1. Stockton and Chrome River: Our Look- Our Requirements for Travel
Mary D Hughes
Karen Lutgen

2. Stockton University
Stockton University is located in Galloway, N.J. with a new campus soon to be opened in Atlantic City overlooking the Atlantic ocean. Our main campus is within easy driving distance of major metropolitan areas including New York City, Philadelphia, Baltimore and Washington, D.C. A new residential campus in Atlantic City will open in 2018.
9,216 full and part time undergraduate and graduate students

3. What made Chrome River a perfect match for us
Pre-approval available with Chrome River, the growth of the University has expanded the Faculty travel requirements. The Travel office was looking for efficiency (of course LESS PAPER) and reduced paper flow, saving time for everyone
Elimination of the end-users processing direct pay documents to reimburse travel

4. Pre-approval
Current process requires all travelers to complete a ARTV form
System configured to meet our specific needs and travel policy/procedures
Eliminating the following steps:
Paper printed
Signatures of traveler and Budget Unit Manager and Travel officer
Manually Calculate per diem by location
Updating form when mileage rate changes

5. Expense Report
Current process requires completion of internal payment voucher form, direct pay creation by end-user department, scanned backup, electronic approval from Budget Unit Manager, electronic review/approval from Disbursement Staff
Expense report feeds to Banner creates direct pay transaction, we chose to enter as completed but not approved as final budget approval of Budget Unit Manager
Eliminating the following steps:
Payment voucher form, created with receipts and calculation of Pcard travel transactions, along with mileage and calculations of meals paid via Pcard vs per diem
Manual creation of direct pay
Scanning of back up to document from end-user

6. Forms- we finance people love our forms (NOT)

7. Implementation team and what you need
Lead on project
Chrome River implementer: Jenny Essner
Jenny is an awesome team member on this project; meets weekly, keeps project on time, extensive knowledge of Chrome River and other inside tips working with Ellucian clients.
IT representative
Other team members, individuals familiar with travel
Policies and Procedures for the institution
Dedicated time
Team of users willing and progressive to move paperless

8. Our Widgets

9. Customized language and widgets
Gather data on airlines, class, insert warnings or hard stops

10. Customize to collect data on points of travel, also rate is custom to allow NJ .31 per mile

11. Per Diem and the accountable plan: Chrome Rivers solution to help us
Rate is driven by a location wizard in the program

12. Budget Unit Manager will receive email notification on approval

13. Approved pre-approval

14. How do we have the flow set up pre-approvals
People feed: all employees which are potential travelers are entered along with associated Org #
We route by Org for approvals and Account code for specialty travel such as International that requires, Risk Management, Global and Provost.
Approvals mirror Banner finance approval queues
Entity feeds are the funds/programs/account codes

15. Expense Report After the trip
The traveler or proxy will complete the expense report
This replaces our payment voucher form
Completed expense report will go against the Pre-approval
Expense report will include Pcard transactions
Expense report feeds to direct pay for reimbursement
We chose to feed as completed but not approved to allow Budget Unit Manager to disapprove or approve, this satisfies our old procedure of 10% or over ARTV requires an addendum to ARTV form and satisfies Budget Unit Manager approval of charge.

16. New Expense report

17. New Expense report continued, attaching PA

18. Expense against Pre-approval

19. Applying to PA

20. Mileage map

21. Meals Per diem

22. Accountable Plan: deduct meals provided

23. Expense: pay me

24. Open to the Floor
Questions
Comments

25. CPE Credits
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26. Thank You
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