1. Tuition and Union
Travel Authorization
Expense Report
FDW Presentation

2. Travel and Expense
The Department of Finance has partnered with the Office of Information Technology(OIT) and Human Resources (HR) to automate the Tuition and Union (CBO)Travel and Expenses by using the Finance PeopleSoft Travel and Expense module. This technical solution is integrated with data from HR, Payroll and Accounts Payable.  The end result is a “Policy Driven and Union’s CBA”, fully automated process that will provide transparency, expedite payments and reduce manual processes for CCC Employees, Management and Finance Staff.
Here’s our Agenda.

3. Highlights and recent improvements of the Travel and Expense Module implemented last Fiscal Year 2015
Streamlined and enhanced the Travel and Expense processes
CCC Employees were removed from the procurement vendor database
Updates and changes that occur through HR Employee Self-Service and/or by HR Administrator becomes available in the Travel Expense Module within 24 hours
Eliminated the redundancy of updating and employee address in 2 different PeopleSoft systems
Allow employees to receive reimbursement payments within 24 to 48 hours from the date of disbursement via direct deposit or payroll prepaid card
Reduce the time to receive expense payment within 2 days instead of the 5-7 days it takes US Postal Services to delivery
Reduced the outsourced vendor payment costs for processing and mailing checks from their Ohio locations
SG &
ATHLETIC
ONLY
Cash advances are for coaches and chaperones only?

4. Continued highlights and recent improvements of the Travel and Expense Module implemented last Fiscal Year 2015
Improvements
Results
Simplified the Travel and Expense approval workflow for users
Paperless process that is self service to the employee
Travel information and documents are available on the Employee Portal, Policies homepage and T&E website
Interactive Tutorial – UPK is readily available
Expenses are encumbered via budget check process to ensure funding is available at time of request
Transparency for preauthorized and reimbursement requests are tracked from submission to completion
Employees & approvers are able to include attachments and view supporting documents
Employees receives notifications for approval, denial and payment
Approvers are notified of requests that are in their queue for more than 3 days
Improved the ease of use for employees
Reduced and standardized number of approvals
Expedited process for frequent travelers
Enhanced accessibility to the travel policy and forms
Better communication

5. Encumbrance Example

6. Encumbrance Example Detail

7. Union and HR Tuition Workflow Examples
Rep
Phase 2 go live date 08/03/2015
Union Employee
Travel/Expense Request
Supervisor**;*
*Executive Director/Business Manager
President
AP Prepay Auditor
New
Online Request
Must perform and have Valid Budget Check
Begin TE online approval workflow
Union Employee
Travel/Expense Request (Paper)
Union Rep
Paper
Union Employee
Create TA Request
Supervisor**
*Executive Director/Business Manager
President
AP Prepay Auditor
Paper approval
Old
Paper request
Must perform and have Valid Budget Check
* = Approver responsible for Budget Checking
** = Same as CCC Works 1st Level Approver

9. Creating a Travel Authorization

10. Creating a Travel Authorization
Navigation
Please note screen defaults to Add a New Value
Click here to find an existing TA

11. Annual Attestation Page
After logging in you will be required to complete this page before creating your Travel Authorization or Travel Expense Reimbursement request. This only occurs once a year every July 1st.

12. Creating a Travel Authorization

15. Submitting a Travel Authorization

16. After TA submission an email is sent to an Approver

17. Viewing a Travel Authorization after submission

18. Approved Travel Authorization

19. Creating an Expense Report

20. Selecting pre-approved Travel Authorization

21. Travel Authorization copied into an Expense Report

22. Confirming an Expense Report

23. After Confirming an Expense Report

24. Submitting an Expense Report

25. Results after submitting an Expense Report

26. An email is sent to an Approver after submitting a TE Report

27. Reviewing a Submitted Expense Report

28. An Approved Expense Report

29. Approved Payment Email Notification

30. Completed Paid Expense Report

31. UPK Interactive Tutorial Link

32. Q
Questions?