GSFC Integrated Travel Manager

Training Guide Supplement

National Aeronautics and Goddard Space Flight Center

Space Administration
Greenbelt, Maryland
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Goddard Space Flight Center’s IFM electronic travel management system, Travel Manager, will be moving
from a stand-alone environment to an integrated one, with the implementation of the Agency’s new accounting
system, SAP. End users, currently familiar with Travel Manager will not notice any significant changes. The
look and feel of the application has gone unchanged. One major difference between the two versions of the
software is how accounting information is added to a document. This training document will highlight the
differences, configuration and process changes between the two versions of Travel Manager, as well as provide
steps required to properly prepare travel documents.

The integrated environment means that all Travel Manager documents will be batched and submitted through an
interface to the SAP accounting software for posting of financial data.

All Financial Classifications Structure (FCS) data must be accurate and reviewed before the documents are
submitted to the Travel Office.

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Process and Configuration Changes for Integrated Travel Manager

• Travel Authorization Number: The TG number will be obsolete and replaced with the Travel Manager
generated TA Number. The TA Number is generated and added to the document when the authorization
is stamped SIGNED.

• Traveler Profile Window: The interface will require the Organization and Printed Organization fields
to be complete. If either item is missing the document will fail the interface to SAP.

• Cost Center: Each traveler’s cost center will be stored in the traveler profile window. The cost center
will be housed on the second line of the duty station address. Do not change, modify or delete the cost
center in any way. By manipulating the cost center, you will compromise the document and it
may fail the interface to SAP.

• No Cost Documents: When creating a No Cost document, ensure the trip type is set at, NO COST in
the itinerary window. No expenses should be claimed on a No Cost document. If a document has a trip
type of No Cost, and expenses exist on the voucher, the voucher will fail the interface to SAP. If after
an authorization is complete and it is determined that expenses will be claimed, the authorization
document must be amended, changing the document type and including an estimated cost.

An example of a No Cost document is; same day travel to Wallops in a government vehicle and is less
than 12 hours.

• Foreign Travel Authorized: For a foreign travel document to properly post in SAP, it is vital that the
authorization created has, “Foreign Travel Authorized” from the “Other Authorizations”, added to the
document.

• Split Year Travel Process: The process for completing travel that spans two fiscal years will change
with the implementation of the accounting system. A travel authorization document must be created for
dates within each fiscal year.

• Accounting Code Window: There are four mandatory parts to the accounting code structure (see table
on page 10).

o Part 1 is the WBS

o Part 2 is the Fund (HSF/SAT)
o Part 3 is the Internal Order
o Part 4 is the Object Class Code (21xx).

Do not attempt to change the organization associated with the WBS, it should remain as 51. If the
organization field is altered, the document will fail the interface to SAP.

For accounting code crosswalk information refer to the Legacy JON to Core Financial FCS Crosswalks, which
can be found on-line at http://corefinancial.gsfc.nasa.gov/CrossWalks/

Additional help? Contact the RFO Help Desk at 301-286-4IFM

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Foreign Travel Authorized

Foreign travel authorizations created in the integrated version of Travel Manager must include the Other
Authorization, Foreign Travel Authorized for proper posting in SAP. The Other Authorization window can be
accessed one of two ways. Option one, is to hit the button in the ‘For This Document You Can’: area
in the top right of the screen in Lodging and M&IE window.

The second way to access the Other Authorization window is to click on the Document Summary link on the
document toolbar. From the Document Summary window, the user can scroll down to the section Other
Authorization Details. Click on the link, and Travel Manager will display the main Other Authorizations
window.

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From the main Other Authorization window, the user will see a list of other authorizations. Other
Authorizations are comments that can be applied to the document when relevant to the traveler’s trip.

From the master list, select the other authorization, FOREIGN TRAVEL AUTHORIZED. Once selected the
user will notice that the other authorization that was selected will no longer reside in the master list. The other
authorization FOREIGN TRAVEL AUTHORIZED will now appear in the Other Authorization on Current
Authorization block at the bottom of the screen. Once selected, the user can continue completing the document.

