Town Hall Meeting. UC Travel & Expense Management Improvement Project

Transcription

1 Town Hall Meeting UC Travel & Expense Management Improvement Project Online Request & approval Online Booking Mobile itinerary, receipts and approvals Online expense reports and approvals Robert F. Ambach, SVP Finance & Administration Peter E. Landgren, SVP for Academic Affairs and Interim Provost

2 Challenges in UC Travel Process Very limited Duty of Care information Manual system, paper based & dependent on mail Over 65% of travelers are new or infrequent travelers No central campus support for improvements, training

3 Project Structure Executive Project Sponsors Robert F. Ambach, SVP Finance/Administration Peter E. Landgren, SVP for Academic Affairs and Interim Provost Project Sponsor Tom Guerin Associate Vice President, Administration & Finance Steering Committee Nelson Vincent VP & CIO, Information Technology Tom Guerin Associate Vice President, Administration & Finance Neil Holsing Associate Dean, COM Operations & Finance Anita Ingram, Assistant Vice President, Chief Risk Officer Carol Metzger, Assistant Vice President, A&F Controllers Office Pat Kowalski, Vice President, Finance Kathy Qualls, Senior Vice Provost, Provost Business & Financial Affairs

4 Travel Advisory Committee Members Name Karen Goodwin Ron Cushing/Anne Fugard Deb Weinstein Michelle Cooper Tim Schraffenberger Jennifer Scott/Holly Johnson Lee Armstrong/Molly Zweig Anita Ingram Omar Banks/Bryan Dean Diane White Tara Wood Gary Hunt Robin Pittman Martine Ryan Edith Starbuck Laura Nabors John Ungruhe Charity Curry Department Office of the Provost International Affairs Student Affairs College of Medicine College of Engineering CECH Lindner College of Business Risk Management Athletics College of Conservatory & Music Export Control Treasurer Core Systems Administration & Finance AHC Health Sciences Library Faculty Senate Appointee School of Human Services, CECH Faculty Senate Appointee RES SRS Accounting A&S Business Office

5 Core Project Team Members Name Chad Anton Larry Caras Chris Diersing Tom Guerin Terry Kunky Carol Metzger Ericka Reaves Christine Street Bobbie Whitehead Department Central Purchasing Pcard & Operations Accounts Payable Core Systems Administration & Finance UCiT Project Management Office Controller Travel Office Manager Business Core Systems/HR/Training Travel Office System Administrator

6 Background Information A broad review of university travel was conducted with participation from academic, financial and administrative units Best-in-class solutions were assessed resulting in support to create a central university travel office and implement a travel information management system Who is involved? If you travel, purchase items with a University Purchasing Card, have out-of-pocket reimbursements, or approve for any of the above, you will be impacted by the new Concur Travel & Expense system

7 Travel & Expense Project Goals Establish Duty Of Care Program University-Wide Streamline Travel & Expense Processes Improve Traveler Experience Create a centralized Travel Resource Office

8 Travel Request Current State Travel Request must be routed manually via paper to one or more approvers before travel can be booked Delegates may prepare and submit Request on behalf of traveler Future State Travel Request is highly automated and can be approved electronically in Concur via desktop or mobile device Delegates can continue to prepare and submit Request on behalf of traveler

9 P-Card Payment & Receipts Current State Future State Manual signature approvals must be signed and sent via campus mail for processing Requires all paper receipts Reconciled in UC Flex Hard-copy record storage required Automated approval routing E-receipts available for many travel expenses (i.e. air, hotel, car rental, etc.) Transactions are transmitted to Concur from VISA Reconciliation in Concur Electronic storage

10 Personal Card & Cash Reimbursement Current State Travel and non-travel forms must be signed and sent via campus mail for processing Requires paper receipts Manual signature approvals Future State Reimbursement expense reports can be processed before the trip is completed including conference fees and airfare Expense types manually entered in Concur E-receipts not available Pictures of receipts can be uploaded to support expense types Automated approval routing

11 Concur Automation Summary Import Employee File Import Account Codes Import List of Approvers VISA Upload Employee UC Purchasing Cards UC Single Sign On CONCUR Upload Travel Agency Information

12 Why Use a Travel Agency? The agency is an essential data feeder to Concur FLIGHTSTATS Immediate schedule and gate changes to travelers via itinerary updates to their mobile devices TRAVEL ALERTS AND ADVISORIES Actionable travel advisories and alerts, directly from reliable sources including ijet, GoAlert, FOX News, CNN, MSNBC and Reuters $200,000 TRAVELER FLIGHT INSURANCE Cost includes $200,000 accidental death flight insurance on all air tickets issued to all University of Cincinnati travelers TRAVEL SUPPORT 24/7/365 Provides travelers with emergency travel support 24 hours a day, 7 days a week, to ensure each person gets to their destination

13 Key Project Decisions A one-card solution (P-Card) will serve travel and nontravel Use of personal charge cards is allowed AAA will continue as UC s travel agency Meal per diems standard no standard meal receipts required No receipts up to twenty-five dollars Two travel GL strings: Domestic and International

14 University-Wide Implementation Timeline Training will begin in March Training will consist of both in-person training and online training, and local super-users Additional training materials will be available prior to and after program launch All web training will include closed caption feature University-wide rollout will begin on May 25 Full campus rollout target end date - September 1st

15 What Can You Do? Please validate: Position-to-Position accuracy in HR system Cost Object Approver listing in Controller table Consider acquiring purchasing cards where appropriate Watch for training schedules Inform UC s travel office of special needs or concerns

16 Questions? Travel Manager Contact: Ericka Reaves at (513) Please visit the new UC Travel & Expense website: