Revised: 08/29/2025
Contents
If a traveler should be reimbursed from a fund other than the fund that pays the traveler's salary, the Fiscal Officer needs to make a ChartField change.
By default, employees will be reimbursed for travel using the same funding (combo code) used in the OAKS FIN Human Capital Management (HCM) system for their salary.
In certain situations, agency fiscal staff may add or change ChartField information prior to payment so that employees are reimbursed from a different budget. Agencies must not change ChartField coding on Expense Reports created from a prior year Travel Authorization. Changing coding will cause the Expense Report to fail budget check.
If ChartField changes are made, the document is automatically re-budget checked by the next scheduled batch process.
Agency Fiscal Officers have a five day hold period to allow for ChartField changes and federal draw downs.
The five day hold period begins with the expense report approval date.
After five calendar days, employees are reimbursed using their default combo code from HCM.
The Fiscal Officer can search for specific Expense Reports in OAKS FIN or run the OH_TE_ER_PENDING (i.e., Pending Expense Reports Detail) report to look for specific ChartFields which may require updating.
NOTE: If you select Default Accounting for Report under Actions, you are changing each line in the Travel Authorization or Expense Report, to the coding that you entered. However, if you scroll down to Accounting Details for each expense type, you can choose to change the coding on one line and not all of them. The following steps to updating ChartField information for both Travel Authorizations and Expense Reports, provides both options.
Select Empl ID from the Search by dropdown.
Enter criteria in the begins with field.
Click Search.
The Search Results displays.
Click Empl ID of required travel authorization.
The Budget Review Travel Authorization page displays.
The ChartFields values for the expense will display.
Update ChartField values as necessary.
Add a new ChartField lineChartField line, if necessary.
Click Save.
Enter the Empl ID or click the search icon.
Click Search.
Or click Search without entering search criteria to view all Expense Reports that can be modified.
The Search Results displays.
Click GO.
The Accounting Defaults page displays.
Click Add ChartField Line, if necessary.
Click OK.
The Budget Review of Expense Report page displays.
Select Empl ID from the Search by dropdown.
Enter criteria in the begins with field.
Click Search.
The Search Results displays.
Click Empl ID of required travel authorization.
The Budget Review Travel Authorization page displays.
The ChartFields values for the expense will display.
Update ChartField values as necessary.
Add a new ChartField lineChartField line, if necessary.
Click Save.
Enter the Empl ID or click the search icon.
Click Search.
Or click Search without entering search criteria to view all Expense Reports that can be modified.
The Search Results displays.
Click GO.
The Accounting Defaults page displays.
Click Add ChartField Line, if necessary.
Click OK.
The Budget Review of Expense Report page displays.
