Tuition and Union Travel Authorization Expense Report FDW Presentation

Travel and Expense The Department of Finance has partnered with the Office of Information Technology(OIT) and Human Resources (HR) to automate the Tuition and Union (CBO)Travel and Expenses by using the Finance PeopleSoft Travel and Expense module. This technical solution is integrated with data from HR, Payroll and Accounts Payable.  The end result is a “Policy Driven and Union’s CBA”, fully automated process that will provide transparency, expedite payments and reduce manual processes for CCC Employees, Management and Finance Staff. Here’s our Agenda.

Highlights and recent improvements of the Travel and Expense Module implemented last Fiscal Year 2015 Streamlined and enhanced the Travel and Expense processes CCC Employees were removed from the procurement vendor database Updates and changes that occur through HR Employee Self-Service and/or by HR Administrator becomes available in the Travel Expense Module within 24 hours Eliminated the redundancy of updating and employee address in 2 different PeopleSoft systems Allow employees to receive reimbursement payments within 24 to 48 hours from the date of disbursement via direct deposit or payroll prepaid card Reduce the time to receive expense payment within 2 days instead of the 5-7 days it takes US Postal Services to delivery Reduced the outsourced vendor payment costs for processing and mailing checks from their Ohio locations SG & ATHLETIC ONLY Cash advances are for coaches and chaperones only?

Continued highlights and recent improvements of the Travel and Expense Module implemented last Fiscal Year 2015 Improvements Results Simplified the Travel and Expense approval workflow for users Paperless process that is self service to the employee Travel information and documents are available on the Employee Portal, Policies homepage and T&E website Interactive Tutorial – UPK is readily available Expenses are encumbered via budget check process to ensure funding is available at time of request Transparency for preauthorized and reimbursement requests are tracked from submission to completion Employees & approvers are able to include attachments and view supporting documents Employees receives email notifications for approval, denial and payment Approvers are notified of requests that are in their queue for more than 3 days Improved the ease of use for employees Reduced and standardized number of approvals Expedited process for frequent travelers Enhanced accessibility to the travel policy and forms Better communication

Encumbrance Example

Encumbrance Example Detail

Union and HR Tuition Workflow Examples Rep Phase 2 go live date 08/03/2015 Union Employee Travel/Expense Request Supervisor**;* *Executive Director/Business Manager President AP Prepay Auditor New Online Request Must perform and have Valid Budget Check Begin TE online approval workflow Union Employee Travel/Expense Request (Paper) Union Rep Paper Union Employee Create TA Request Supervisor** *Executive Director/Business Manager President AP Prepay Auditor Paper approval Old Paper request Must perform and have Valid Budget Check * = Approver responsible for Budget Checking ** = Same as CCC Works 1st Level Approver

Creating a Travel Authorization

Creating a Travel Authorization Navigation Please note screen defaults to Add a New Value Click here to find an existing TA

Annual Attestation Page After logging in you will be required to complete this page before creating your Travel Authorization or Travel Expense Reimbursement request. This only occurs once a year every July 1st.

Creating a Travel Authorization

Submitting a Travel Authorization

After TA submission an email is sent to an Approver

Viewing a Travel Authorization after submission

Approved Travel Authorization

Creating an Expense Report

Selecting pre-approved Travel Authorization

Travel Authorization copied into an Expense Report

Confirming an Expense Report

After Confirming an Expense Report

Submitting an Expense Report

Results after submitting an Expense Report

An email is sent to an Approver after submitting a TE Report

Reviewing a Submitted Expense Report

An Approved Expense Report

Approved Payment Email Notification

Completed Paid Expense Report

UPK Interactive Tutorial Link https://cccfstrn.ccc.edu/upkcontent/TuitionandUnionOnlineTutorial/index.html

Q Questions?