CATS September 24, 2008

Travel Presentations  August 20, 2008  Authorization  Prepaids, i.e., registration fees, advances, etc.  Arranger Approval  September 24, 2008  Reimbursement  Supplements  Exception to Policy

Implementation Time Line

Definition of Travel eDocs  Reimbursement – reimburses expenses and disencumbers funds.  Supplement – used when additional expenses are claimed after the reimbursement has been processed.

New Functionality – Reimbursement & Supplements  Traveler  can designate an arranger  can track reimbursement status  can see reimbursement amount  can initiate their own documents  Scanned receipts expedite reimbursement  Electronic approval replaces a signed document  Exception to Policy can be initiated with the Reimbursement and/or Supplement  Validation ensures that the document is complete  A field to support lost receipts or other exception to policy situations.

Reimbursement – Purpose  Reimburse the traveler for expenses via direct deposit  Disencumber funds  Associate the receipts with the trip

Route Levels – Reimbursement & Supplement Route LevelPurposeRequired?Ability Un-routed (traveler or traveler’s arranger) To initiate documentYes  No restrictions  SUBMIT Traveler To allow travelers to approve trips generated by their arrangers Conditional (will route for approval or FYI)  No restrictions  APPROVE/DISAPPROVE Content (for reimbursements with no account structure) Orgs set this up so that initiator and traveler do not need to know the accounting No  Add/update all accounts  APPROVE/DISAPPROVE Travel Department adds mileage assigns per diem rate applies limits to expenses removes unapproved expenses Yes  No restrictions  APPROVE/DISAPPROVE  Receipts must be scanned before Travel will approve Sub-AccountOrgs that use sub-accounts can require approval from individuals at this level NoAPPROVE/DISAPPROVE

Route Levels - Reimbursement & Supplement Route LevelPurposeRequired?Ability Fiscal Officer/Delegate This route level endorses the use of the accounts. May route back to the Travel Department if the accounts where changed from/to a 47 account. Yes Add/change the entire account string for accounts that they are the Fiscal Officer/Delegate of Add limits APPROVE/DISAPPROVE Separation of Duties If the initiator is also the fiscal officer/delegate and no other approval levels have seen the document (excluding the Travel Department) then this group will need to approve. There is no dollar limit Contract & GrantsIf the account was changed or dates of the trip are outside of the effective/expired dates on the C&G account. Yes (conditional)APPROVE/DISAPPROVE