Announcements - Travel & Expense

Travel related account code usage

Agencies are reminded of the travel related account code usage for all travel occurring on and after January 1, 2016 defined in Informational Circular 16-A-010.

https://admin.ks.gov/resources/informational-circulars/informational-circulars---accounting/fy2016---accounting-info-circs

  • Account codes in the series 5251XX (In-State), 5252XX (Out-of-State) and 5253XX (International) shall be used in AP and all other modules EXCEPT Travel and Expenses.
  • Account codes in the series 5255XX (All locations) shall be used ONLY in the Travel and Expenses module. Location entered for the expense report will determine the in-state, out-of-state, and international designation.

 

Account Codes used in AP and all other modules EXCEPT Travel & Expense

 

Account Codes used ONLY in the Travel & Expense module

 

In-State

Out-of-State

International

 

All locations

Travel Related Account Code Descriptions

 

 

Travel & Subsistence:

52510

52520

52530

 

52550

Private Vehicle Miles

525110

525210

525310

 

525510

Hire of Cars Planes Buses

525120

525220

525320

 

525520

State Car Exp

525130

525230

525330

 

525530

Air Rail and Bus Fare

525170

525270

525370

 

525570

Meals and Lodging

525180

525280

525380

 

525580

Non-Subsistence

525190

525290

525390

 

525590

 

Throughout FY 2017, the SMART Team identified the misuse of travel related account codes for transactions in both the Accounts Payable module and the Travel and Expenses module. ManageEngine Service Desk tickets were submitted requesting the appropriate journal entry corrections in the associated module.

Agencies are responsible for correcting the misuse of these travel related account codes.

Queries are available to assist agencies with identifying the misuse of travel related account codes:

  • KS_AP_TE_ACCOUNTS_IN_AP – to identify incorrect account codes in the AP module
  • KS_EX_AP_ACCOUNTS_IN_EX – to identify incorrect account codes in the TE module

The SMART Team will also continue to identify the misuse of travel related account codes for transactions in both the Accounts Payable module and the Travel and Expenses module. ManageEngine Service Desk tickets will be submitted to agencies requesting the appropriate journal entry corrections in the associated module. Use these links for assistance with creating journal vouchers in the modules:

Accounts Payable, How to Enter a Journal Voucher: http://smartweb.ks.gov/docs/default-source/ap---vouchers---job-aids/how-to-enter-a-journal-voucher.pdf?sfvrsn=8

Travel and Expenses, Creating a Journal Expense Report:  http://smartweb.ks.gov/docs/default-source/t-e---job-aids/creating-a-journal-expense-report-06-03-14.docx?sfvrsn=8

Travel and Expenses, Creating Journal Expense Reports – Training Guide: http://smartweb.ks.gov/docs/default-source/t-e---job-aids/creating-journal-expense-reports---training-guide-06-03-14.docx?sfvrsn=8

Submit a ManageEngine Service Desk ticket for any questions regarding the use of travel related account codes.