1. AUTOMATION OF TRAVEL AND PCARD PROCESSES
Focus Group – Session 2
July 28, 2014
Jené Janich, Business Process Analyst and
Orkun Toros, Director of Finance Operations

2. GOALS SYSTEM DESIGN Streamline the processes Apply best practices
Automate approvals
SYSTEM DESIGN
Implement the self-service
functionality to automate travel authorization, reimbursement, PCard reconciliation and approvals in the Peoplesoft T&E Module.
11/13/2018
Travel & Expenses

3. WHY DO IT?
We currently use a paper-based process to manage travel expenses and credit card transactions
Process lacks automation and requires manual validation for ensuring policy compliance
Budget checking is done after costs have been incurred
Five types of credit cards are available
Too many Cash Advances
Currently Procurement Management is manually keying in all travel transactions
Purchasing cards are handled in an Access Database and with JEs
11/13/2018
Travel & Expenses

4. PEOPLESOFT TRAVEL AND EXPENSE MODULE
OUR VISION
PEOPLESOFT TRAVEL AND EXPENSE MODULE
ONE CARD
ONE TEAM
ONE SYSTEM
Single card for purchasing and travel
Authorization controls for merchant categories
Quicker access to transactions
Travel Insurance is included on the credit card
Travel and PCard teams combined
One Team is more convenient for customer service
Processes and procedures realigned
Validate and manage program
Use PS T&E self-service for all expenses & PCard
Integrate “My Wallet” to bring in card transactions
Create, route and approve travel authorizations, travel and One Card expense reports
Post transactions to cost centers sooner
11/13/2018
Travel & Expenses

5. WHY ARE YOU HERE? Investigate your concerns and experiences
Gather your opinions and feedback
Help us design the system to fit your business needs
Test assumptions
11/13/2018
Travel & Expenses

6. SESSION 1 REVIEW One Card Cash Advances
Which employees should use a One Card? Current employees who have traveled in the last year. Pre-order but distribute as needed.
What are the risks and challenges of implementing it in your department? Faculty without cost centers who travel- including this requirement in system design.
Cash Advances
Procurement Management would like to minimize the cash advances over time. Agreed. Detailed guidelines will be distributed for consideration.
The process will remain paper-based and handled by Procurement Management. Agreed.
11/13/2018
Travel & Expenses

7. SESSION 1 REVIEW (Cont’d)
Receipts - Agreed.
Procedures will be the same as they are now.
Travelers will scan and upload required receipts.
Procurement Management prefers one file for each report.
Travel Authorizations
Proposed travel authorization procedures – required only for Sponsored Program cost centers (entered by department ) and International travel (entered by Procurement Management)
Workflow
The system does not allow travelers to approve their own expense report
11/13/2018
Travel & Expenses

8. Continue One Card Discussion
Observations using current travel card
Problems using the current travel card
Purchases on travel status that are legitimate but were denied.
We currently consider launching One Card before implementing Travel & Expense module?
The process will remain paper-based until module is available
One statement to reconcile
How would it impact your department?
Buying books at conference
Buying coffee at airport
11/13/2018
Travel & Expenses

9. 3 Direct Supervisor Approves
(DRAFT) WORKFLOW
1 Requestor Enters
2 CC Manager Approves
Fund Code=2XXX?
4 AVP-PM
4 AVP-PM
5 Special Exp. Type?
3 Direct Supervisor Approves
Fund Code=5XXX?
Yes
OPM
OPM
AVP-PM
*ELSE No PM
Processed by the department
PeopleSoft operation
Post to GL
Office of Post-Awards Management
Processed by Procurement Management
11/13/2018
Travel & Expenses

10. Workflow (Cont’d) Requestor – can be traveler or a trusted Proxy
Cost Center Managers – same as eProcurement. Two per cost center.
Direct Supervisor – person you report to. This information is not currently in the system.
Will need your help to gather this information to populate the system (Oct?)
Once we load the system, Payroll will maintain it
11/13/2018
Travel & Expenses

11. WORKFLOW (Cont’d)
System includes an escalation process to handle expense reports outstanding for a long time.
Month end – what should we do with One Card activity that is not reconciled before the end of the month?
11/13/2018
Travel & Expenses

12. Direct Supervisor Approves
WORKFLOW (Cont’d)
If there is more than one cost center on a report, all cost center managers must approve before the report can move to the next step.
Requestors will be able to see where in the process the expense report is.
CC Manager 1 Approves
Requestor Enters
Direct Supervisor Approves
CC Manager 2 Approves
CC Manager 2 Approves
11/13/2018
Travel & Expenses

13. NEXT SESSION(S) Review/Complete today’s discussion
Continue One Card discussions
Discuss finalized configuration of Expense Report
Other
11/13/2018
Travel & Expenses

14. QUESTIONS?
11/13/2018
Travel & Expenses