TRAVEL – Where We Are Now and Where We Are Headed May 25, 2016 Sheri Hardison, Assistant Vice President for Financial Affairs & Controller

Where We Are Now…

Travel Survey Sent to all faculty (1,400) and staff (2,800) Respondents – 497 staff (35%) + 207 faculty (7%) = 704 total Covered: Travel authorizations Travel agencies and Concur Travel advances & Travel Advance Cards (TAC) Travel Cards (CLIBA) Travel reimbursement Financial Management Operating Guidelines (FMOGs) Outreach & communication General travel

Overall Travel Process With dual processes, currently viewed as Labor-intensive Inefficient Slow

Faculty Results Perceive that Concur is more expensive View it as an unnecessary requirement – not as fast as traveler choosing own travel provider

Staff Results Satisfied with Concur and travel agents – highest dis- satisfaction was with prices Highest ratings were for CLIBA card use and processes (with some remaining concerns about the processes) Dis-satisfied with redundant processes – interim workflow, multiple data entry points Process change management communication concerns

Highest Priority Issues Faculty – Stop requiring travel agents/Concur (limited by System) Staff – Eliminate redundancies and streamline process Both - Speed of reimbursements needs to improve Fiscal Year Ended # of Employee Reimbursement Vouchers Processed % of Employee Reimbursements Processed Within 10 Business Days FY2016 (through February) 3,114 92% FY2015 6,776 57% FY2014 6,274 82%

What’s Coming Next…

What’s Coming Next – Travel & Expense Workflow Planned go-live July 2016 Back office testing – April 4 – May 6 Front office testing – in process Representatives from all VP areas and heavy travel offices

T&E Workflow – The Benefits Streamlined - single system approval process Fully automated – email notifications with direct document links Document accountability Visible transactional approval history in the document Speed of each process step immediately apparent Scanned document functionality Eliminates lost vouchers and re-work Documents readily available to departments/back offices/auditors

T&E Workflow – The Basics Replaces SharePoint Interim Travel Authorization Three workflow processes Travel Authorization Expense Report Cash Advance

T&E Workflow – Action Options Reviewed – Used only by the Traveler (or their proxy) to certify their expense report Approve – Moves to next workflow stage Send Back – Sends the document back to the Creator Deny – Terminates the document; document would have to be re-entered Hold – Holds the document in its current status (NOTE - These actions are different than the AP/ePro workflow actions)

Workflow – Travel Authorization Travel Authorization Created Traveler’s Supervisor Approval Budgetary Approval Other Approvals Approved Travel Authorization Email Notification Email Notification Email Notification No back office involvement Grants –PM (Project Mgr., if not PI)/RSC Capital Projects – PM Cost Center Principal Investigator Encumbrance created Creator budget checks Creator submits

Workflow – Expense Report Expense Report Created Traveler (or Proxy) Certifies Budgetary Approval Other Approvals DTS Approval Approved Expense Report Payment Email Notification Email Notification Email Notification Email Notification Email Notification Email Notification Encumbrance released Grants – PM (Project Mgr., if not PI)/RSC Capital Projects – PM Cost Center Principal Investigator Attach documentation TRS Form (process in review) Receipts Budget check Submit

Workflow – Cash Advances Cash Advance Created Traveler’s Supervisor Approval DTS Approval Payment to Traveler Cash Advance Deducted From Expense Report Reimbursement Email Notification Email Notification Email Notification If Advance exceeds Expense Report Total, then Traveler reimburses UTSA. Creator attaches Travel Advance Request to voucher (process in review) Creator submits

We’re Still Working On… Training materials Options for proxy delegations for the traveler certification Re-examining processes Options for clarifying the Workflow actions

Travel Items to Note

Remember to save steps by creating the Expense Report from a Travel Authorization/other document via the Quick Start menu Will pre-populate the detail lines Links the Travel Authorization

Problem with a Concur transaction/agent interaction? Use the Survey link within Concur to report on your experience