1. TRAVEL – Where We Are Now and Where We Are Headed May 25, 2016 Sheri Hardison, Assistant Vice President for Financial Affairs & Controller

2. Where We Are Now…

3. Travel Survey Sent to all faculty (1,400) and staff (2,800)
Respondents – 497 staff (35%) faculty (7%) = 704 total
Covered:
Travel authorizations
Travel agencies and Concur
Travel advances & Travel Advance Cards (TAC)
Travel Cards (CLIBA)
Travel reimbursement
Financial Management Operating Guidelines (FMOGs)
Outreach & communication
General travel

4. Overall Travel Process
With dual processes, currently viewed as
Labor-intensive
Inefficient
Slow

5. Faculty Results Perceive that Concur is more expensive
View it as an unnecessary requirement – not as fast as traveler choosing own travel provider

6. Staff Results
Satisfied with Concur and travel agents – highest dis- satisfaction was with prices
Highest ratings were for CLIBA card use and processes (with some remaining concerns about the processes)
Dis-satisfied with redundant processes – interim workflow, multiple data entry points
Process change management communication concerns

7. Highest Priority Issues
Faculty – Stop requiring travel agents/Concur (limited by System)
Staff – Eliminate redundancies and streamline process
Both - Speed of reimbursements needs to improve
Fiscal Year Ended
# of Employee Reimbursement Vouchers Processed
% of Employee Reimbursements Processed Within 10 Business Days
FY2016 (through February)
3,114
92%
FY2015
6,776
57%
FY2014
6,274
82%

8. What’s Coming Next…

9. What’s Coming Next – Travel & Expense Workflow
Planned go-live July 2016
Back office testing – April 4 – May 6
Front office testing – in process
Representatives from all VP areas and heavy travel offices

10. T&E Workflow – The Benefits
Streamlined - single system approval process
Fully automated – notifications with direct document links
Document accountability
Visible transactional approval history in the document
Speed of each process step immediately apparent
Scanned document functionality
Eliminates lost vouchers and re-work
Documents readily available to departments/back offices/auditors

11. T&E Workflow – The Basics
Replaces SharePoint Interim Travel Authorization
Three workflow processes
Travel Authorization
Expense Report
Cash Advance

12. T&E Workflow – Action Options
Reviewed – Used only by the Traveler (or their proxy) to certify their expense report
Approve – Moves to next workflow stage
Send Back – Sends the document back to the Creator
Deny – Terminates the document; document would have to be re-entered
Hold – Holds the document in its current status
(NOTE - These actions are different than the AP/ePro workflow actions)

13. Workflow – Travel Authorization
Travel Authorization Created
Traveler’s Supervisor Approval
Budgetary Approval
Other Approvals
Approved Travel Authorization
Notification
Notification
Notification
No back office involvement
Grants –PM (Project Mgr., if not PI)/RSC
Capital Projects – PM
Cost Center
Principal Investigator
Encumbrance created
Creator budget checks
Creator submits

14. Workflow – Expense Report
Expense Report Created
Traveler (or Proxy) Certifies
Budgetary Approval
Other Approvals
DTS Approval
Approved Expense Report
Payment
Notification
Notification
Notification
Notification
Notification
Notification
Encumbrance released
Grants – PM (Project Mgr., if not PI)/RSC
Capital Projects – PM
Cost Center
Principal Investigator
Attach documentation
TRS Form (process in review)
Receipts
Budget check
Submit

15. Workflow – Cash Advances
Cash Advance Created
Traveler’s Supervisor Approval
DTS Approval
Payment to Traveler
Cash Advance Deducted From Expense Report Reimbursement
Notification
Notification
Notification
If Advance exceeds Expense Report Total, then Traveler reimburses UTSA.
Creator attaches Travel Advance Request to voucher (process in review)
Creator submits

16. We’re Still Working On…
Training materials
Options for proxy delegations for the traveler certification
Re-examining processes
Options for clarifying the Workflow actions

17. Travel Items to Note

18. Remember to save steps by creating the Expense Report from a Travel Authorization/other document via the Quick Start menu
Will pre-populate the detail lines
Links the Travel Authorization

19. Problem with a Concur transaction/agent interaction?
Use the Survey link within Concur to report on your experience