Using the Travel Reimbursement

This page briefly explains how to complete a basic Travel Reimbursement in KFS. Your department or school may have policies or procedures that pertain to processing these reimbursements, and should be followed if applicable. We recommend filling out the Trip Overview tab first, then filling out the rest. Remember to consistently save your work.

Contents

How to Access the Travel Reimbursement (TR) eDoc

You can access the TR from ZotPortal. The link is under the Travel and Event Management Portlet.

ZotPortal login page with username and password fields for UCI credentials
The ZotPortal login page where users enter their UCI credentials to access KFS and other university systems.
  • Find and select the Finances/KFS tab in the yellow menu bar at the top of the page.
ZotPortal top navigation bar showing the Finances/KFS tab in the yellow menu
The ZotPortal top navigation bar with the Finances/KFS tab location highlighted in the yellow menu.
  • Find the Travel and Event Management Portlet.
  • Expand the Transactions menu by selecting the plus (+) sign.
  • Click on the Travel Reimbursement link to begin a new reimbursement.
Travel and Event Management portlet with the Transactions menu expanded, showing the Travel Reimbursement link
The Travel and Event Management portlet with the Transactions menu expanded, showing the Travel Reimbursement link used to begin a new reimbursement.

Document Overview Tab

  • The Description field should be left blank. It will auto populate with the payee's name after the document is saved.
  • Be sure to enter a detailed explanation into the Explanation filed as it is required by policy.
Document Overview tab showing the Description field left blank and the required Explanation field
The Document Overview tab with the Description field (to be left blank for auto-population) and the required Explanation field where a detailed explanation must be entered per policy.

Trip Overview Tab

  • Use the Traveler Detail Type radio buttons to choose a payee type. For more information on types of payees, please see our About the Travel Reimbursement page.
Trip Overview tab showing the Traveler Detail Type radio buttons for selecting Employee, Vendor, or One-Time Payee or Student
The Traveler Detail Type radio buttons on the Trip Overview tab, used to select the appropriate payee type before looking up the traveler.
  • Select the Traveler Lookup icon to choose the traveler being reimbursed.
    • If Employee is selected for the Traveler Detail Type, the TEM Profile Lookup screen will open. In the TEM Profile Lookup, you will only be able to find people that you are an arranger for. Our TEM Profile FAQ page and Creating a TEM Profile page have helpful information on TEM Profiles and selecting employee payees.
    • If Vendor is selected, the Vendor Lookup screen will open.
    • If One-Time Payee or Student is selected, you must manually enter the payee's information
Trip Overview tab showing the Traveler Lookup magnifying glass icon used to search for and select a traveler
The Traveler Lookup icon on the Trip Overview tab, which opens the appropriate lookup screen (TEM Profile, Vendor, or manual entry) based on the selected Traveler Detail Type.
  • For employees and vendors, you can find your payee by entering search criteria and then clicking the search button. The payee's information will be populated into the document after the return value link is clicked.
TEM Profile Lookup search results showing a list of matching travelers with Return Value links for selecting a payee
The TEM Profile Lookup search results page showing matching travelers, with Return Value links used to populate the selected payee's information into the TR document.
Trip Overview tab with traveler name, address, and contact information automatically populated after selecting a payee from the lookup
The Trip Overview tab showing the traveler's information automatically populated into the document after a payee has been selected from the lookup.
  • The Liability Insurance box must be checked if the reimbursement eDoc is paying mileage.

Trip Information Section

The bottom half of the Trip Overview tab is the Trip Information Section. This section requires more detailed information to be entered regarding the trip.

Trip Information Section of the Trip Overview tab showing fields for Chart Code, Trip Type, Trip Begin and End Dates, and Primary Destination
The Trip Information Section at the bottom of the Trip Overview tab, where Chart Code, Trip Type, travel dates, and Primary Destination are entered.

Chart Code

The Chart Code will populate based on the initiator's Primary Department Code. The Chart Code in the Accounting lines must be the same as the Chart Code in the Trip information Section.

Trip Types

  • In-State: Travel from one California City to another California city.
  • International-Oconus: Travel from Irvine to an International Country OR Travel From an International country to Irvine.
  • Out of State-Conus & Oconus: Travel to a US State or Territory

Tip: CONUS stands for "Contiguous United States" and includes the lower 48 states. OCONUS means "Outside the Contiguous United States" and includes Hawaii, Alaska, other territories under the control of the United States, and all international destinations.

