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TEM Glossary


Affiliation - Used in the TEM Expense Report to describe the nature of the submitter's relationship to the University. Employee, non-employee, student, and candidate are all examples of an affiliation. Note: Expense reports should be completed in the context in which the expense was incurred.

Allocate - Charge a document or item to more than one cost center. You can charge a document or item to a single cost center, or you can split it between multiple project numbers or cost centers.

Application - One or two applications available to users in the TEM system. A user may have access to Expense Report or Travel Plan, or both depending on their activities and responsibilities within the system.

Approver - The University employee(s) responsible for approving a given document as it moves through the workflow. In the TEM system, there may be both a cost center (organizational) approver and a charge code approver (C-FOP).

Arranged Travel - Within the TEM system, some situations will exist for a given organizational unit where an authorized user (or travel arranger) can arrange and pay for (via a travel charge card) travel for one or more employees within an organization.

Attachment - In this context, an attachment represents a TEM document's supporting material. For example, a scanned image of a set of receipts is an attachment. A given document can have multiple attachments.

Blancing Rule - A company's balance of allocations between multiple cost centers, project codes, or both. For example, the University can require that all cost center allocations and all project code allocations add up to the total amount being allocated.

booking - A traveler creates a travel itinerary using an online booking tool, but does not purchase airline tickets included in the itinerary. These airline tickets are considered booked. A travel agency purchases the tickets once the itinerary is approved by the traveler's manager.

Business Policy - The set of rules that a company uses to influence and manage the way the business is run. The University's business policy is used to determine if an item in a document is acceptable. When you attempt to add an item that violates one of these business policies, a warning message is displayed.

Business Purpose/Justification - This is a description, provided by the initial user/creator, of the reason for the expense. This should always describe the business benefit to the University obtained when incurring any expense. The content of this description is critical to the approval process and should therefore be as complete as possible.

C-FOPAL - The Banner charge code string, which consists of Chart, Fund, Organization, Program, Activity and Location. Travel expense reports will derive Banner account string from the described Expense Type.

Charge Code - A unique code consisting of letters, numbers, or a combination of both, which identifies a chargeable entity. This is commonly known at the University as a C-FOP.

Charge Code Reviewer - The user responsible for reviewing and approving expenses charged against a particular charge code. May be the unit's fiscal officer or business manager. Used in the electronic workflow process.

Class of Service - A descriptive field that describes the traveler's level of service that was provided by a carrier. For example, airlines may offer the classes of service of coach, business class, first class, etc.

My Corporate Data - The TEM system allows users to maintain some of their own data elements. These include guests, locations, and project numbers (C-FOPAL). This functionality allows users to predefine frequently used locations, guests, and C-FOPAL's allowing the user to pick from a list rather than keying elements each time. My Corporate Data can be found under the My Info tab.

Costs - Planned expenses you add as line items. The TEM system automatically totals estimated costs.

Cost Center - Organizational units of expense categories. Costs centers refer to general groups, charge codes refer to specific product, or service within the groups. Cost centers are designated by a code consisting of letters, numbers, or a combination of both. The cost center code is a part of the charge code. In University terms, this is generally synonymous with Banner chart/org combinations that define university business units

Cumulative Distance - The total distance amount for each traveler for each mileage calendar period, as defined by the company.

Currency - The system of money in general use in a country. For travel Expense Reports, expenses might be expressed using the system of money in use in the country where travel occurred. For example, lira, peso, euro, etc. are examples of currency.

Destination Airport Code - Used for airfare expense types only, the field describes the airport code and location of a flight's destination. This value should correspond with a traveler's receipts. Note: for ease of use, these codes are prefixed with two character US state codes for domestic airports; International airports start with the country name.

Document - A data organization construct within the TEM system. Can be an Expense Report including a miscellaneous reimbursement or a Travel Plan. A document is issued a unique tracking number and is composed of at least one expense line.

Document Header - A way to organize data within the TEM system and is used to organize expense lines. Each report will have one, and only one, document header. An Expense Report is made up of one document header and at least one (may be multiple) expense lines.

Exception - A violation of a business policy.

Expense - A line item in an Expense Report. An Expense Report is composed of one or more expenses.

Expense Type - For trip reports, this is a predefined list of Expense Types used at the University that correspond to a Banner GL account. Common Expense Types are airfare, car rental, lodging, etc. These Expense Types are provided to users in drop-down lists.

