom workflow, custom form, and logic for the routing and approval components of the Banner Travel and Expense Management application. To add the Banner Workflow components, you will import the TEApprover.xml file into Banner Workflow. Information regarding the import script and its parameters, is available in the Scripts chapter of the Banner Workflow Technical Integration Guide Release 8.0. A new Approver role needs to be assigned to anyone in the organization who is an approver of Travel and Expense Report documents. For information regarding the assignment of roles to Banner Workflow users, please see the Users, Roles, and Proxies chapter of the Banner Workflow Analyst/Administrator Handbook Release 8.0. The Web Tailor administrator must also assign the Travel and Expense Approver role (teapprover) to approvers of Travel and Expense Report documents. Refer to the User Roles section in the Using Web Tailor chapter of the Banner Web Tailor User Guide for information regarding role assignment. 7. Banner Enterprise Identity Services 8.0 Handbook (December 2008) (Optional)
Banner Travel and Expense Management is integrated with Banner Enterprise Identity Services beginning with Banner Travel and Expense Management 8.1. This integration enables the provisioning of user information from a third-party Enterprise Identity Management System (EIMS) to Banner Travel and Expense Management.If you plan on using this feature, refer to the Banner Travel and Expense Management Configuration chapter of the Banner Enterprise Identity Services 8.0 Handbook for the implementation procedure.
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Administrative Functions
Travel and Expense Management Role Administration The Travel and Expense Management system relies on the use of three functional roles the User role, the Approver role, and the Administrator role. You use Banner Self Service WebTailor Administration to manage Travel and Expense roles.The WebTailor User Role Validation Table (TWTVROLE) lists the valid roles that can be granted to a user or assigned to a menu item.
Web Tailor Roles The following Web Tailor Roles are delivered as seed data for the TWTVROLE table for the Banner Travel and Expense Management system. You must log in as a Web Tailor administrator to assign these roles. Refer to the User Roles section in the Using Web Tailor chapter of the Banner Web Tailor User Guide for information regarding the assignment of these roles. • Travel and Expense Administrator (teadmin) • Travel and Expense Approver (teapprover) (only necessary if you intend to use Banner Workflow for approval processing) • Travel and Expense User (teuser) The following chart outlines the function of each role within the system.
Role
Name
Function
teuser
User
The User role provides all the necessary privileges for an individual to maintain their own authorization reports and expense reports and must also be granted to any Approver or Administrator. This role enables you to create, review, update, and delete your own authorization reports and expense reports on the Expense Manager tab.
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Role
Name
Function
You can submit, print, and check the status history of your reports.The User role also allows you to view and maintain information on your Profile tab. The User may only view and update their own documents. The ability to update or delete the document is dependent upon the document status. Note: The User role requires that you check the Travel and Expense User role in WebTailor.The User role is required for access to the Travel and Expense system.
teapprover
Approver
When Banner Workflow is enabled, the Approver role is generally given to an employee with supervisory capacity. The Approver may review, approve, return for correction, or deny the approval of authorization reports and expense reports for other individuals. The Approver may also forward the authorization report or expense report to another person with the Approver role. If the Administrator does not enable approvals, Travel and Expense does not use the Workflow-based approval process and this role does not need to be assigned. The encumbrance or invoice is created as soon as the report is submitted. Note: Approvers must be assigned both the Travel and Expense User role and the Travel and Expense Approver role in Web Tailor. Note: Banner Workflow Approver roles must be assigned to approvers of Travel and Expense Report documents. For information regarding the assignment of roles to Banner Workflow users, please see the Users, Roles, and Proxies chapter of the Banner Workflow Analyst/ Administrator Handbook Release 8.0.
