Clearing CTS & YCAL Charges

• Clearing Charges for 5/1/06 or Later
• Clearing Charges Prior to 5/1/06
• Clearing Travel Advances (Non-CTS & YCAL)

All advances must be cleared using a DaFIS Travel Expense Voucher (TEV or TEVH) document. Departments are strongly encouraged to clear existing advances (i.e., object codes 0080 and 0086) by the end of each fiscal year (June preliminary ledgers). Advances not cleared by that time will be included in the indirect cost recovery assessment calculation for June, and will appear in the June Final ledger as follows:

• Existing non-cash advances (i.e., object code 0086) will appear as expenses in their existing DaFIS accounts, in object consolidation SUB5 - Travel. If the advances are not in the correct expense accounts, they can be transferred using a DaFIS Error Correction (EC) or Year End Error Correction (YEEC) document (for the June Final ledgers).
• Existing cash advances (i.e., object code 0080) will carry forward to the new fiscal year in their existing DaFIS accounts, appearing as "Restore Travel Advance Deferral". They must be cleared via a DaFIS TEV document.

If after reconciling the cash or non-cash advances it is determined an adjustment is needed that cannot be done via an EC or YEEC document, complete the Travel & Entertainment Journal Voucher Request Form. When the form is submitted, it is e-mailed directly to General Accounting for review and processing.

We recommend that you generate the following DaFIS Decision Support (DS) reports to identify advances:

Balance Summary (1) - Use to review the year-to-date balances by account, sub-account, object, sub-object, and project. In addition to the default settings, the recommended parameters are:

• For the Summary Grouping Options, click on the Detail boxes for sub-account, sub-object, and project. Also, in the Subtotal columns, click Account Manager in the 1st column, click Account in the 2nd column, and click Object in the 3rd column.
• Select Fiscal Year 2005-06.
• Select Fiscal Period Range current to current.
• Set the Balance Type Summary to Year to Date.
• In the Chart field, make sure a checkmark appears next to your chart.
• Enter your organization.
• Enter 008% in the Object field.
• Under Balance Summary Options for Pending Transactions click Include.
• Use Output format Spreadsheet and save in Excel format.

Transaction Listing (2) - Use to analyze the travel advance transactions by account. Recommended parameters:

• For Transaction Grouping, Subtotal columns, click Sub Account in the 1st column, Object in the 2nd column, and Project in the 3rd column.
• Select fiscal year 2005-06 for current year advances. Select a previous fiscal year to research carried forward advances.
• Use period July through the current month for the current fiscal year; use July through June
Final for previous fiscal years.
• In the Chart field, make sure a checkmark appears next to your chart.
• Enter your account.
• Enter 008% in the Object field.
• Under Transaction Listing Options, for Document Summarization and Pending Transactions, click on Include.
• Use Output Format HTML.