Business Officer Advisory Working Group
Travel Accounts - Meeting Held (Sept 2010)
Determine appropriate level of detail to which travel expenses should be coded, both to meet ongoing business monitoring needs and to support data mining for procurement to negotiate favorable rates for the University.
Because most travel expenses are reimbursements to individuals, information on amounts paid to vendors (i.e. airlines or hotel chains) is not easily determinable, regardless of what account expenditures are coded to
Working group participants agreed that not all business units felt coding to a detailed level provided more useful information
Requiring travel expenses to be coded to detailed account codes would increase resources required for data entry of accounts payable
If the travel expense module within Peoplesoft is implemented, individuals may be required to break out travel expenses to a more granular level of detail on their electronic claim forms
Travel expenses paid directly to vendors (such as airfare, hotel costs, etc.) should be coded at the detailed travel expense level. Travel expense account numbers are presented below for ease of reference.
| Air Fare
| Rail Transportation
| Rental Cars - Travel
| Other Transportation
| Taxi and Limo Transportation
| Other Accommodation Expense
| Guest Housing
| Field Travel
| Visitor Travel
| Sundry Expenses
In general, travel expenses paid to individuals through travel reimbursements should be coded to the generic travel account (640001). Business units wishing to track travel at a more detailed level may continue to do so.