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Role
Name
Function
teadmin
Administrator
The Administrator role allows you to tailor the Travel and Expense product to your institution’s needs. The Administration tab is activated for this role. The Travel and Expense Administration tab includes validation and rule information specific to the institution, the ability to enable specific functionality, and the ability to set default values at the system level. The settings and defaults apply to all system users. The Administrator maintains validation and rule information specific to the institution, payment methods, business purposes, expense groups, expense types, unit rates, and institutional settings. On the Institutional Settings page, you can decide which Report Options that you want to enable or disable (authorization reports, expense reports, approvals, Banner Document Management Suite (BDMS) integration, Banner Finance Fund Organization Security checking, encumber authorizations, and bypass Finance approvals).You can also use the Default Options section to specify a default chart of accounts to use with the administrative set up of expense types, and a default bank code. The Administrator Access section allows you to maintain access information for BDMS and Banner Workflow. When a user signs into Travel and Expense, the system evaluates the institutional settings in combination with the user’s role in order to determine whether it is appropriate to allow or restrict user interfaces or functionality. Note: Administrators must be assigned both the Travel and Expense User role and the Travel and Expense Administrator role in Web Tailor. (The Travel and Expense Approver role is optional.)
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Banner Travel and Expense Administration Tab The Administrator maintains validation and rule information specific to the institution payment methods, business purposes, expense groups, expense types, unit rates, and institutional settings. Refer to the Banner Travel and Expense Management Embedded Help or the Help Suite for details concerning how to complete these tasks.
Payment Method Administration A payment method is an institutionally-defined designation of the way in which an expense is paid. The payment method may differentiate reimbursable expenses from those already paid by the institution. The active payment methods appear in the List of Values when a user enters their estimated expenses on authorization reports and on the actual expenses for expense reports. Payment methods is a required field on reports; you must set up at least one record for reimbursable expenses and one record for non-reimbursable expenses.
Expense Groups You use expense groups to organize and summarize a common group of expenses for reporting purposes such as when you create an invoice or an encumbrance. For example, you could create a Meals expense group and assign Breakfast, Lunch, and Dinner expense types to this group. Other examples of expense groups are Transportation and Lodging. Expense Groups are a required set up as each Expense Type is assigned to an Expense Group. An Expense Type is a required field when the user enters their estimated or actual expenses. When creating an Expense Group, you may enter the account code default to be used when creating Expense Types. Invoices created from expense reports are created as commodity level accounting documents. All expenses are grouped by expense group, and the expense group becomes the invoice commodity item. All funding within that group of expenses is summarized by chart, fund, organization, account, program, location, activity, project and attached to that item as an accounting sequence or sequences. Note It is possible to add a Banner Finance Commodity Code to an expense group. If you use such a commodity code with taxes turned on in Banner Finance, and if the Commodity Code has an assigned tax group, the invoice created from the Expense Report will calculate the indicated taxes for that expense group/item.
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Expense Types You use expense types to describe the common expenses that an employee is likely to incur during a business trip. For example, you could create Hotel, Airline, Car Rental, Mileage, Tips, Breakfast, Lunch, and Dinner expense types. An Account Code is required when creating expense types.The account code defaults from the Expense Group, if provided, and may be changed.When expenses are entered on the expense page, account code defaults into the funding source and may be changed, if needed. Note You choose both Expense Group and Expense Format when creating or maintaining Expense Types. Refer to the Seed Data section of this document for more details on Expense Formats.
Business Purpose A business purpose defines the overall reason for the expense reimbursement. For example, you could create Recruiting Visit, Faculty Conference, Office Supplies, Monthly Expense, and Business Meeting business purposes. You use these pre-defined business purposes when you create an expense report.
Unit Rates A unit rate is an institutionally-defined cost per unit based on a specific unit of measure, such as miles, kilometers, or per diem. Unit rates are further defined by an effective date range. For example, you could assign a yearly unit rate based on the U.S. Federal IRS mileage rate or a daily per diem rate based on institutional policy. When an employee creates an expense report with an expense based on a unit rate (the Expense Type field was defined with a format of Unit times Rate Lookup), the employee selects a unit rate from a Rate field pull-down list, enters the unit (for example, actual miles) in the Units field. The expense report Amount field is automatically calculated based on the units entered and the selected unit rate.
