1. Travel Updates &Training

2. Where We Are
Delegate creates Travel Authorization (TA) in Banner Travel
Authorization then routes from traveler, to approver, to...? No formal workflow is invoked
Once TA is approved, travelers book their own travel
Conference registrations can then be paid for by BSU Travel – registration invoice must be sent to Travel or a meeting with Travel occurs if paying online
Trip concludes
Delegate creates Travel Expense Report (TR) in Banner Travel to reimburse traveler for expenses
Expense Report then routes from traveler, to approver, to…? No formal workflow is invoked
Once TR is approved, traveler is reimbursed for travel expenses

3. Issues
Travelers using personal funds and being reimbursed as opposed to booking directly with University funds
Travel workflow setup is not consistent; result is approvals too slow, resulting in delayed reimbursements
Compliance – travelers may not know of policy violations until personal funds have already been spent, resulting in a reduction in reimbursable amounts
Conference registration payments process too cumbersome
Basic, vaguely-worded, and out of date travel policy
Process too paper-intensive
Missed opportunities:
Lack of travel data, or bad travel data, to be able to negotiate and realize savings with travel vendors?
Rebate on potential travel spend
Banner Travel module has numerous issues, causing frequent delays in processing and overall frustration

4. Release Date Sometime FY18:
What is Changing?
Effective 7/1/17:
Travelers will use a new booking site, called Egencia, to book air, hotel, car, and rail
Conference registration payments, when applicable, can now be paid with a departmental purchasing card (‘procurement card’ or ‘p-card’)
An updated travel policy will be released
Release Date Sometime FY18:
Banner Travel & Expense Management will be replaced with a new module for authorizations and expense reports

5. Egencia
Egencia is ‘Expedia for Business’ and leverages all functionality found on expedia.com
Egencia can be used to book air, hotel, car, and rail
Payment for air, hotel, and rail can be made with a central University card as opposed to travelers’ using a personal card
University travel policy is included in Egencia, so travelers will know at the time of booking if what is booked is in-policy or not
Other features include:
Traveler tools – store your frequent flyer numbers and travel preferences (aisle/window)
Mobile app with flight statuses/changes
Group Trips – for groups up to six, travel can be booked all at once
24/7 Support
Cars can be reserved through Egencia, but they must be paid for at the counter
$8 fee for air or rail booking charged to card used at time of booking

6. Conference Registrations
Registrations can now be paid for with departmental p-cards, where applicable
P-card transaction limits still apply
The transaction may decline depending on how the vendor or payment is classified, based on the Merchant Category Code (MCC) – if classified as a ‘travel’ MCC, the payment should fail
If attempt fails, enter registration on travel authorization and work with Travel Department for payment
Hotels and other add-ons cannot be purchased with a p-card – would have to book hotel through Egencia or through Travel Department
Please review procedures on Travel site for more information

7. Updated Travel Policy
Infinitely more explicit regarding what is allowable and what is prohibited
Still largely tied to State of Indiana policy and rates
Policy encompasses all travel-related policies into one policy – International Driving Policy, Spousal Travel Policy, etc.
Policy revisions include:
Restrictions on cash advances - $250 minimum; $3,000 maximum
Drive vs. fly – if total miles driven >= 500 for a trip, traveler will be reimbursed the lesser of actual miles driven or cost of flight, mileage to airport, and parking at airport
Reasonable tips on taxis are allowable
Travel website will be updated to reflect all of the above information

8. Coming Soon – New Travel Module
The replacement for Banner Travel & Expense Management will include:
Hardcoded Workflow routing, based on JV approvals in Finance – no more ad-hoc approvals
No more duplicate approvals – if TA approved for certain amount, do not need to approve TR for same amount
Paperless:
ability to submit receipts with your phone; uses Optical Character Recognition (OCR) to extrapolate data from the image automatically
original paperwork will no longer need to be sent to Travel Department
approvals
Built-in compliance – delegates/travelers will know at the time of submission if there is an issue with the authorization or expense report

9. Request from BSU Travel
Feedback and Input are Welcome!
Your patience is appreciated!

10. Egencia – Important Notes
Travelers should work closely with delegates and Org/SPA approvers when booking
All rates and fares display in Egencia, whether the rates/fares are in-Policy or not
Read all Rules and Restrictions prior to booking – ‘paid by my company,’ refundable, etc.
Arrangers based on ‘delegates’ in Banner TEM:
Arrangers should be able to arrange in Egencia for travelers listed under ‘Delegate Control’ in Banner TEM
To establish a new traveler relationship, must complete a ServiceNow request – instructions on website
Flights – if searching from either Indianapolis, Fort Wayne, or Dayton, search results will be from all three locations – travelers should ensure they know where they’re flying from!
Hotels – ensure rate selected is ‘paid by my company’ if you want to pay with the University card
Hotels – travelers will still produce a personal card, for incidentals, at the hotel – University card is for room charges only
Car – collision damage waiver coverage should be purchased at the counter – expense is reimbursable

11. Processing – 7/1/17
If using Egencia and the University card, enter the following on the Travel Authorization in Banner TEM:
Reimbursable tab - enter ‘Authorization Only’ for FOAPAL to be charged
Non-Reimbursable tab - list airfare, hotel, etc. (anything booked in Egencia)
If funding for a given Egencia expense item will be split between FOAPALs, enter a comment detailing the particulars of the split
If using Egencia and a personal card, enter the following on the Travel Authorization in Banner TEM:
Reimbursable tab – enter Egencia expenses funded with the personal card
If funding for a given Egencia expense item will be split between FOAPALs, record the split for the reimbursable expense in Banner TEM as opposed to just entering a comment
Egencia will be available on my.bsu.edu on 7/1/17 and will use single sign-on credentials
If paid for with the University travel card, the charge will go back against the FOAPAL(s) indicated above at the end of the month along with all other Egencia bookings

12. Any questions can be directed to travel@bsu.edu
Thank you!