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In the Travel Request and Reimbursement module, you have the ability to create a Travel
Authorization. This is a basic request to travel and is required for travel. In the next few minutes, I’ll show you how to create and submit
a Travel Authorization. Let’s get started.
First, you want to log in to the myNorthridge Portal and access the CSUN Travel Pagelet. This will be located under your staff tab. In the CSUN Travel pagelet, select the
Travel Request & Reimbursement link. On the Travel and Expense Center page, select Create in under Travel Authorizations.
Once you get to the Travel Authorization Select page, you may see a more than one name if you have more than one position on campus OR you have delegate access to create
Travel Authorizations on behalf of an employee. If neither applies, you will go to the Travel Authorization page we will see next. For those of you who want to delegate someone to
create a Travel Authorization on your behalf, select the Employee Self Service link, Travel and Expenses, User Preferences and finally the Delegate Entry Authority Link.
On the Authorize Users page you can follow the instructions on the page to add a delegate. For this example, I will choose from the list.
Once you are on the Travel Authorization Entry page, you will see the travel authorization display in three main sections. General Information, Details and Totals.
If this is your first time creating a travel authorization, you will start with the Description field. But a great shortcut you can use later is when you’ve already created a travel
authorization; you can use the Quick Start dropdown menu to choose an existing travel authorization. This will populate the entire Travel authorization template and you can edit the
fields as necessary. So, keep that shortcut in mind for later. In the Description field, enter a short description of your travel. This field is has limited characters.
As you tab through the fields, the next entry is the Business Purpose dropdown menu. Select the best fit option for your travel here.
Next is the Default Location field. Leave this field blank. The Date From and Date To fields will be the date of your desired travel. The date must be equal to or future dated.
The comment section is good for an additional description of your travel if it is necessary.
Next, the Attachment link is used to attach items such as conference agendas or brochures. Other examples of items to attach are training brochures and outlines.
You can add as many attachments as necessary to supplement your travel authorization.
Once you have uploaded your attachments, you’ll see the attachments link display the number of attachments you included.
The next link you can look at is the Accounting Defaults link. This will already display your associated chart field values but you can change this information if necessary.
The More Options dropdown menu is not supported, so please do not use this menu at all.
Now we are moving into the Details section of the Travel Authorization. This is where you will enter your expenses line by line.
My first example I’ll enter in a flight for my travel. Both To and From flights should be on separate lines. I’ll enter the date of the flight, the Amount and Payment type.
Select Traveler Paid or Pay Third Party Vendor if your flight was booked by someone other than you. Billing Type identifies if this travel was In State or Out of State.
Lastly is the Details link. This link is important because on all Expense Types, the Detail Link displays different information that is required.
In the Description for Flight you want to designate that this was your departure or arriving flight.
To save yourself time, you can use the Copy Selected button. Follow the instructions on the screen to copy the item.
In this example, I’m going to copy this flight to one date and this will be my return flight.
Once the item is copied, make the minor adjustments to the line item including Amount and Detail.
Now I have my Travel Authorization completed. If you need to add additional lines, select the plus sign next to an expense line.
Before submitting your Travel Authorization, make sure to select the Check for Errors button. This will check your Travel Authorization for any errors.
You’ll notice that I an error on the mileage expense line. The details of the mileage expense line are incomplete.
Select the Detail link. Enter the total mileage for the trip (both to and from the destination) and enter the Vehicle License Plate number in the Description field.
This is required. Then select the Return to Travel Authorization Entry link.
Lastly, select the Check for Errors button once more. Your expense lines look good.
Finally the Totals section displays the current Travel Authorization total.
Select the Save for Later button if you don’t want to submit your Travel Authorization yet. If you’re ready select the Submit button.
A new Authorization ID is generated for you. Select the OK button.
A Travel Authorization Details page displays the details including the Authorization ID number and the Status of the Travel Authorization.
You have just completed a Travel Authorizaiton. Thanks for watching and have a great day.