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Institutional Settings Report Options Enable Authorization Reports
Check the Enable authorization reports field to allow a user with access to Travel and Expense to create an authorization report. You use the authorization report to preauthorize anticipated expenses. If you check this field, a user may create, edit and query their own authorization reports. The authorization report includes general information, funding default, itinerary, comments, attachments, and estimated expenses with associated funding in the same format as an expense report. Enable Expense Reports
Check the Enable expense reports field to allow a user with access to Travel and Expense to create an expense report. If you check this field, a user may create, edit, and query their own reports. The expense report includes general information, funding default, itinerary, comments, attachments, and expenses with associated funding. Enable Workflow approvals
Check the Enable Workflow approvals field to require supervisory approval of authorization reports and expense reports using the Workflow-based Travel and Expense approval process. The following conditions must be met for the successful submission of a report to the approval process: 1) Banner Workflow 8.0 must be installed, 2) each Travel and Expense Management user must assign an Approver (supervisor) and select their own user E-Mail Address on the Profile tab, and 3) the approver (indicated on the user Profile tab) must have a Profile record with their own Workflow ID and email address. This information is sent to Workflow to initiate an approval workflow when the user submits the report. If you do not check the Enable Workflow approvals field, Travel and Expense does not use the workflow based approval process; the encumbrance (generated from an authorization, if authorizations are encumbered) or invoice (generated from an expense report) is created as soon as the report is submitted. Enable BDMS integration
Check the Enable BDMS Integration field if the Banner Document Management Suite (BDMS) has been installed and will be utilized by Travel and Expense Management in order to upload and store attachments. Bypass Fund Org Security
If Banner Finance has fund and organization security turned on, you can elect to bypass fund/org security in the Banner Travel and Expense Management system. If you do not choose to bypass fund/org security, each travel user must be set up in Banner Finance with an Oracle user account and have permissions defined in Banner Finance, just as though they were processing directly in Banner Finance. In this instance Banner Travel and
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Expense Management users will only be able to choose funding sources that contain fund/ org codes for which they have either P (Post) or B (Both query and Post) permission. Encumber Authorizations
Check the Encumber Authorizations field to enable the Travel and Expense system to create an encumbrance transaction in Banner Finance for the reimbursable amount of a submitted and approved authorization report. Bypass Finance approvals
Check the Bypass Finance Approvals field to bypass the Banner Finance Approvals process. Normally in Banner Finance, transactions flagged on FOASYSC to require approval, are distributed to the appropriate approval queues by the Approvals Process (FORAPPL). The routing criteria for the Finance approval queues is based on accounting information and dollar limit levels. This Bypass Finance Approvals field turns off the Finance Approvals process for invoice transactions created by the Travel and Expense system. Expense reports can use Travel and Expense Workflow-based approvals only, a combination of Travel and Expense Workflow-based approvals and Finance Approvals, or Finance Approvals only. Encumbrances created from authorization reports, if any, are never routed through Banner Finance approvals.
Default Options Chart
Enter the chart of accounts Chart Code that you want to use as the default. This default is only used when you set up Expense Groups and Expense Types on the Administration tab to select and display the account code title. Bank
Enter the default Bank Code that you want to use on the invoice accounting record in the event that a default bank has not been assigned to the fund code, or if values have not been set up in Banner on the FTMSDAT form to determine bank codes by chart default. The system first checks if the fund has a bank code default. If the fund does not have a bank code default, the system checks to see if FTMSDAT records exist for the Chart. If there are no FTMSDAT records, the system uses this Institutional Settings default Bank Code. To set up default Bank Codes by Chart, create records in FTMSDAT with the following values: Entity = FTCRACTG, Attribute = BANK_CODE, Opt 1 = TRAVEL, Chart = the accounting record chart (example: 'B'), Data = bank code (example: 'A1').
Administrator Access Workflow Login
If you checked Enable Workflow approvals, enter the Banner Workflow Administrator login you use to pass to the Workflow service.
