Transcript TEM Hierarchy Maintenance

Travel and Expense Management
Hierarchy Discussion
May 2013
2
Agenda





Approval Flow
Review of Roles
TEM Maintenance Forms
Training Requirements
Best Practices
3
Approval Flow
Wharton’s
Approval Flow
Traveler or
Delegate
(Preparer)
Enter
Report
Traveler
Submit (or
Approve)
Report
These roles can
select/confirm
the User Added
Approvers!
DEFAULT
REVIEWER
Preparer/
Admin
Person
Will need to
assign
SUPPLEMENTAL
APPROVER (or
the appropriate
person) when
necessary
BA/TAC
Cost Object
Approver
*AUTOMATICALLY
PROMPTED*
Supplemental
Approver (HLA) if
>=$500 for all
Name selected from
“pick list”
User Added Approver
ALL STAFF HLA
(< $500)
Or Use Checkbox on
Report Header
User Added Approver School Level HLA
(Maureen) for Old C5
Check boxes
User Added Approver Total Expense Dollar
Amount >$15,000 –
select F&A
Multiple User Added Approvers may be necessary based on
role of Traveler and/or Business Purpose
Wharton’s Approval Flow
DEFAULT
REVIEWER
Traveler
CAN BE
BA/TAC
BA/TAC
Cost Object
Approver
Supplemental
Approver
HLA
6
Review of Roles
7
Travel and Expense Roles

Traveler Role


Systemically granted to all identified users
Expense Role

Systemically granted to all Faculty/Staff

Manually assigned for Students as needed

Delegate administrating as the Traveler – can be
systemically loaded
8
Default Reviewer

Defined in each user’s profile (one-to-one relationship).

Can generally be anyone within your organization.

Responsible for ensuring the expense report submitted
is complete and accurate.



Review the expense report to ensure appropriate forms and
documentation are submitted to support the expenses
claimed.
For those expense items requiring receipts, they agree the
amount claimed on the expense report matches to the receipts
or documentation provided.
Review the accounting information for completeness and
accuracy.
9
Cost Object Approver


Based on CNAC-ORG-BC-FUND entered
Responsibility over the accounts being charged for the
expenses claimed.




Ensure the expenses claimed are in compliance with all
University policies and tax requirements.
Ensure the correct account information is listed on the
expense report.
Ensure all expense report requirements, including valid
business purpose, all documentation, and justification forms
have been fulfilled before the report is approved and
submitted for reimbursement.
If applicable, they ensure expenses claimed are allowed under
the sponsored program guidelines.
10
Supplemental Approver

Selected from drop down list by Default Reviewer or Approver

Not based on S/C, complete list is available

The Supplemental Approver is an individual who is at a higher
level of organizational responsibility than the traveler and is
familiar with the traveler and the expenses claimed.





Ensure the expenses claimed were incurred while conducting valid University
business.
Review expenses to determine if they are necessary, reasonable, and consistent with
University policies and the stated business purpose.
Ensure supporting justification forms contain valid reasons and the connection for
the expenses claimed support the business purpose.
Where applicable, they ensure expenses claimed are allowed under the sponsored
program guidelines.
Responsible to ensure the requirements for the Default Reviewer and Approver have
been met.
11
User Added Approver

Must be designated as some type of Approver

Should be added by Cost Object Approver



For staff reimbursements under $500 (or use checkbox
on report header)
For travel reimbursements over $15,000 to forward to
F&A for approval
For school-level approval of old C-5 form exceptions

Greater than 182 days

Higher class of service

Unnecessary fees/ Meal thresholds
12
Role & Access Administrators

Establishes approver roles

BEN Financials responsibility

Training will be required

Initially, this responsibility will be managed
centrally within F&A. After the system is up
and running, ongoing maintenance will be
delegated out to the departments.
13
TEM Maintenance Forms
14
Faculty & Staff Maintenance Forms
1.
Will individual ever be a Supplemental Approver (Y/N)?
2.
Review Default Funding Source and update if necessary
3.