Trip Begin and End Dates

Trip Begin and Trip End dates are selected by clicking on the date selector and clicking on the appropriate dates.

KFS calendar date selector popup showing a monthly calendar grid with navigation arrows for moving between months and years and an X button to close
The KFS calendar date selector used to choose Trip Begin and End dates, with navigation arrows to change months and years and an X button to dismiss the calendar.
  • Click on the ">" symbol to change the month and the ">>" option will change the year.
  • The symbol "<" will change to the previous month and "<<" will change to the previous year.
  • The "x" symbol with remove the calendar.

The Primary Destination lookup

The Primary Destination lookup should be used to find the City that is the Traveler's destination.

  • When selecting Hawaii, Alaska or a US Territory as the Primary Destination, the Trip Type should always be Out Of State – Conus & Oconus. The City should be chosen in the Primary Destination lookup.
  • Hawaii, Alaska and the US Territories are coded as Oconus and will prompt the document to allow Per Diem to be added as an expense. Choosing "International" as the trip type for these destinations will cause them to show as Conus and adding Per Diem expenses will trigger an error.
Primary Destination lookup showing a US territory destination selected with Trip Type correctly set to Out of State Conus and Oconus
Example of selecting a US territory (such as Hawaii or Alaska) in the Primary Destination lookup with Trip Type correctly set to Out of State – Conus & Oconus to ensure Per Diem expenses are handled correctly.
  • To choose a Primary Destination, select the Primary Destination Lookup icon.
Primary Destination Lookup icon button used to open the destination search screen
The Primary Destination Lookup icon used to open the destination search screen where the traveler's destination city can be found.
  • The Trip Type will populate the Trip Type that was chosen in the previous screen.
  • The Country State drop down displays US States and territories first, then international countries.
  • The County field allows you to enter a US County.
  • The Primary Destination field is where cities can be entered.

Tip: Using special characters can help your search. In this example *CAN* was used to find Cannes. Using the asterisks on both sides of "CAN" tells the lookup to find any Primary Destination that contains "CAN".

Primary Destination lookup search results showing Cannes, France found by entering the wildcard search term asterisk CAN asterisk
An example of using wildcard characters (*CAN*) in the Primary Destination lookup search to locate the city of Cannes, demonstrating how partial search terms can help find destinations.

Destination Not Found: The "destination not found" option should be used only in following cases:

  • The destination cannot be located as described in the search.
  • When a traveler is traveling from outside the Continental United States.
    • Choose Trip Type: International
  • When a traveler is traveling from another state to California
    • Choose Trip Type: Out of State

To manually enter a Primary Destination, select the "destination not found" button. The destination not found button appears as a globe icon.

Primary Destination lookup screen showing the destination not found globe icon button for manually entering a destination not in the system
The "destination not found" globe icon button in the Primary Destination lookup, used when a city cannot be located through the standard search and must be entered manually.

Manually type in Destination information.

Manual destination entry fields showing a custom city and country typed in for Cannes, France after selecting destination not found
The manual destination entry fields that appear after selecting "destination not found," allowing preparers to type in a custom city and country such as Cannes, France.

Business Purpose

A Business Purpose is required and can be the same information that was entered into the Explanation field.

Image Scanning Tab

There are currently 3 options on uploading supporting documentation relating to the reimbursement. For more information on what supporting documents are required, see the Reference Guide.

The maximum allowable attachment size is 5MB. PDFs or simple Excel document types (.csv, .xls, .xlsx) are allowed.

Option 1: Upload supporting documentation

Follow these steps to upload your supporting document images to FileNet:

  • Upload is not available until the document has been saved, submitted, or blanket approved.
  • Before you upload any images, make sure that any sensitive or personal data is redacted. Files cannot be deleted after they are uploaded.
  • Scan or photograph your documents into one of the following file formats: .pdf, .jpg, .jpeg, .bmp, .png, .tiff, or .tif.
  • Go to the Image Scanning tab and click the Browse button to select the image from your computer.
  • Click the Add button to upload your image to FileNet. No cover sheet is needed.
  • The Notes and Attachments Tab should never be used to upload supporting documentation items to a TEM or DV e-document. Sensitive or personal information cannot be redacted or removed once uploaded in the Notes & Attachments tab

Option 2: Link to scanned information on another document

If your supporting documents were scanned into a previously completed TEM e-document that was subsequently disapproved, link that disapproved eDoc to the new one you are creating. Enter the document number of the disapproved document into the Scanned Document Number field in this section.