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Workflow Password
If you checked Enable Workflow approvals, enter the Banner Workflow Administrator password you use to pass to the Workflow service. Workflow Host URL
If you checked Enable Workflow approvals, enter the host URL for the Banner Workflow system. BDMS Login
If you use BDMS, enter the BDMS Administrator login that you use to pass to the BDMS service. BDMS Password
If you use BDMS, enter the BDMS Administrator password that you use to pass to the BDMS service.
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Banner Travel and Expense Profile Tab The Profile tab is enabled for all Banner Travel and Expense Management users. A profile record is required for each user. Each user must maintain their own profile record.
Profile Setup Every Travel and Expense Management user must evaluate their Profile settings and ensure that the settings fit their needs. In the Travel and Expense Management system, a Profile is where users set up their personal information that is required for them to process their authorization report or expense report. The Address or Direct Deposit area allows the user to select a mailing address or direct deposit account for reimbursement via a paper check or by direct deposit. The E-Mail, Approver, and Workflow Login ID fields are only required if you license Banner Workflow 8.0 and use the Banner Travel and Expense Management approval process.
General Setup Address or Direct Deposit (Required for all users that create expense reports)
Each user must click Edit in the Address or Direct Deposit area to open the Select Address window. The window displays the active, valid addresses that are available to associate with their report profile. They cannot update address or direct deposit information using this window. The address the user selects in the Profile defaults into each of their expense reports at the time they create an expense report. Use the Address tab on the Person Identification Form - Finance (FOAIDEN) to update addresses. Use the Direct Deposit Recipient Form (GXADIRD) to maintain direct deposit information for Accounts Payable payments. Funding Default (Optional)
The Funding Default area allows users to enter funding source information to serve as the default when they start a new report. A user can override this default information when they add or edit funding at the authorization report/expense report level or at the expense line item level. The funding sources available for entry or selection must exist and be valid in Banner Finance.
Banner Workflow Setup Requirements The following fields are required if Banner Workflow approvals is enabled on the Institutional settings page under the Administration tab.
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E-Mail (Banner Workflow requirement)
On the Profile page, each user must click Edit in the E-Mail area to open the Select E-Mail window. The window displays the active e-mail addresses that are available to associate with their profile. This e-mail address serves as contact information for the approval workflow. The user cannot update an e-mail address using this window. The e-mail address they select in the Profile defaults into each of their expense reports at the time they create an expense report. Use the E-mail Address Form (GOAEMAL) to set up one or more e-mail addresses for any Banner ID. A user can have multiple e-mail addresses of the same e-mail address type (for example, personal and professional). The address designated as preferred on this form is the initial default in Travel and Expense Management. Approver (Banner Workflow requirement)
Each user must click Edit in the Approver area to open the Select Approver window. The window displays the names and Banner IDs of individuals who act as Banner Workflow approvers. The approver the user selects in the profile is notified at the time they submit their report. Users can only select the Banner IDs of individuals who act as Banner Workflow approvers. The approver must have a Banner ID, the TE approver role in Web tailor, and must also be set up in Banner Workflow with the approver role. Workflow Login ID (Banner Workflow requirement for Approvers only)
Approvers must click Edit in the Workflow Login ID area to open the Edit Workflow Login ID window. In the window they can add or edit their Workflow Login ID.
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Banner Document Management Suite (BDMS) Setup (Optional)
Banner Document Management Suite (BDMS) Setup You can add attachments, such as receipts and other expense-related documents for any estimated expense or actual expense listed on an authorization or expense report. The Banner Document Management Suite (BDMS) is required for this feature. Banner Travel and Expense Management leverages the ApplicationXtender Web Services (also known as ApplicationXtender or AX API Services) module. The Web Services module is also required for Luminis integration to BDMS. If your institution does not own the Web Services module, then it would need to be licensed in addition to other BDMS components already present. The Banner Document Management Suite (BDMS) 8.1 Installation Guide provides instructions for both new BDMS installs and for upgrades to BDMS 8.1. In addition, you must follow the installation instructions in the Integrating BDMS with Banner Finance Travel and Expense chapter of the Banner Document Management Suite 8.1 Installation Guide. Banner Travel and Expense Management Settings
You must check the Enable BDMS Integration field on the Institutional Settings
page (located on the Administration tab) if the Banner Document Management Suite (BDMS) has been installed and will be utilized by Travel and Expense Management for the purpose of uploading and storing attachments. The administrator access fields (BDMS Login/BDMS password) are also located on the Institutional Settings page.
