Stockton and Chrome River: Our Look- Our Requirements for Travel Mary D Hughes Karen Lutgen

Stockton University Stockton University is located in Galloway, N.J. with a new campus soon to be opened in Atlantic City overlooking the Atlantic ocean. Our main campus is within easy driving distance of major metropolitan areas including New York City, Philadelphia, Baltimore and Washington, D.C. A new residential campus in Atlantic City will open in 2018. 9,216 full and part time undergraduate and graduate students

What made Chrome River a perfect match for us Pre-approval available with Chrome River, the growth of the University has expanded the Faculty travel requirements. The Travel office was looking for efficiency (of course LESS PAPER) and reduced paper flow, saving time for everyone Elimination of the end-users processing direct pay documents to reimburse travel

Pre-approval Current process requires all travelers to complete a ARTV form System configured to meet our specific needs and travel policy/procedures Eliminating the following steps: Paper printed Signatures of traveler and Budget Unit Manager and Travel officer Manually Calculate per diem by location Updating form when mileage rate changes

Expense Report Current process requires completion of internal payment voucher form, direct pay creation by end-user department, scanned backup, electronic approval from Budget Unit Manager, electronic review/approval from Disbursement Staff Expense report feeds to Banner creates direct pay transaction, we chose to enter as completed but not approved as final budget approval of Budget Unit Manager Eliminating the following steps: Payment voucher form, created with receipts and calculation of Pcard travel transactions, along with mileage and calculations of meals paid via Pcard vs per diem Manual creation of direct pay Scanning of back up to document from end-user

Forms- we finance people love our forms (NOT)

Implementation team and what you need Lead on project Chrome River implementer: Jenny Essner Jenny is an awesome team member on this project; meets weekly, keeps project on time, extensive knowledge of Chrome River and other inside tips working with Ellucian clients. IT representative Other team members, individuals familiar with travel Policies and Procedures for the institution Dedicated time Team of users willing and progressive to move paperless

Our Widgets

Customized language and widgets Gather data on airlines, class, insert warnings or hard stops

Customize to collect data on points of travel, also rate is custom to allow NJ .31 per mile

Per Diem and the accountable plan: Chrome Rivers solution to help us Rate is driven by a location wizard in the program

Budget Unit Manager will receive email notification on approval

Approved pre-approval

How do we have the flow set up pre-approvals People feed: all employees which are potential travelers are entered along with associated Org # We route by Org for approvals and Account code for specialty travel such as International that requires, Risk Management, Global and Provost. Approvals mirror Banner finance approval queues Entity feeds are the funds/programs/account codes

Expense Report After the trip The traveler or proxy will complete the expense report This replaces our payment voucher form Completed expense report will go against the Pre-approval Expense report will include Pcard transactions Expense report feeds to direct pay for reimbursement We chose to feed as completed but not approved to allow Budget Unit Manager to disapprove or approve, this satisfies our old procedure of 10% or over ARTV requires an addendum to ARTV form and satisfies Budget Unit Manager approval of charge.

New Expense report

New Expense report continued, attaching PA

Expense against Pre-approval

Applying to PA

Mileage map

Meals Per diem

Accountable Plan: deduct meals provided

Expense: pay me

Open to the Floor Questions Comments

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