Option 3: Central Scanning

After the TR or ENT document has been saved, select the link in this section to print an automatically generated coversheet. All supporting documents should be clipped to it. Send the cover sheet and supporting documents to Central Scanning. The e-document will be placed in a "scanning hold" until after documents are uploaded to FileNet by Central Scanning.

You can find more information on Image Scanning by clicking on the flowing link:

 

Daily Expenses Tab

Daily Expenses tab provides a breakdown of individual meals, incidentals, and lodging expenses for each day of a trip. The system will populate this tab after the preparer selects the Create Daily Expenses icon. The location and dates for each day are automatically populated by the system based on the primary destination and the travel beginning and ending dates entered in the Trip Overview tab. The dates cannot be changed, but the location can be edited for each day by selecting the magnifying glass lookup icon next to the primary destination.

  • The Trip Overview tab must be completed for the Daily Expense tab to appear.
Daily Expenses tab showing the Create Daily Expenses icon button used to generate the daily expense breakdown
The Create Daily Expenses icon on the Daily Expenses tab, which generates the daily expense breakdown table based on the trip dates and destination entered in the Trip Overview tab.

Domestic Daily Expenses

Domestic Primary Destinations will prefill all fields with zero values to prompt the preparer to fill out the fields with actual expenses for those items.

There is a Key in the upper right corner of the Daily Expenses tab. The Key lets users know what the Copy down expense and Custom Destination buttons look like. The Copy down expense and Custom Destination buttons can be found in the expense lines.

Daily Expenses tab for a domestic trip showing expense rows prefilled with zero values for meals, incidentals, and lodging, with a Key legend in the upper right corner
The Daily Expenses tab for a domestic trip showing expense rows prefilled with zero values, a Key legend in the upper right corner identifying the Copy Down and Custom Destination buttons found in each expense line.

International Daily Expenses

International Primary Destinations will prefill all fields with the current Federal Per Diem rates. TRs for international travel also require preparers to fill out the International Accommodation Information section for each day of the trip. If you select the Personal checkbox, the amounts are zeroed out for that day.

Daily Expenses tab for international travel showing expense rows prefilled with Federal Per Diem rates and the International Accommodation Information section required for each day
The Daily Expenses tab for international travel, with fields prefilled with current Federal Per Diem rates and the required International Accommodation Information section that must be completed for each day of the trip.

Copy Down Button

The Copy Down duplicates the destination and amounts entered in each field of the selected date to the days listed below. If you select the Personal checkbox, the amounts are zeroed out for that day.

Daily Expenses tab showing the Copy Down button on an expense row used to duplicate that day's destination and amounts to all subsequent days
The Copy Down button on the Daily Expenses tab, which duplicates the destination and expense amounts from a selected date to all days listed below it, saving time when daily expenses are consistent.

Update and Remove Daily Expenses

Selecting the Update Daily Expenses button recalculates the totals for each day and the Grand Totals section. Selecting the Remove Daily Expenses button removes the entire Estimated Daily Expenses table. Users can reselect the Create Daily Expenses icon to fill in the table again.

Daily Expenses tab showing the Update Daily Expenses and Remove Daily Expenses buttons at the bottom of the expense table
The Update Daily Expenses and Remove Daily Expenses buttons on the Daily Expenses tab, used to recalculate totals or clear the entire daily expense table respectively.

Actual Expenses Tab

The Actual Expenses tab is where users can provide details on the expenses relating to the travel that need to be reimbursed. Once an expense has been added, a new blank line appears. KFS will only allow you to enter one expense type line per day. Users can further break down receipts, if desired, underneath the Expense Type/Date, by expanding the Actual Expense Details.