Systemically defaulted to 070-HomeOrg-1-000000

The default cannot be set to grant funds

Format MUST be: 070-0700-1-000000
Assign Default Reviewer

One-to-one relationship

Will review all expense reports regardless of funding source

Format MUST be: 10070837 – FRENKEL, SAMUEL
15
Funding Source Maintenance Form
1. Assign “Level 1 Approver” for every fund
(regardless of whether it is excluded or not)

Format MUST be: 10070837 – FRENKEL, SAMUEL

Level 2 and Level 3 are optional

Linear approval flow – not alternates
2. Review Funding Source list– mark any funding
sources that you do not want expenses to hit using
“Y” in “Exclusion Flag” column.
16
TEM Maintenance Forms - Action Items
• Copies of Faculty and Staff as well as Funding
Source Maintenance Forms have been deposited
into your Pillar Drive (one spreadsheet, two
tabs)
• Please complete by Monday, June 17
17
Student Maintenance Form


Generally, in order to process an expense
reimbursement for students, they will need to be
made expense users in the system
If you have students that need to be reimbursed, you
will need to send the following to
[email protected]:

Penn ID

Full Name

Default Funding Source (e.g. 070-0700-1-000000)

Default Reviewer

Current local address
18
Additional Funding Source Maintenance Form




Add a new combination not created by the default
logic
Not required for new grants, endowment, or gift
funds
Only required for special “granted’ cross charging
for first time charges
If you need a new combination added, email the
funding source details (e.g. 070-0700-1-000000)
to [email protected]
19
TEM - Included Funding Sources
▫ only Numeric values in any of the 4 segments (CNAC-ORG-BCFUND)
▫ only enabled code combinations
▫ only CNAC values ending in zero
▫ restricted funds (4, 6 ledgers funds) combination based on
responsible org
▫ with budgeted 5XXX object codes in this FY
▫ restricted funds (4, 6) any BUDGETED 5xxx combinations to nonResp ORGs
▫ agency funds (9 ledgers) only combinations to CNAC 990 and funds
beginning with”9” and budgeted 5xxx combinations in this FY
▫ COA strings created in PennERA for sub awards with budgeted 5xxx
combinations
▫ only combinations for fund 000011 that have the SERVCENT as the
ORG Category budgeted 5xxx activity budgeted in the current FY
▫ for S/C specific funds 01XX01, 01XX02, 01XX03, 01XX04 and
10XX05 include only those combinations where XX is equal to the
first two digits of the CNAC value
20
TEM - Excluded Funding Sources
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
▫
Any combination using fund 000000 with a BC other than 1
Any combination with Org 0000 and CNAC not equal to 000
000006 Debt Service Fund
000007 University Development Fund
000008 Research Assistantships Matching Fund
000009 Insurance Fund
000013 University Bank Fund
02xxxx *exception*
INCLUDE 020200
3xxxxx Endowed Loan Funds
47xxxx Controller’s Adjustment Accounts (accruals)
48xxxx Outside Held Trusts
49xxxx Trustees Held Annuities
599996, 599997, 599998, 599999
Budget Planning Only
64xxxx Controller’s Adjustment Accounts ( accruals)
65xxxx Capital Gift Funds
21
Delegate Addition Maintenance Form




Under design based on feedback from the TEM
Advisory board.
Will provide you with the ability to load
delegate(s) for travelers so others can enter the
expense reports.
The Delegate will still be required to login and
switch to administering as the Traveler to enter
the expense report.
The Traveler must login to Concur to submit the
report.
22
Training Requirements
23
Training Requirements




Traveler/Delegate end user training recommended for all. Two
sessions currently scheduled. RSVP to
[email protected]

Wednesday, July 17 from 1-3 pm

Thursday, July 25 from 10-12pm
Instructional guides and how-to videos also available at:
https://cms.business-services.upenn.edu/tem-beta.html
Required KnowledgeLink courses for Default Reviewers and
Cost Object Approvers:

Concur Expense Report Approver Knowledge Building

Concur Expense Report Approver Application Training
Approver training recommended, but not required, for
Supplemental Approvers.
24
Best Practices
25
Hierarchy Approval Set-up Best Practices




At least two individuals should review every
expense report
Although the Default Reviewer and Cost Object
(budgetary) approver can systemically be the same
person if that person is subordinate of the Traveler,
the best practice is to have an additional approver.
A default reviewer needs to be set for EVERYONE
A cost object approver needs to be set for EVERY
funding source
26
Questions ?
Thank you!