Travel Requisition A travel requisition provides authorization to travel on behalf of SHSU. The traveler is required to create a requisition prior to travel, even if no reimbursements are claimed. If an SHSU employee is unavailable to be selected as a vendor, contact the disbursements office via and provide the travelers name and Sam ID, so the employee can be set up as All non SHSU employees will be required to fill out and sign a Substitute W-9 form. Scan the form and it to

What is a travel requisition? An authorization document in the Banner System that provides a method of reserving funds for travel expenses related to specific travel dates and provides the approval necessary to be absent from designated headquarters during normal working hours. Who approves the travel requisitions? Academic Departmental Travel Instate: Departmental Chair and College Dean Out of State: Departmental Chair, College Dean, and Vice President for Academic Affairs. International Travel: Departmental Chair, College Dean, Vice President for Academic Affairs, International Program, Risk Management, and the President. Administrative Staff Travel Instate: Direct Supervisor Out of State: Direct Supervisor and Divisional Vice President International Travel: Direct Supervisor and Divisional Vice President, International Program, Risk Management, and President. Grant Funded Travel – requires the same approvals as the academic or administrative staff with the additional approval of the PI and Office of Research Administration to verify the travel is within the limits of the grant contract agreement. How to create a travel requisition? You must have access to banner form FPAREQN.

Go to FPAREQN and Enter Type NEXT in Requisition field to provide the next available number for the Requisition, then select NEXT BLOCK

Order Date: Start date of Travel Delivery Date: End date of Travel Transaction Date: Current Date Comments: Enter duty point and travel dates. Example: Houston, TX 1/15-18/15 Requestor: Auto defaults to entry users contact information Ship to: Select the travelers department or CONTRO for Controller’s office from the drop down arrow. Select NEXT BLOCK to move forward to the next tab – Vendor Information Tab through the fields and fill in the following information

Vendor Information Tab Vendor: The person traveling on behalf of SHSU for business purposes. The traveler must be set up as a vendor. Enter vendor number and name will auto populate Select NEXT BLOCK to move forward to the next tab - Commodity/Accounting Address Type: Use the drop down arrow to select the current PR (permanent address) as the address type. The address selected will print on the reimbursement check and will be mailed, unless the traveler is set up on direct deposit then the reimbursement will be disbursed as traveler preferred.

Block 1 Block 2 FULL PAGE SCREENSHOT, see next slide for required information for Block 1 and next slide for Block 2. A Requisition number will be assigned to the document. Reference the Requisition number if the document must be saved and unable to complete at that time. Commodity/Accounting Tab When a FOAP is assigned the funds are automatically encumbered (committed) from the Departmental travel budget.

Commodity/Accounting Tab: Block 1 U/M: (Unit of Measure) will ALWAYS be TRV for travel requisitions Quantity: will ALWAYS be 1 Unit Price: Estimated amount of travel. Do NOT enter $0.00. If no reimbursement is requested enter $0.50 as the estimated unit price. Extended amount: Will automatically calculate. Description: Enter duty point and travel dates Commodity: Leave field blank and tab over to description

Commodity/Accounting Tab: Block 2 COA : (Chart of Accounts) will ALWAYS be “S” Year: Is the current fiscal year. Example…14 Fund: Enter 6-digit fund number Orgn: Enter 6-digit org number Acct: Enter the appropriate travel account code dependent on location of duty point. Prog: Enter Program code Tab to the extended field and specify a dollar amount for estimated expenses. Select NEXT BLOCK to move forward to the next tab – Balancing/Completion Tab Only ACCOUNT CODES to use for Travel Requisition: In-State Travel Out-Of-State Travel Foreign Travel (If your department has never traveled to a foreign location, please verify with the Controller’s office that a foreign travel queue has been created.) Multiple FOAPs can be used to pay for travel, if expenses are split by department(s). See next slide if applicable.

Example of using multiple FOAPs for a travel requisition. Multiple FOAPs can be used to pay for travel; however, the requestor must have access to be able to enter the FOP and each line will need a specific dollar amount of estimated expenses. To enter an additional FOAP: Arrow down and fill in the additional FOAP to share the cost of travel.

Balancing /Completion Tab: Balancing/Completion Tab If document amounts match and the Status is BALANCED, Click Complete to finalize or In Process which allows the opportunity to make changes and complete at a later date. Reminder to reference the requisition number assigned to document. Once complete the requisition will be forwarded to the approval queues based on organization and account code used on FOAP! Before finalizing the requisition, document text must be added to the requisitions to provide additional information. On the tool bar, select Options – Document Text (see description below on how to put information in Document Text) After the required information is added to document text, select Save and then close the document text table by selecting the X at the top of the tool bar to return to the previous working tab.

Where does the requisition go after completion? Approvals are based on the organization and account code within the FOAP used on the requisition and the destination of travel. How can I view where the requisition is in the approval queues? You will need access to the Banner form FOAAINP. This form will require the requisition number to be entered as the document and then select Next Block to populate the information. The Queue ID will populate; however, the system puts the queues in alpha order, not the actual order authority. Reminder to think logically as to who needs to approve the document based on the destination of travel. (Below is a refresher on who approves from slide 2) Academic Departmental Travel Instate: Departmental Chair and College Dean Out of State: Departmental Chair, College Dean, and Vice President for Academic Affairs. International Travel: Departmental Chair, College Dean, Vice President for Academic Affairs, International Program, Risk Management, and the President. Administrative Staff Travel Instate: Direct Supervisor Out of State: Direct Supervisor and Divisional Vice President International Travel: Direct Supervisor and Divisional Vice President, International Program, Risk Management, and President. Grant funded travel – requires the same approvals as the academic or administrative staff with the additional approval of the PI and Office of Research Administration to verify the travel is within the limits of the grant contract agreement. How can I view who has already approved the requisition? You will need access to the Banner form FOIAPPH (Document Approval History). This for will require the requisition number to be entered as the document code and then select Execute Query or (F8) on your keyboard to populate the approvers name and approval date on the right side of the form. How can I find the requisition number(s) of the documents I created? Banner form FOADOCU (Document by User) will provide all the documents you have created by fiscal year. Your User ID, COA, and Current Fiscal Year will auto populate, then select Next Block to view the documents. This form can also be used if you need to make a change to the document before it is approved. Once a document is approved the originator does not have access to deny back to make changes and the deny button will be grayed out.

Thank you for taking the travel requisition training course!! Please contact the Travel Office if you have any additional questions.