Advance – Money given to pre-pay costs for a business trip prior to the actual trip being taken. If the entire advance is not used in a trip, this money will be deducted from future trip expense reimbursements or recouped upon receipt of a check from the traveler.
Alternative Cost Assignment – A feature allowing a cost assignment different from that listed on the Travel Privileges of the employee and is entered when creating a trip. The cost assignment may be changed by percentage at the trip level or at by percentage or absolute amounts at individual expense receipt level. Alternative cost assignment can also include multiple lines of coding.
Approve – This action approves the travel expense or advance request for payment and can only be done by Travel Administrators within the agency.
Cancel – Action taken to a previously paid travel expense/advance to reverse the original financial transaction. Cancelling creates a traveler debit balance after the travel payment cycle is processed. LaGov Travel will either deduct the debit amount from future trip reimbursements or the agency must recoup this upon receipt of a check from the traveler.
Estimated Cost –LAGOV ERP ONLY - Amount field entered when creating a travel advance request. This amount should equal the advance request amount. When a travel expense is attached to the advance, the Estimated Cost receipt line must be deleted before entering actual trip receipts.
Infotype – An employee record containing system controlling characteristics, such as personnel area, cost assignments, bank account numbers, etc.
LaGov Travel – A component of the LaGov system that processes agency travel reimbursements and/or advances.
LaGov ERP – State agencies who currently use the LaGov system for Finance and Purchasing.
LEO – Louisiana Employees Online - The online portal to access LaGov-based functions, such as leave information, training, and travel.
Outstanding Cash Advance – Advance amount given to the traveler before travel expenses have been entered.
My Travel – A LEO tab containing all LaGov Travel options for employees authorized to travel. Options in My Travel include Traveler Work Center, Travel Payments, and Travel Help.
Pre-paid Expenses – Expenses paid by the agency directly to the vendor prior to the trip occurring. These expenses are part of a trip’s cost to the agency but not reimbursable to the employee. Airfare and conference registrations are common pre-paid travel expenses. These amounts may be entered into LaGov Travel to record the total cost of the trip, but will be deducted from the traveler’s reimbursement.
Processing Status – Current status of a travel expense or advance request. Statuses include:
In Processing (requires further action, expense report/advance request has either been saved as draft (not saved and submitted), or rejected by the approver and changes are required)
Released for Approval (saved and submitted; awaiting approval)
Approved (to be paid in next available travel payment cycle)
Transferred to FI (has been paid)
Canceled (previously paid expense/advance canceled. Cancelled trip reimbursements must be recouped by the agency. This is done by either receiving a check from the traveler or by processing another reimbursement for a larger amount. The travel system will then decrease the reimbursement by the amount of the cancelled trip.)
Routine Travel – Travel required in the course of performing his/her job duties. This does not include non-routine meetings, conferences, and out-of-state travel.
Save – This function is used to save data in the database. LaGov Travel validates before saving the data. If an error occurs, the data is not saved, but messages are displayed with details for corrective action.
Save to Drafts – A function to save data without sending to a Travel Administrator for approval.
Traveler Work Center – A component within LaGov Travel for inputting, viewing, and modifying travel expenses and advances.
Transferred to FI – A status indicating a trip has posted to the financial ledger and reimbursed to the traveler.
Travel Administrators – Positions who administer travel reimbursement functions for authorized travelers within their agency(s).
Travel Expense Report – A travel reimbursement request listing of all travel-related expenses incurred during a trip. These include standard expenses such as lodging, mileage, and meals, as well as agency pre-paid expenses and advances paid.
Travel Privileges – An infotype containing cost assignment data and other travel-related information for an traveler’s trip reimbursements. Travel privileges are required for specified date ranges before travel expenses/advances may be entered into LaGov Travel.
Trip Region – A field specifying the area the travel occurred. This field is used to cost travel expenses to In State Travel or Out of State Travel. This field is also tied to specific State Travel Regulations tier allowance amounts for meal reimbursements. If meal reimbursement amounts are entered exceeding that tier’s allowance, a warning message will display.
Trip Type (or Trip Type Enterprise) – A field for selecting the type of travel being taken. Examples of Trip Types include (but are limited to) Conferences, Field Travel, Meetings, Athletics, and All Other Travel. The fields help determine the costing object the trip is charged.
Weekly Entry – A method of entering routine in-state travel expenses (that do not include travel advances) in a week-by-week format. Weekly Entry is a separate component from the other parts of the Traveler Work Center and entries will not show up in the All My Expense Reports or All Exp/Adv Req tabs. Likewise, any expenses entered through the Create New Expense Report component will not show up in the list of Weekly Reports.
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