​Introduction

Create the travel advance in STARS or Payment Services first. Then the traveler can fill out the voucher in Travel Express. Fiscal Coding will be applied automatically.

Create the Warrant Advance

1. The warrant advance must first be created in STARS or Payment Services using Transaction Code 223. (If the traveler is billing another agency, that billing agency creates the warrant advance in STARS.)

2. Enter and make a note of the Current Document Number (STARS) or the Document Number (Payment Services) because this must be used as the Reference Document number when fiscal coding the voucher in Travel Express.

• If a document number is not entered in Payment Services, one is automatically assigned when the Payment Services invoice is sent to STARS. An invoice that has been sent to STARS can be found in Payment Services, and the Document Number can be noted.

Traveler Instructions

1. Create a Travel Express voucher per your agency's procedures. Be sure to click Save on each screen when you enter expenses.

2. In addition to per diem and other expenses, click the Advance tab.

3. Select Warrant Advance from the drop down menu, and then enter the amount of the advance. If you know the STARS or Payment Services Document number for the warrant advance, you could enter it in the Comments field.

4. Click Save.

5. Click the Routing tab to route the voucher to a fiscal coder.

Figure 1 - Warrant Advance​

​Fiscal Coding

1. Select the voucher to code.

• When the voucher is routed to fiscal coding, the Warrant advance is automatically entered on a line with a transaction code MEM and a negative amount. (This transaction code is used only for calculating the amounts in Travel Express and nothing from this line will be sent to STARS.)
• If the traveler forgot to add the advance to the voucher, route the voucher back to the traveler with a comment to add the advance.
  

Figure 2 - Route

• The Warrant advance amount is automatically applied to the line item expenses. Each of these line items will have a transaction code 224, with a positive amount to offset the amount of the MEM transaction code. 
  

Figure 3 - Warrant Advances section

2. On each line item expense that the Warrant advance is applied to (indicated by the TC 224), enter the Current Document Number from STARS or Document Number from Payment Services in the RefDoc and Sfx fields. These are from the TC 223 used to create the warrant advance. (You can use the lookup in Travel Express to search for the Document Number - place the cursor in the RefDoc field and press F3 - and then select it from the lookup.)

3. After entering the document number in the RefDoc field, press TAB. Any other fiscal coding associated with the Reference Document (the PCA, Fund, Budget Unit, etc.) will be entered automatically in Travel Express.

4. Continue with the fiscal coding, be sure to click Save, and then route to an approver per your agency's procedures.

If the Traveler Owes the Agency/State

1. The traveler must return any advance amount not used.

2. To deposit the return, use a TC 112 in STARS or Cash Receipts in a J batch.

3. Use the Document Number from the original TC 223 advance in the Reference Document Number field of the TC 112. This will liquidate the Document record.