Split Year Travel

Split year travel will be entered as two documents for dates within each fiscal year. Create two
Authorizations: one for the end of the first fiscal year and the other for the beginning of the second fiscal year.
All appropriate expenses will need to be entered for each document by the date in which the expense is going to
be incurred. Identify each Authorization number and the total number of days in the Comments field of both
documents to ensure that the two documents are linked. Other changes necessary for both documents are
described below.

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The current FY Authorization can be obligated. The next FY Authorization will be obligated when the funds
become available in the Center’s Financial Accounting System.

CREATE FIRST AUTHORIZATION FOR CURRENT FY

Enter the Start and End dates for the trip into the Itinerary. The End date will be 09/30/yyyy (last day of current
fiscal year). Because the first Authorization is not really ending on September 30th, the lodging and M&IE
amounts for the last day must be updated to the full amount allowed.

Click the Lodging/M&IE link to display the Lodging and M&IE details. Scroll down to the last day of the trip
and click the Pencil Icon to update the record. The Update Lodging/M&IE page will be displayed.

Click the Lodging and M&IE button, in the ‘For this Document you can:’ area, in the top right.
The Overrides page will be displayed.

Click in the Quarters field and enter 4. This will change the amount allowed for M&IE to 100%. (1 = ¼ or
25%, 2 = ½ or 50%, 3 = ¾ or 75% and 4 = 100%). Click the Override Lodging and M&IE Overrides

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button, in the ‘For this Document you can:’ area, in the top right. The Update Lodging/M&IE page will be
displayed again. Than, click the Expense Changes button, in the ‘For this Document you can:’ area, in
the top right. The Lodging/M&IE page will be displayed again. The last day of lodging and M&IE should be
the same as all other days except for the first day. (This may not be true if more than one rate applies,
depending on the per diem location chosen and the travel dates selected). Provide comments to indicate split
year travel. Continue processing the document as necessary.

Create Second Authorization for Next FY

Enter the Start and End dates for the trip into the Itinerary. The Start date will be 10/01/yyyy (first day of new
fiscal year). Because the second Authorization is not really beginning on October 1st, the lodging and M&IE
amounts for the first day must be updated to the full amount allowed.

Click the Pencil Icon of the first Lodging and M&IE record in the document to open for adjustment. The
Update Lodging/M&IE page will be displayed. Next click in the Lodging field, and enter the allowed lodging
amount. Now, click the Lodging and M&IE button, in the ‘For this Document you can:’ area, in
the top right. The Overrides page will be displayed.

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Click in the Quarters field and enter 4. This will change the amount allowed for M&IE to 100%. (1 = ¼ or
25%, 2 = ½ or 50%, 3 = ¾ or 75% and 4 = 100%). Than click the Override Lodging and M&IE button,
in the ‘For this Document you can:’ area, in the top right. The Update Lodging/M&IE page will be displayed
again. Click the Expense Changes button, in the ‘For this Document you can:’ area, in the top right.
The Lodging/M&IE page will be displayed again. The first day of lodging and M&IE should be the same as
all other days except for the last day. (This may not be true if more than one rate applies, depending on the per
diem location chosen and the travel dates selected). Provide comments to indicate split year travel. Continue
processing the document as necessary.

ACCOUNTING CODE STRUCTURE:

The accounting code structure in post-SAP Travel Manager will be different than the accounting codes structure
in the pre-SAP Travel Manager. Below, is a screen shot of the accounting code structure in pre-SAP Travel
Manager.

Pre-SAP Travel Manager Accounting Code Structure

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Notice there are seven fields filled in. The old accounting system required, up to eight fields to be filled in for
processing. Those fields include: the Program Code or UPN number, the Function code, the Object Class code,
Reimbursable Code, Center ID, the Program Year, Fund Source and the Org Code.

In post-SAP Travel Manager, the new accounting system will only require four mandatory elements to be
completed prior to processing. Those elements are: WBS, Fund, Internal Order, and the Object Class.

Post-SAP Travel
Manager
Accounting Code
Structure

The User will be responsible for completing the accounting code, by entering the Internal Order and the Object
Class to the existing accounting code structure. The object class and internal order information can be obtained
by using the GSFC to SAP Financial Structure Crosswalk. Use the following URL to access the crosswalk,
http://corefinancial.gsfc.nasa.gov/CrossWalks/.