  • Step 1:; Enter the Expense Date, Expense Type, and the total amount of all (in this example there are three) receipts. Them select the add button.
Actual Expenses tab showing the Expense Date, Expense Type, and Amount fields filled in with the Add button ready to submit a new expense line
Step 1: The Actual Expenses tab showing the Expense Date, Expense Type, and total Amount fields completed before selecting the Add button to create the expense line.
  • Step 2: Select the "show" button under the Notes field.
Actual Expenses tab showing an added expense line with the Show button under the Notes field used to expand the Actual Expense Details section
Step 2: The added expense line on the Actual Expenses tab, with the Show button under the Notes field used to expand the Actual Expense Details section for breaking down individual receipts.
  • Step 3: Enter the amount of the first receipt, then select the "add" button.
Actual Expense Details section expanded showing an amount field for entering the first individual receipt amount with the Add button
Step 3: The expanded Actual Expense Details section showing the amount field where the first receipt amount is entered before selecting the Add button.
  • Step 4: Once the first line is added a new line will appear above it with the balance of the total amount. Change the amount to the amount of the second receipt.
Actual Expense Details showing the first receipt line added and a new balance line automatically appearing above it with the remaining amount
Step 4a: After adding the first receipt line, a new line automatically appears above it displaying the remaining balance of the total expense amount.
Actual Expense Details showing the balance line with the amount updated to reflect the second receipt value
Step 4b: The balance line with the amount updated to reflect the second receipt amount, ready to be added.
  • Step 5: Add the third expense and select the "add" button
Actual Expense Details section showing all three receipt lines entered with the Add button ready to finalize the last expense
Step 5: The Actual Expense Details section with all three individual receipt amounts entered and the Add button ready to finalize the breakdown of the total expense.

CTS and Corporate Card charges can be imported and reconciled by selecting the Look Up/Add Multiple Imported Expense Lines icon.

Travel Expense Total Tab

The Travel Expense Total tab provides a summary of expenses.

Travel Expense Total tab showing a summary of total expenses, eligible reimbursement amount, CTS charges deducted, and the total reimbursable amount
The Travel Expense Total tab providing a summary breakdown of all entered expenses, amounts eligible for reimbursement, any CTS card charges deducted, and the final total reimbursable to the traveler.
  • Total Expenses: The total amount of expenses that have been entered into the TR document
  • Eligible for Reimbursement: The total amount of reimbursable expenses in the TR document.
  • Less CTS Charges: This expense is when a CTS card was used for air or lodging booked and charged on behalf of the traveler. This is not reimbursed to the traveler.
  • Total Reimbursable: This amount is what will be reimbursed to the traveler for their out of pocket expenses.
  • Reimbursed from this Trip: Total paid to the traveler.

Special Circumstances Tab

The Special Circumstances tab includes key questions that may be asked by Accounts Payable reviewers. The question(s) should be answered and boxes checked ONLY if it pertains to the Travel Reimbursement. If not applicable, leave the section blank.

Special Circumstances tab showing a list of yes or no questions with checkboxes to be completed only if applicable to the travel reimbursement
The Special Circumstances tab with questions and checkboxes that should only be completed if directly applicable to the specific Travel Reimbursement being processed.

Accounting Lines Tab

Account Number, Object Code, Expense or Encumbrance, and Amount are required fields. Check the Account Distribution by Object Code section to see how the Object Code and Expense or Encumbrance fields should be completed. The add button must be selected for an accounting line to be added.

Each accounting line has a Line Description field. Information entered into the Line Description field will show as the document description on the General Ledger. If the Line Description is left blank, the General Ledger will show the description that appears in the document overview tab.

The Account Distribution by Object Code section of the “Accounting Lines” tab lists the acceptable KFS Object Codes to be used for this reimbursement. These object codes were determined by the expense types identified in the Actual Expenses tab. No other Object Codes may be used on this eDoc, and users will get a warning/error if they try to input a different object code in the Accounting Lines.

Accounting Lines tab showing the Account Distribution by Object Code section listing acceptable KFS Object Codes determined by the entered expense types
The Account Distribution by Object Code section of the Accounting Lines tab, displaying the acceptable KFS Object Codes that must be used based on the expense types entered in the Actual Expenses tab.
Accounting Lines tab showing the required Account Number, Object Code, Expense or Encumbrance, and Amount fields for entering reimbursement accounting information
The Accounting Lines tab showing the required fields — Account Number, Object Code, Expense or Encumbrance, and Amount — that must be completed and submitted using the Add button.

Payment Information Tab

Payment Method

The Payment Method drop down allows you to choose how the payee receives payment. In almost all cases, you should select P- Check/ACH (EFT). With this option selected, the payee will either:

  • Receive a check sent to the address in the Traveler Section of the Trip Overview tab or
  • Receive a direct deposit (ACH and EFT stand for direct deposit).

