CATS August 20, 2008

New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement amount  Traveler can initiate their own documents  Scanned receipts expedite reimbursement  Standard reports will be offered to fiscal officers through the IUIE

Implementation Time Line

Travel Documents  Authorization (discussed on August 20, 2008)  Reimbursement  Supplements  Prepaids, i.e., registration fees, advances, etc.  Arranger Approval

Authorization – Purpose  Acquire prior approval for the trip  Set up the accounts that will be charged & generate an encumbrance (based on estimates)  Obtain a Trip ID so that future expenses that are charge to IU Travel credit card can be paid  Generate payments to vendors for prepaid expenses:  Registrations  Advances  Lodging Deposit

Route Levels - Authorization 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 Orgs set this up so that initiator and traveler do not need to know the accounting. The chart/org is based on the traveler unless the traveler’s chart/org is blank (student) then use the arranger’s chart/org. If Chart/Org is set up in workflow  Add/update all accounts  APPROVE/DISAPPROVE Sub-Account Orgs that use sub-accounts can require approval from individuals at this level If Sub-Account is set up in workflow APPROVE/DISAPPROVE Fiscal Officer/DelegateThis route level endorses the use of the accounts. Yes  Add/change the entire account string for accounts that they are the Fiscal Officer/Delegate of  Add limits  APPROVE/DISAPPROVE

Route Levels - Authorization Route LevelPurposeRequired?Ability Base Review Review at a higher level than the fiscal officer. If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit APPROVE/DISAPPROVE. Separation of Duties  If the initiator is the traveler and is also the fiscal officer/delegate and no other approval levels have seen the document then this group will need to approve this document.  There is no dollar limit. Yes (conditional).APPROVE/DISAPPROVE Contract & Grants C&G staff will review:  dates of travel  the carrier if the travel is to a foreign country  purpose has sufficient detail  traveler is being paid from the same account as they are paid  travel is OK for the account Yes (conditional).APPROVE/DISAPPROVE Travel DepartmentIf payments need to be madeYes (conditional)  Add/update the entire document  APPROVE/DISAPPROVE