Transcript Travel - Where We Are Now and Where We Are Headed

TRAVEL –
Where We Are Now and
Where We Are Headed
May 25, 2016
Sheri Hardison, Assistant Vice President for Financial Affairs & Controller
Where We Are Now…
Travel Survey
• Sent to all faculty (1,400) and staff (2,800)
• Respondents – 497 staff (35%) + 207 faculty (7%) = 704 total
• Covered:
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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
Overall Travel Process
• With dual processes, currently viewed as
– Labor-intensive
– Inefficient
– Slow
Faculty Results
• Perceive that Concur is more expensive
• View it as an unnecessary requirement – not
as fast as traveler choosing own travel
provider
Staff Results
• Satisfied with Concur and travel agents – highest dissatisfaction 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
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
# 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%
Fiscal Year Ended
What’s Coming Next…
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
T&E Workflow – The Benefits
• Streamlined - single system approval process
• Fully automated – email 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
T&E Workflow – The Basics
• Replaces SharePoint Interim Travel
Authorization
• Three workflow processes
– Travel Authorization
– Expense Report
– Cash Advance
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)
Workflow – Travel Authorization
Other
Approvals
Budgetary
Approval
Travel
Authorization
Created
• Creator budget
checks
• Creator submits
Traveler’s
Supervisor
Approval
Approved
Travel
Authorization
No back office
involvement
• Cost Center
• Grants –PM
(Project Mgr., if
not PI)/RSC
• Principal
Investigator
• Capital Projects
– PM
Encumbrance
created
Workflow – Expense Report
Payment
Expense
Report
Created
• Attach documentation
• TRS Form (process in
review)
• Receipts
• Budget check
• Submit
Traveler
(or Proxy)
Certifies
Budgetary
Approval
• Cost Center
• Principal
Investigator
Other
Approvals
• Grants –
PM
(Project
Mgr., if not
PI)/RSC
• Capital
Projects –
PM
DTS
Approval
Approved
Expense
Report
Encumbrance
released
Workflow – Cash Advances
Payment to
Traveler
Cash Advance
Deducted From
Expense Report
Reimbursement
DTS Approval
Cash Advance
Created
• Creator attaches
Travel Advance
Request to
voucher (process
in review)
• Creator submits
Traveler’s
Supervisor
Approval
• If Advance
exceeds Expense
Report Total,
then Traveler
reimburses
UTSA.
We’re Still Working On…
• Training materials
• Options for proxy delegations for the
traveler certification
• Re-examining processes
• Options for clarifying the Workflow actions
Travel Items to Note
• 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
Problem with a Concur transaction/agent
interaction?
• Use the Survey link within Concur to report
on your experience