Travel Application: DSA/Terminal Payment Currency

Audience: Travel Requesters & Approvers

 

Important Information

On the  UNall Travel Request form, the payment currency plays a key role in the  timely processing of the DSA/Terminal payment. The payment currency selected on the Travel Request should match the bank currency of the traveller in their supplier profile.

NOTE: If the payment currency does not match the currency of the traveller’s bank, the invoice may not be picked up by the pay cycle for invoice for payment processing.

It is important to ensure that the payment currency selected on the Travel Request, as it will be the processed payment currency on the Invoice in Quantum. Once the payment currency is set on the Invoice, it cannot be changed to a different currency.  It is possible to reprocess the DSA payment in case of mismatch, however it will cause payment delays.

Selection of the payment currency on travel will default to the Pay Group. The Pay Group indicates the UNDP bank, currency and pay cycle that the payment will be processed from. Ensuring the correct Pay Group is selected on the Travel Request will help avoid payment processing delays.

Common Issues

There are three possible reasons why the Travel payment is not processed. The scenarios below describe the possible causes and the suggested steps to take in order to resolve issues in a timely manner.

Scenario 1 - The pay group on the Invoice is not correct.

In the case of the paygroup being incorrect, update the correct paygroup on the Invoice and save it. The invoice will then be picked up in the next day’s Paycycle.

Scenario 2 - Invoice due date (Installment section) is in the future

If the invoice payment is due in the future, wait for the due date to arrive

Scenario 3- Payment currency on Invoice does not match currency on the Supplier bank account

If the payment currency on the Travel Invoice and supplier bank currency do not align, do one of the following

  1. Submit a request to GSSC to update a new bank account on the supplier profile that aligns with the payment currency
  2. If the payment has to be processed in the currency supported by the bank account already configured
    1. Go back to UNall Travel Request and update the payment currency to the one supported by bank.
    2. Verify that the paygroup on the Travel Request is updated
    3. Make a change to on the DSA or Terminal expense line of the Travel Request to the amount value. The change can be reverted after saving.
      The status of the Travel Request will switch from “Approval in Process to “Pending Compliance Review”.
    4. Travel Processor can click on the Process button on the TR. This will trigger a new invoice in Quantum with the updated payment currency.
      Once the Invoice is approved, it will be eligible for Paycycle pickup.
    5. Verify if the original Invoice was automatically cancelled. If it is not, cancel it in Quantum to avoid duplicate invoices.