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Banner Workflow 8.0 Use and Setup (Optional)
Banner Workflow 8.0 Installation Before installing Banner Workflow 8.0, you should review the Banner Workflow Installation chapter of the Banner Workflow Technical Integration Guide. Banner Workflow 8.0 is compatible with specified versions of Banner.The release of Banner Workflow 8.0 contains both a cumulative release of Banner Workflow 8.0 for new installations and scripts that can be used to easily upgrade existing Workflow 4.4.2 systems.
New Banner Workflow Clients If you are implementing the Banner Travel and Expense Management system and have not installed or implemented Banner Workflow, SunGard Higher Education strongly recommends that you contact your Sungard Higher Education Account manager for service options and for the assistance available to you. Banner Workflow 8.0 contains a cumulative release; you are not required to install a previous release of Banner Workflow before you install 8.0.
Current Banner Workflow Clients If you are implementing the Banner Travel and Expense Management system and you are an existing Banner Workflow client, you must follow the three steps below: 1. Upgrade your Banner Workflow version to 8.0.
To migrate from a previous installation of Banner Workflow, you must first migrate to Workflow 4.4.2 prior to migrating to Banner Workflow 8.0. See “Migrating from Workflow 4.4.2 to Banner Workflow 8.0” in the Banner Workflow Installation chapter of the Banner Workflow Technical Integration Guide for more information. If
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you have any questions concerning your upgrade, you may call the ActionLine at 800-522-4827. 2. Import the TEApprover.xml file into Banner Workflow. This file contains the
business events, custom workflow, custom form, and logic for the routing and approval components of the Banner Travel and Expense Management application. Note For information regarding the import script and its parameters, please see the Scripts chapter of the Banner Workflow Technical Integration Guide for Release 8.0. 3. Associate the new Approver role to anyone in the organization who is an approver of
Travel and Expense Report documents. This new role is delivered in the above mentioned TEApprover.xml file. SunGard Higher Education delivers the Banner Travel and Expense Management system approval workflow and the seed data that supports the workflow. Note
For information regarding the assignment of roles to Banner Workflow users, please see the Users, Roles, and Proxies chapter of the Banner Workflow Analyst/Administrator Handbook for Release 8.0.
Using Banner Workflow with the Banner Travel and Expense Management Application Travel and Expense Approval Event Workflow Actions The Travel and Expense Management system provides a custom form within Banner Workflow so that an approver may choose to: 1. approve the authorization or reimbursement, 2. return the authorization or reimbursement for correction, 3. deny the authorization or reimbursement, or 4. approve the authorization or reimbursement but assign another approver.
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Approver Approves Document with No Additional Approvers 1. An e-mail is sent to the requestor from workflow stating that the Travel and Expense
Management document is approved. 2. The status in Travel and Expense Management for the document is set to Approved. 3. For authorizations, an encumbrance is created (if encumbrances are enabled). For
Expense Reports, an invoice is created. Approver Approves Document with Additional Approvers 1. A email is sent to the requestor from workflow stating the Travel and Expense
Document was forwarded to an additional approver. 2. The additional approver is notified of the need to approve the document. 3. The status in Travel and Expense Management for the document remains as
submitted until the final workflow approval is achieved.
