LSME: R. Feland 1 Detailed Activities Key Activities Role Description Request authorization for business-related trip Request reimbursement for business-related trip Role Design and Impact The primary focus of this role is to prepare documentation needed for travel authorization and travel reimbursement. Request authorization for business-related trip Complete TEO document (as needed, for travel outside the state) Complete TEF document (as needed, for travel out of the country) Complete TE document (as needed for in-state travel including state park direct billing and motor pool expenses) Submit relevant document(s) Request reimbursement for business-related trip Complete and submit Expense Voucher (TP) document Monitor status of disbursement Make travel authorization inquiry Make travel check inquiry DRAFT/Confidential: for Discussion Purposes Only Business Area: Travel MARS Roadmap: N/A “To Be” Redesigned Role Prepare Expense Voucher for Travel Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: R. Feland 2 Current to New Role Comparison: Prepare Expense Voucher Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs Role Design and Impact Activities No Longer Performed Decisions are pending regarding protocol regarding the submission of actual receipts. “Expense Voucher”=MARS terminology for “travel voucher” MARS: Travel Management Prerequisites MARS Computer Literacy Training Computer Based TrainingTimingTiming A pilot of travel functionality is expected to begin July 1, Commonwealth-wide rollout will take place following the completion of the pilot (date not yet certain). Request authorization for business-related trip Complete TEO document (as needed, for travel outside the state) Complete TEF document (as needed, for travel out of the country) Complete TE document (as needed for in-state travel including state park direct billing and motor pool expenses) Request authorization for business-related trip Request reimbursement for business-related trip (Primary activities will remain the same, though the vehicle for completing them will change; see below) Request reimbursement for business-related trip Complete and submit Expense Voucher (TP) document Monitor status of disbursement Make travel authorization inquiry Make travel check inquiry DRAFT

LSME: R. Feland 3 Template Key Additional Notes Role Design and Impact A pilot of travel functionality will take place prior to rollout across the Commonwealth. This pilot (which will include the Transportation Cabinet, the Judicial Branch, and the Cabinet for Families and Children), is expected to begin July 1, Travel documentation can be completed either via ADVANTAGE Desktop or the Travel Web site. This site may be accessed via any PC in the world with Internet access, affording users greater flexibility in completing travel documents. Users will be able to check the status of documents in suspense via the Internet, as well as view travel policies on-line. Though the functionality exists to allow for travel advances and/or encumbrances, it is expected that such will be used only infrequently, if at all. It is expected that some agencies (such as those with regional offices lacking computers) may still need to utilize “as is” processes for completing travel documents. It is currently being determined when/whether travelers will be required to submit the hard copies of their travel receipts. Larger agencies (or those with remote field offices lacking computers) may elect to have expense vouchers keyed in centrally, rather than by the individual incurring travel costs. In addition, some agencies may have support staff input the expense vouchers of senior personnel. DRAFT Current to New Role Comparison: Prepare Expense Voucher Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at MARS Documents Relevant to Role MARS Documents Documents Formerly Used DOA-34: Travel Voucher (1, 4) DOA-28: Request for Authorization of Out-of-State Travel (2) DOA 28-A: Request for Authorization of Out-of-Country Travel (3) DOA-7: Inter-Account Bill (5) DOA-35: Travel Voucher Continuation Travel Authorization (TE) (1) Out of State (TEO) (2) Foreign (TEF) (3) Expense Voucher (TP) (4) IIT (Internal Travel Voucher) (5)

LSME: R. Feland 4 Detailed Activities Key Activities Role Description Review travel expenses Approve travel expenses Role Design and Impact This role involves ensuring that travel expenses are legitimate and in accordance with travel regulations. Review travel expenses Open expense voucher (TP) summary View document details (to more closely examine trip and expenses) Approve travel expenses Approve the expense voucher (TP) document Route document via workflow (until all approvers in the chain approve it) (If not approved) Route back to traveler Review corrected document DRAFT Business Area: Travel MARS Roadmap: N/A “To Be” Redesigned Role Authorize Expense Voucher Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: R. Feland 5 Current to New Role Comparison: Authorize Expense Voucher Changed Activities Activities That Remain the Same Definition of Terms Training and Skill Needs Role Design and Impact Activities No Longer Performed Pre-audit activities will be changed; specific details are being determined.TimingTiming Review travel expenses Open expense voucher (TP) summary View document details (to more closely examine trip and expenses) Approve travel expenses Approve the expense voucher (TP) document Route document via workflow (until all approvers in the chain approve it) Review travel expenses Approve travel expenses (Primary activities will remain the same, though the vehicle for completing them will change; see below) MARS: Travel Management Prerequisites: MARS Computer Literacy Training Computer Based Training A pilot of travel functionality is expected to begin July 1, Commonwealth-wide rollout will take place following the completion of the pilot (date not yet certain). “Expense Voucher”=MARS terminology for “travel voucher” DRAFT

LSME: R. Feland 6 Template Key Additional Notes Role Design and Impact Currently, travel documentation involves a pre-audit process that will not be continued once the transition to automated processing is completed. Responsibility for authorization will devolve to individual agencies; specific policy is still being finalized. For agencies requiring it, the Office of the Controller will supply assistance required to make the transition to assuming these responsibilities. In the current pre-audit process, agencies (with the exception of the Administrative Office of the Courts, the Cabinet for Families and Children, Transportation, and the Legislative Research Commission) submit documentation to the Finance Cabinet for pre-audit. As part of this pre-audit, materials are stamped to indicate approval and later archived. At this time, if these materials request an exception to a travel regulation or if they apply to a constitutional officer, they must receive sign-off by Ed Ross or Becky Young. (Such will continue to be the case in the future.) Larger agencies (or those with remote field offices lacking computers) may elect to have expense vouchers keyed in centrally, rather than by the individual incurring travel costs. In addition, some agencies may have support staff input the expense vouchers of senior personnel. DRAFT Current to New Role Comparison: Authorize Expense Voucher Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at MARS Documents Relevant to Role MARS Documents Documents Formerly Used DOA-34: Travel Voucher (1, 4) DOA-28: Request for Authorization of Out-of-State Travel (2) DOA 28-A: Request for Authorization of Out-of-Country Travel (3) Travel Authorization (TE) (1) Out of State (TEO) (2) Foreign (TEF) (3) Expense Voucher (TP) (4)