University of Missouri
September 16, 2010
Project Objectives

Improve the current business process of creating travel
reimbursements

Enhance travel reimbursements by efficiently taking
advantage of opportunities provided by an internet
software solution

Streamline the review, approval and payment process
of creating travel reimbursements

Capture data about travel expenditures that we do not
currently have readily available
What is PS Travel & Expenses?
Travel Authorization (optional)
 Cash Advances (optional)
 Travel Expense Reports

 Travel & Expenses will be used only for reimbursing employee
travel expenses.
Impact on the Traveler

Expense Report can be accessed through the Internet
and completed anywhere, anytime.

Enter expenses online into PS Travel and Expenses
Module instead of paper travel form.

Expenditures made on the University travel card will
result in reduced manual entry in entering expenses
online.

Receipts are still required for expenditures over $75 plus
all lodging and car rental. Traveler will image receipts
by either faxing or emailing to the server.

Electronic routing for approvals.
Impact on the
Supervisor/Approver

Notification by email that Expense Reports are ready
for approval.
 Ability to electronically approve or send back to employee for
additional information

If travel expense is to be charged to a grant, the
Expense Report will be routed to the Principal
Investigator for approval.

HR Supervisor will approve the Expense Report.

Approval will also be done at the fiscal level.

Campus Accounting will initially continue to review.
Workflow of Expense Report

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Traveler (or delegate) completes ER
Traveler submits receipts
Project manager (PI) approves, if grant funded
HR supervisor approves
Fiscal Officer approves
Accounting can review pre and post pay.
Major Project Milestones

July 2009 - October 2010
 Installation and Setup
 Development and Testing Phases

November 2010: Final reviews, security setup

December 2010 – June 2011: Rollout Period

Entire campus using T&E by July 1, 2011
Roll out and training plans to be
determined by each campus

Rollout Plans
 How – Big Bang or phased in approach
 When – 6 month window

Training Plan
 Online tutorial
 Auditorium style
 Small class settings & labs
Role of Focus Team

Testing Travel & Expenses functionality for
 Travelers
 Delegates
 Approvers

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Test in group sessions and individually
Test unique travel situations
Log testing scenarios
Report testing results to Focus Team Lead
Give advice for training and rollout
Testing phase through early October
Focus Team Members
Debbie Braun
Mary Brown
Bernadette Dalton
Vicki Galvin
Linda Gatson
Dora Griffin
Charlotte Hitchcock
Tina Hyken
Faith Lucas
Robert Mayo
Kathy Meeks
Ruthann Perkins
Lindell Royal
Renae Smith
Randall Vogan
Training Materials
Training materials are under development
 Online Training Tool
 Quick Reference guide
 Travel Policy Review

Questions??