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4. Upon final approval, for authorizations an encumbrance is created (if encumbrances
are enabled). For Expense Reports, an invoice is created. Approver Returns Document for Corrections 1. An e-mail is sent to the requestor from workflow stating that the Travel and Expense
Management document was returned for corrections. 2. The status in Travel and Expense Management for the document is set to Returned for
Correction. 3. The user makes appropriate revisions and resubmits the document for approval. 4. Upon final approval, for authorizations an encumbrance is created (if encumbrances
are enabled). For Expense Reports, an invoice is created. Approver Denies Document 1. An e-mail is sent to the requestor from workflow stating that the Travel and Expense
Management document was denied. 2. The status in Travel and Expense Management for the document is set to Denied. 3. No further processing occurs for this document.
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Seed Data
The following settings and seed data are delivered with the Banner Travel and Expense Management application.
Expense Format (FTTVEXFM) The following Expense Formats are delivered as seed data and are not updateable by the Administrator, but required when creating an Expense Type. Expense Format controls which fields display on the expense entry page when an expense is selected for entry. Actual Amount as Entered
Displays fields used to enter an actual amount. Expense Types defined with this format display Date, Expense Type, Description, Amount (data enterable), Provider, Location and Paid By fields on the expense entry page. Unit times Rate Lookup
Displays fields used to calculate an amount based on selected Rate and number of Units entered. Expense Types defined with this format display Date, Expense Type, Description, Amount (calculated based on Unit Rate times Units), Unit Rate and Units fields on the expense entry page.
Institutional Settings Report Options
The following report options are pre-set in the following manner.The Administration tab with these options is visible to those individuals with the Travel and Expense Administrator role. • Enable authorization reports = Yes • Enable expense reports = Yes • Enable Workflow approvals = No • Enable BDMS integration = No • Bypass Fund Org Security = Yes • Encumber authorizations = No • Bypass Finance approvals = Yes
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System ID Data - Maintained on the Document Code Maintenance Form (FOMFSEQ) System ID data (TRAVAUTH, TRAVPORT, TRAVREIM) for the Document Code Maintenance Form is delivered as seed data. (Refer to the Banner System Data Validation (FTVSDAT) section that follows for more information.) The following Document Number Prefixes are delivered with the new System ID data: TA - TRAVAUTH
(travel authorizations)
TP - TRAVPORT
(travel portfolio)
TR - TRAVREIM
(travel reimbursements)
You can optionally change the leading characters in the Document Number Prefix field for your Travel and Expense Management documents if you are already using those prefixes for another purpose, or if you prefer a different prefix.
Banner System Data Validation (FTVSDAT) Data • System ID for FOBFSEQ set up Entity: FGBTRNI Attribute: SYSTEM_ID Optional Code 1: TRAVAUTH Description: Travel Authorization Seq Control
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• System ID for FOBFSEQ set up Entity: FGBTRNI Attribute: SYSTEM_ID Optional Code 1: TRAVPORT Description: Travel Portfolio Seq Control • System ID for FOBFSEQ set up Entity: FGBTRNI Attribute: SYSTEM_ID Optional Code 1: TRAVREIM Description: Travel Reimbursement Seq Control • Rule Code for Travel Encumbrance Create Entity: FTRBAUTH Attribute: RUCL_CODE Optional Code 1: E010 Description: Create Travel Encumbrance Data: E010
• Rule Code for Travel Encumbrance Liquidation Entity: FTRBAUTH Attribute: RUCL_CODE Optional Code 1: E032 Description: Liquidate Travel Encumbrance Data: E032
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Site Specific FTVSDAT Setting, Not Delivered in Seed Data • Travel Default Bank Code by Chart Entity: FTCRACTG Attribute: BANK_CODE Optional Code 1: TRAVEL COA: Description: Travel Bank Code Default for COA Data: Note This record is used as the Bank code on the Banner Invoice depending on the following conditions: The system first checks to see if the fund has a bank code default. If the fund does not have a bank code default, the system checks to see if FTMSDAT records exist for the Chart. If there are no FTMSDAT records, the system uses the Institutional Settings default Bank Code.
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