Which accounting code should I use?

A GSFC to SAP Financial Structure Crosswalk has been developed to help aid Users on which accounting code
to select. As mentioned above, the accounting code structure will change in integrated Travel Manager as well
as the label used to identify the accounting code. Before the integrated version of Travel Manager, the
accounting code label consisted of the Center ID, fiscal year, the seven digit UPN number, and an alpha. In
integrated Travel Manager the Accounting Code Label will display the valid combinations of FCS elements
extracted from Core Financial. The Travel Manager Account Code Label will be populated based on the
following source data from the SAP Core Financial module:

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Label SAP Source Field Description

Position
1 Fund Direct or Reimbursable – represented by a ‘D’ or ‘R’
2-4 WBS UPN
5-6 WBS System
7-8 WBS Sub-AIN (Issuing Center’s AIN from sub-authorized
account code: if the account code is not sub-authorized
then these two fields will be populated with XX)
9-11 Fund Next Unique Identifier of WBS from ACCLABEL on TM
Account Code Table
12 Fund Appropriation – represented by an ‘H’ or ‘S’ for HSF/
SAT
13-14 Fund Fund Source
15 Fund Program Year (1 digit) from Fund

ADDING ACCOUTING CODES TO A DOCUMENT

Accounting codes for your organization will no longer be displayed in the Master Accounting Codes area in
the center of the page. Accounting codes will now be stored at the center level, and not at the organization
level.

To select an accounting code, the User, will have to click the to a Different Organization button, in the
For This Document You Can: area in the top right of the screen.

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Next, enter the center ID, 51, for Goddard, and hit the An Organizations Name button in the For
This Document You Can: area.

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Once the page reloads, click on the 51, under organization name at the top of the list, and a list of accounting
codes will be displayed.

Navigate through the list of available accounting codes by using the Prev 10 and Next 10 buttons.
Click the appropriate label from the Master Accounting Codes area at the top of the page. Select the desired
accounting code by clicking on the label. The accounting code that you selected will be displayed in the
Accounting Code for window at the bottom of the screen.

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Note:

If the user knows the accounting label that will be used on the document, they can type the complete label in
the Enter Search Criteria on the top of the page, and than hit the Retrieve button to find the accounting codes
associated with the label entered.

In pre-SAP Travel Manager, once the user selected the accounting code, they were done, and could move onto
the next window. In post-SAP Travel Manager, once the accounting code is selected, the User must update the
accounting code by clicking on the Pencil Icon .

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From the Update Accounting Code window, the User will enter in the Internal Order and Object Class code.
Once the two required elements have been completed click the Acct. Code Updates button in the ‘For
This Document You Can’: area in the top right of the screen.

Note:

DO NOT place a check in the yellow box, Save Accounting code and extended
Accounting codes to master list. Most users will not have the ability to check this box.
By checking this box, you may compromise the integrity of the accounting code,
causing various problems with the document.

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From the main accounting code window, the User will notice the elements of the accounting code that were
entered manually among the rest of the accounting information in the bottom of the window.

Legacy JON to Core Financial FCS Crosswalk,

As mentioned above, the implementation of the SAP required a new accounting structure, which is completely
different than the pervious make up of accounting codes. The Legacy JON to Core Financial FCS Crosswalk
has been developed to aid Users on which accounting code structure to use. The crosswalk can be accessed via
the web at http://corefinancial.gsfc.nasa.gov/CrossWalks/

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Once the Core Financial – GSFC Crosswalk page is displayed. The user will than click on the appropriate link,
depending the on the type of travel document that is being created. The user will enter in the seven-digit UPN

number without using dashes, and than click the button.

The next window that is presented will display a list of all the accounting codes that are associated with the
UPN number that was entered.

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Click on the UPN that represents the JON needed to complete the document. The next page will display the
different elements that make up the accounting code.

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From this window, the User will be able to find the proper Internal Order and Object Class information that
is needed to complete the accounting code in Travel Manager. The Internal Order and Object Class code must
be entered into Travel Manager as they appear in this window. Any mistake will affect the documents ability to
interface with SAP.

Additional help? Contact the RFO Help Desk at 301-286-4IFM