Expense Report - A document in TEM (InforXM) that is a list of at least one expense (travel or miscellaneous reimbursement).

Folio - A form of receipt, most usually issued by lodging providers at the completion of a stay. A folio may contain multiple Expense Types. For various reasons, the contents must be itemized and the folio provides documentation.

FX Rate - Foreign currency exchange rate. Used to convert an expense into US dollars for payment.

Guest - A person who attends a business meal or other event for which you pay and request reimbursement. Depending on the circumstances, the University can require that the guests for certain types of expenses, such as business meals, be listed. You can list one or more guest for an expense, including yourself. A guest differs from a recipient in that a recipient of a gift can be liable for additional taxes on the item received.

Infor Global Solutions - The company that provides the TEM software system to the University.

Itemize - Specify one expense as two or more Expense Items.

Line Item - The details of a specific expense in an Expense Report or a specific planned expense in a Travel Plan.

Location - The designated destination for a given expense line. Each appropriate expense line (e.g., airfare, bus, etc.) must have a destination described.

MRU (Most Recently Used) List - Lists that remember your most recently used entries, such as Location or Cost Center. MRU lists help you create documents faster by displaying your recently-used data. For example, when you edit a line item, you select a new location. This new location is added to your Location MRU list and is available in all Location fields in both current and future documents.

My Inbox - The user's 'home page' within the TEM system. This is represented by a tab on the page where users are taken following logon.

My Info - A section available to users that allows access to user profile information.

Notes - Each document can have comments/notes added by users that interact with the document. This allows users to provide explanations and/or additional information to others that work with a document. For example, an approver could add a request for additional information about an expense and return the document to the submitter via workflow.

Origin - The designated origin for a given expense line. Each appropriate expense line (e.g., airfare, bus, etc.) must have a origination described. Note: Airfare expenses infer origin from the origin airport code.

Origin Airport Code - Used for airfare Expense Types only, the field describes the airport code and location where a flight originated. This value should correspond with a traveler's receipts. Note: for ease of use, these codes are prefixed with two character U.S. state codes for domestic airports; International airports start with the country name.

Out of Office - A selection available in the My Info section that allows a user to indicate that they are out of the office. This designation is used to for workflow operation and communication to other users.

Payment Type - A description of how the expense was originally paid. The contents of this field help determine if an expense is reimbursed to an employee.

Per Diem Rate - A spending limit based on travel location and date for an expense type, typically lodging, meals, and incidental expenses.

Project - The TEM baseline product, as provided by Infor, uses a Project based accounting methodology. In the University deployment (TEM) Project Name and Project Code refer to our Banner based C-FOPAL. Project Name can be used to search for a C-FOPAL, Project Code is a formatted representation of the Banner C-FOPAL code itself. Users will be able to use a default Project and can also benefit from a Project MRU list.

Proxy - A person who is authorized by an employee to create, edit, and review documents for that employee. For example, a Creator Proxy can be assigned when an employee wishes to designate someone else to create their Expense Report. Creator and Reviewer proxies are assigned by the user via the My Info section.

Purpose - A field describing the purpose of the report. Selections available for this field are predefined and include employee travel reimbursements, advances and others. Not all purposes will be available to every user.

Report Title - A user defined description of the document being created in TEM. It is necessary for users to make these titles unique.

TEM - The University acronym for Travel & Expense Management system

Tracking (document) Number - Each report is assigned a system generated document tracking number. This number is used to track and distinguish reports from one another. This number is passed to Banner and can be used to research GL expenses within the TEM system.

Travel Category - For each expense type, this field further describes the expense. For example, this field is used to distinguish between in-state and out-of state travel.

Travel Plan - A document containing the traveler's planned itinerary that includes the planned or purchased means of transportation, lodging, and other necessities of travel.

User Profile - Each user in the TEM system has workflow. The sequence in which a document is processed including the tasks, procedural steps, and organization or people involved. For example, an Expense Report goes through a workflow that includes the creation of the expense report by the user, who specifies the line items in a document. The Expense Report document is then routed electronically to the manager who approves or rejects the line items and exceptions. The account review task is next, in which University Payables assures the receipts are properly attached and then pays the user for approved expenses.

Last Updated: January 30, 2013

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