The Wire Transfer (Foreign BANK Only) option can be selected if the payee does not have a bank account in the U.S. Reimbursement payments may be sent via foreign banks in U.S. dollars or in foreign country currency to individuals or to vendors.

Individuals must submit the completed and typed, Wire Transfer Request form. The completed form is required documentation and must be uploaded to the image scanning tab of the reimbursement.

Check Stub Text

The Check Stub Text will be printed on the payee's check. When paying a vendor, it is very important to type in details in the Check Stub Text field:

  • Invoice number and invoice date – department will receive the vendor invoice
  • Name of the event as listed on the vendor invoice or contract
  • Date of the event
  • Amount due
  • Include vendor contact name if listed on the contract: Sales Manager, Event Coordinator, etc.

Special Handling

When creating a Travel Reimbursement e-document in KFS, users can select three special check handling options. You can enclose additional documents with a check, print a check for pick up at Financial Services in Aldrich Hall, or force a check to be printed when the payee has ACH direct deposit set up.

  • Enclose additional documents with a check (i.e., invoice, letter).
  • Print a check for pick up at Financial Services in Aldrich Hall.
  • Force a check to be printed when the payee has ACH direct deposit set up.

Please see Accounts Payable's Check Enclosures and Special Handling Guide for more information.

Payment Information tab showing the Payment Method dropdown, Check Stub Text field, and Special Handling options for check delivery preferences
The Payment Information tab showing the Payment Method dropdown, Check Stub Text field, and Special Handling options used to configure how and where the reimbursement payment is delivered.

When creating a Travel Reimbursement e-document in KFS, users can select three special check handling options.

Pre-Disbursement Processor Status Tab

Users can open the Pre-Disbursement Processor Status tab in the ENT eDoc to see if the check has been extracted, cleared, or the deposit has been sent.

Pre-Disbursement Processor Status tab showing payment status details including check extraction status, clearance status, and deposit information
The Pre-Disbursement Processor Status tab showing the current payment processing status, including whether the check has been extracted, cleared, or the direct deposit has been sent.

Check Stub Text

The Check Stub Text will be printed on the payee's check. When paying a vendor, it is very important to type in details in the Check Stub Text field:

  • Invoice number and invoice date – department will receive the vendor invoice
  • Name of the event as listed on the vendor invoice or contract
  • Date of the event
  • Amount due
  • Include vendor contact name if listed on the contract: Sales Manager, Event Coordinator, etc.

Notes and Attachments Tab

Additional information regarding the reimbursement may be added to the TR or ENT document at any time in the Notes & Attachments tab.

The maximum allowable attachment size is 5MB. PDFs or simple Excel document types (.csv, .xls, .xlsx) are allowed.

  • Type information in the Note Text field
  • Click on the "add" button.

Notes and attachments on this document may be viewable to many KFS users. Do not add data with personal, sensitive, or restricted information. Refer to the UC Irvine Information Security page for more details on what information may be considered a risk.

Notes and Attachments tab showing the Note Text field and Add button for adding supplemental comments to the TR document
The Notes and Attachments tab showing the Note Text field and Add button used to add supplemental information to the Travel Reimbursement document, with a reminder that notes are visible to many KFS users.

Ad Hoc Recipients Tab

The Ad Hoc Recipients tab allows users to add a person or group to the normal workflow of a KFS document. Users can select whether they want a Person or Group to ad-hoc a request by looking up the Person or Group Name and them clicking the ‘add’ button when done.

Ad Hoc Recipients tab showing the Person and Group lookup fields for adding recipients to the KFS document routing workflow
The Ad Hoc Recipients tab used to add an individual person or a group to the standard KFS document routing workflow outside of the normal approval chain.

Person Requests

Users can add individual employees to the routing of the TR document for exceptional approval. Only employees who have Role 54 in KSAMS can receive an approval request via Ad Hoc routing.

