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Approval status
This report allows an administrator or manager to view transactions based on their approval status.
Audit tracking
Shared Travel Services tracks a number of actions carried out by system users. Some actions are tracked by the system by default and others (optional actions) may have been selected for audit tracking when the system was configured. The Audit Tracking report allows an administrator, or auditor, to review the audit history for all enabled actions that have changes recorded against them in the system. (If there is no data for the action, it doesn't display as a selectable option in the report's Audit Area drop-down field.)
These are the actions Shared Travel Services tracks by default:
Account Creation. This tracks the creation of new virtual card accounts. This is typically used for the creation of cash or requisition accounts.
Account Mapping. This tracks the mapping of a card account to an employee record.
Account Removal. This tracks which administrators (those with the correct access right) have deleted card accounts (and all associated transactions) from Shared Travel Services and when.
Administration - General User Rights Modified. This tracks any changes administrators or implementers make to employee user rights and when.
Administrator - Administrator Rights Modified. This tracks which administrators or implementers changed administrator rights for which users and when.
Administrator - Allocate Administrator Rights. This tracks which administrators and implementers allocated administrator rights to which users and when.
Administrator - Remove Administrator Rights. This tracks which administrators and implementers removed administrator rights from which users and when.
Charge Code - Level Change. This tracks any changes made to a charge code's amount level (the amount at which a transaction coded to this charge code will be sent for manager approval) and when they were made.
Company Configuration - Company Language Change. This tracks when an authorized administrator makes a change to the company level default language setting.
Company Configuration - User Language Change. This tracks when an employee makes a change to their personal default language setting.
Employee - Deletion. This tracks which administrators (those with the correct access right) have removed an employee's record from Shared Travel Services and when.
Employee - Email Change. This tracks changes made to an employee's email address. The report includes the name of the person who made the change, the employee affected by the change, and their old and new address details.
Employee - ID Change. This tracks when an administrator (with the correct access right) changes an employee's unique ID.
Employee - Password Change. This tracks when user password changes are made and who made the changes.
Employee Property Change. This tracks any changes/updates made by administrators to an employee's extended customized properties and when they were made.
Extract Reversal. This tracks the action of an administrator reversing an existing drip feed ERP extract.
Image Module - Fax Received. This tracks which users have sent faxes of receipt information (received as PDF images by Shared Travel Services) and when.
Image Module - Uploaded Image. This tracks which users have uploaded receipt images via the Image Module and when. It tracks how they were uploaded (via web, email or fax), their file IDs, and whether or not they have since been deleted.
Refresh Interface - File Load. This tracks who has successfully uploaded files into the Refresh Interfaces area of the system and when.
Transaction - Cash Adjustment. This tracks the creation of a cash adjustment transaction made to any employee's expense balance.
Transaction - Cash Del. This tracks who deleted a cash expense item within Shared Travel Services and when.
Transaction - Requisition Del. This tracks who deleted a requisition item within Shared Travel Services and when.
Username - Account Lock Change. This tracks who has made account lock changes and when.
Username - Maintenance. This tracks any change made to an employee authentication username by an authorized administrator.
These are the additional, optional actions Shared Travel Services may have been configured to track:
Cardholder tracking
Approval Tolerance Changes. This tracks approval tolerance changes.
Transaction Coding. This tracks who has completed the coding of a transaction and when.
Transaction - Submit. This tracks who has submitted cash expenses for approval and when. This option does not track card transactions.
Transaction - Summary Changes. This tracks who has made transaction changes (via the Summary tab) and when. This is mostly relevant for cash and requisition program users.
System tracking
Account Delegation. This tracks when account delegations are manually added and deleted and by whom (either user or administrator). It also tracks when a delegation is automatically deleted by the system because an account delegated to an employee is then re-mapped to the same employee. Note: Account delegation functionality must be enabled for the customer for this to be tracked.
Admin - Transaction Type. This tracks who has changed a transaction type's behaviour and when. This audit option should be used when 'personal' transaction types are in use.
Approval - Role Change. This tracks when a change is made to an employee's approval role memberships and who made the change.
Approval Role Delegation. This tracks who has delegated their approval role to another user and when. It also tracks when an internal administrator has delegated an approval role on a user's behalf. Approval role delegation functionality must be enabled for the customer for this to be tracked.
Card Account Limit Change. This tracks who has made card account limit changes and when.
Card Account Status Change. This tracks who has made account status changes and when.
Card Cash Limit Change. This tracks who has made card cash limit changes and when.
Card Credit Limit Change. This tracks who has made card credit limit changes and when.
Card Transaction Limit Change. This tracks who has made card transaction limit changes and when.
Data Extract Management - Template Maintenance. This tracks who has created or edited customized data extract templates and when.
Email Approval. This tracks the details of approvals made by email alerts. This should be enabled if email approvals are being used.
Employee - Charge Groups. This tracks what changes have been made to users' charge groups and who made the changes.
Employee - Default Codes. This tracks what changes have been made to users' default codes and who made the changes.
Employee - Rate Groups. This tracks what changes have been made to users' rate groups and who made the changes.
Employee - Report Groups. This tracks what changes have been made to users' report groups and who made the changes.
Employee Self Serve - Details. This tracks what changes a user has made to their own employee details via their Settings functionality. The employee self service functionality must be enabled for the customer for this to be tracked.
Employee Self Service - Emails. This tracks changes made in the Email Management area and records which emails a user opts in or out of receiving and when the change was made.
Employee Self Serve - Manager. This tracks what changes a user has made to their own manager (level 1, 2 or 3) via their Settings functionality. The employee self service functionality must be enabled for the customer for this to be tracked.
Advances
These reports are available when the advances functionality has been enabled for a company:
Advance - Adjustment Update. This tracks who added an adjustment to an advance and when.
Advance - Create Advance Return. This tracks who created an advance return and when.
Advance - Create New Advance. This tracks who created a new advance and when.
Advance - Delete Advance. This tracks who deleted an advance and when.
Advance - Delete Advance Return. This tracks who deleted an advance return and when.
Advance - Update Advance. This tracks who updated an advance and when.
Advance - Update Advance Return. This tracks who updated the advance return and when.
Automatic email log
This report allows an administrator to see which automatic emails have been sent, to whom and when.
Past due report
This report allows an administrator to monitor delinquency on payments for individually billed programs. It reveals, at any point in time, which cards have outstanding payments so the appropriate action can be taken.
Spending pattern exceptions
This report allows a manager to see which account holders have transactions significantly greater than their average purchase.
Transaction - exceptions
This report allows an administrator or manager to see which transactions are incomplete or in error. Administrators granted certain a access right will be able to update the coding on behalf of the employee.
Transaction limit monitoring
This report allows an administrator or manager to see any infringements made on the daily transaction limit for a supplier, for example by the employee getting the supplier to split a transaction into more than one transaction. It allows the manager to search for transactions that exceed the issuer transaction limit (set by the account issuer), the transaction monitoring limit (set on the View & Maintain Account Details screen or loaded via the card mapping interface file), or a user-defined limit entered directly in the report search screen.