Tuition and Union
Travel Authorization
Expense Report
FDW Presentation
Travel and Expense
The Department of Finance has partnered with the
Office of Information Technology(OIT) and Human
Resources (HR) to automate the Tuition and Union
(CBO)Travel and Expenses by using the Finance
PeopleSoft Travel and Expense module. This technical
solution is integrated with data from HR, Payroll and
Accounts Payable. The end result is a “Policy Driven
and Union’s CBA”, fully automated process that will
provide transparency, expedite payments and reduce
manual processes for CCC Employees, Management
and Finance Staff.
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Highlights and recent improvements of the Travel and
Expense Module implemented last Fiscal Year 2015
Streamlined and enhanced the Travel and Expense processes
•
CCC Employees were removed from the procurement vendor database
•
Updates and changes that occur through HR Employee Self-Service
and/or by HR Administrator becomes available in the Travel Expense
Module within 24 hours
– Eliminated the redundancy of updating
SG & and employee address in 2
different PeopleSoft systems
ATHLETIC
• Allow employees to receive reimbursement
payments within 24 to 48
ONLY
hours from the date of disbursement via direct deposit or payroll
prepaid card
– Reduce the time to receive expense payment within 2 days instead of
the 5-7 days it takes US Postal Services to delivery
– Reduced the outsourced vendor payment costs for processing and
mailing checks from their Ohio locations
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Continued highlights and recent improvements of the Travel and
Expense Module implemented last Fiscal Year 2015
Improvements
• Improved the ease of use for
employees
– Reduced and standardized
number of approvals
– Expedited process for
frequent travelers
– Enhanced accessibility to
the travel policy and forms
– Better communication
Results
• Simplified the Travel and Expense approval workflow
for users
• Paperless process that is self service to the employee
• Travel information and documents are available on the
Employee Portal, Policies homepage and T&E website
– Interactive Tutorial – UPK is readily available
• Expenses are encumbered via budget check process to
ensure funding is available at time of request
• Transparency for preauthorized and reimbursement
requests are tracked from submission to completion
• Employees & approvers are able to include attachments
and view supporting documents
• Employees receives email notifications for approval,
denial and payment
– Approvers are notified of requests that are in their
queue for more than 3 days
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Encumbrance Example
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Encumbrance Example Detail
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Union and HR Tuition Workflow Examples
Union
Rep
New
Online
Request
Phase 2 go live date 08/03/2015
Union Employee
Supervisor**;*
Travel/Expense
Request
*Executive
Director/Business
Manager
President
AP Prepay Auditor
Must perform and have Valid Budget Check
Begin TE online approval
workflow
Paper approval
Old
Paper
request
Union
Employee
Travel/Expen
se Request
(Paper)
Union Rep
Paper
Union
Employee
Create TA
Request
Supervisor**
*Executive
Director/Busi
ness
Manager
President
AP Prepay
Auditor
Must perform and have Valid Budget Check
* = Approver responsible for Budget Checking
** = Same as CCC Works 1st Level Approver
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Creating a Travel Authorization
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Creating a Travel Authorization
Navigation
Click here to find an existing TA
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Please note screen defaults to Add a New Value
Annual Attestation Page
After logging in you will be required to complete this page before creating your Travel Authorization or
Travel Expense Reimbursement request. This only occurs once a year every July 1st.
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Creating a Travel Authorization
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Submitting a Travel Authorization
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After TA submission an email is sent to an Approver
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Viewing a Travel Authorization after submission
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Approved Travel Authorization
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Creating an Expense Report
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Selecting pre-approved Travel Authorization
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Travel Authorization copied into an Expense Report
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Confirming an Expense Report
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After Confirming an Expense Report
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Submitting an Expense Report
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Results after submitting an Expense Report
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An email is sent to an Approver after submitting a TE Report
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Reviewing a Submitted Expense Report
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An Approved Expense Report
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Approved Payment Email Notification
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Completed Paid Expense Report
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UPK Interactive Tutorial Link
• https://cccfstrn.ccc.edu/upkcontent/TuitionandUnionOnlin
eTutorial/index.html
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Questions?
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