  • Select the magnifying glass next to the *Person field
Ad Hoc Recipients tab Person Requests section showing the magnifying glass lookup icon next to the required Person field
The Person Requests section of the Ad Hoc Recipients tab, showing the magnifying glass lookup icon next to the required Person field used to search for an individual to add to the routing.
  • Enter the Last Name of the person you want to send an Ad Hoc request to, then select the Search button. Once you find the correct person, select the Return Value link.
Person lookup search results showing a list of matching employees with Return Value links for selecting the desired person to add to the Ad Hoc routing
The Person lookup search results page showing matching employees, with Return Value links used to select the desired person and populate their information into the Ad Hoc Recipients tab.
  • Select the Add button
Ad Hoc Recipients tab showing the Person field populated with a selected employee and the Add button to finalize adding them to the document workflow
The Ad Hoc Recipients tab after a person has been selected from the lookup, showing the Add button used to finalize adding them to the TR document's routing workflow.

Ad Hoc Group Requests

Users can add a group to the routing of the document by entering the group name and selecting the add buttons.

Ad Hoc Recipients tab showing the Group Requests section with a Group Name field and Add button for routing the document to a group
The Ad Hoc Group Requests section of the Ad Hoc Recipients tab, showing the Group Name field and Add button used to add a group to the document routing workflow.

Adding someone who was not originally on the electronic workflow could potentially hold up a TR eDoc. However, this additional approval step can be used for TRs that require Exceptional Approval authority. Department/Unit Users should check with their Unit managers/directors to see if their "exceptional approver" is using KFS. Users can include a signed/certified exceptional approval with their original supporting documents in the Image Scanning Tab.

Reports Tab

Once the document is completed and saved. You will have access to the Non-Employee form in the Reports tab.

Reports tab showing the Non-Employee form link available after the TR document has been completed and saved
The Reports tab showing the Non-Employee form link, which becomes accessible once the Travel Reimbursement document has been completed and saved.

Creating Multiple TRs for the Same Trip

The TEM Doc Number can be used to tie two or more reimbursements for the same trip together. Once the Status of a TR is Final, a new TR can be created with the same TEM Doc Number.

TR document header showing the TEM Doc Number field used to link multiple reimbursements together for the same trip
The TR document header showing the TEM Doc Number field, which is used to tie two or more reimbursements together for the same trip.

Example:

A Traveler has paid for their airfare and hotel for an upcoming trip. Their Arranger can process a reimbursement prior to the trip. When the Traveler returns with meal and taxi expenses from the trip their arranger can process a second reimbursement with the same trip number as the first reimbursement as long as the first reimbursement is "Final" Status. If the processor needs to find all reimbursements for a particular trip, they can search using the TEM document number. Take note of the TEM Doc #: T154009

  • Step 1: Select the Travel Reimbursement Custom Document Search link in the Travel and Event Management portlet. Select the Travel Reimbursement link.
Travel and Event Management portlet showing the Travel Reimbursement Custom Document Search link
Step 1: The Travel and Event Management portlet showing the Travel Reimbursement Custom Document Search link used to locate existing reimbursement documents by TEM Doc Number.
  • Step 2: Enter the TEM Doc Number of the first reimbursement.
Custom Document Search form showing the TEM Doc Number field where the first reimbursement's document number is entered to search for related TRs
Step 2: The Custom Document Search form showing the TEM Doc Number field where the document number of the first reimbursement is entered to retrieve all related TRs for the same trip.
  • Step 3: Select the New Reimbursement link for the Final TR.
Document search results showing a TR with Final status and a New Reimbursement link for creating a second reimbursement for the same trip
Step 3: The document search results displaying the Final status TR with a New Reimbursement link used to initiate a second reimbursement tied to the same trip.
  • Step 4: A new document will open with the same TEM Doc Number as the first TR. Remove any expenses that were paid on the previous TR and add the remaining expenses. Once all required information has been entered, save and submit the document.
New TR document header showing the same TEM Doc Number as the original reimbursement, confirming the two documents are linked to the same trip
Step 4: The new TR document header showing the same TEM Doc Number as the first reimbursement, confirming the two documents are correctly linked to the same trip.

If the new reimbursement has been created without following the steps above, the first document number can be entered into the View Related Documents Tab. This will create a link to the first reimbursement.

  • Enter the Related Document Number
  • Enter the Description
  • Select the add button
View Related Documents tab showing the Related Document Number and Description fields with the Add button for manually linking two TR documents for the same trip
The View Related Documents tab showing the Related Document Number and Description fields with the Add button, used to manually link a new TR to a prior reimbursement when the standard creation steps were not followed.