DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
AUTOMATION OF TRAVEL AND
PCARD PROCESSES
Focus Group – Session 2
July 28, 2014
Prepared By
Jené Janich, Business Process Analyst and
Orkun Toros, Director of Finance Operations
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
GOALS
• Streamline the processes
• Apply best practices
• Automate approvals
SYSTEM DESIGN
Implement the self-service
functionality to automate travel authorization, reimbursement,
PCard reconciliation and approvals in the Peoplesoft T&E
Module.
7/12/2016
Travel & Expenses
2
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
WHY DO IT?
• We currently use a paper-based process to manage travel
expenses and credit card transactions
• Process lacks automation and requires manual validation for
ensuring policy compliance
• Budget checking is done after costs have been incurred
• Five types of credit cards are available
• Too many Cash Advances
• Currently Procurement Management is manually keying in all
travel transactions
• Purchasing cards are handled in an Access Database and
with JEs
7/12/2016
Travel & Expenses
3
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
OUR VISION
PEOPLESOFT
TRAVEL AND
EXPENSE MODULE
ONE CARD
ONE TEAM
• Single card for purchasing
and travel
• Travel and PCard teams
combined
• Authorization controls for
merchant categories
• One Team is more
convenient for customer
service
• Quicker access to
transactions
• Travel Insurance is
included on the credit card
7/12/2016
Travel & Expenses
• Processes and procedures
realigned
• Validate and manage
program
ONE SYSTEM
• Use PS T&E self-service
for all expenses & PCard
• Integrate “My Wallet” to
bring in card transactions
• Create, route and approve
travel authorizations, travel
and One Card expense
reports
• Post transactions to cost
centers sooner
4
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
WHY ARE YOU HERE?
•
•
•
•
Investigate your concerns and experiences
Gather your opinions and feedback
Help us design the system to fit your business needs
Test assumptions
7/12/2016
Travel & Expenses
5
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
SESSION 1 REVIEW
• One Card
 Which employees should use a One Card? Current
employees who have traveled in the last year. Pre-order
but distribute as needed.
 What are the risks and challenges of implementing it in your
department? Faculty without cost centers who travelincluding this requirement in system design.
• Cash Advances
 Procurement Management would like to minimize the cash
advances over time. Agreed. Detailed guidelines will be
distributed for consideration.
 The process will remain paper-based and handled by
Procurement Management. Agreed.
7/12/2016
Travel & Expenses
6
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
SESSION 1 REVIEW (Cont’d)
• Receipts - Agreed.
 Procedures will be the same as they are now.
 Travelers will scan and upload required receipts.
• Procurement Management prefers one file for each report.
• Travel Authorizations
 Proposed travel authorization procedures – required only for
Sponsored Program cost centers (entered by department )
and International travel (entered by Procurement
Management)
• Workflow
 The system does not allow travelers to approve their own
expense report
7/12/2016
Travel & Expenses
7
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
CONTINUE ONE CARD DISCUSSION
• Observations using current travel card
• Problems using the current travel card
 Purchases on travel status that are legitimate but were
denied.
• We currently consider launching One Card before
implementing Travel & Expense module?
 The process will remain paper-based until module is
available
 One statement to reconcile
 How would it impact your department?
7/12/2016
Travel & Expenses
8
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
(DRAFT) WORKFLOW
1 Requestor
Enters
2 CC
Manager
Approves
3 Direct
Supervisor
Approves
Fund
Code=2XXX?
Fund
Code=5XXX?
44AVP-PM
AVP-PM
5 Special
OPM
OPM
*ELSE
Processed by the department
Exp.
Type?
Yes
AVP-PM
No
PM
PeopleSoft operation
Office of Post-Awards Management
Post to GL
Processed by Procurement Management
7/12/2016
Travel & Expenses
9
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
WORKFLOW (Cont’d)
• Requestor – can be traveler or a trusted Proxy
• Cost Center Managers – same as eProcurement. Two per
cost center.
• Direct Supervisor – person you report to. This information is
not currently in the system.
 Will need your help to gather this information to populate the
system (Oct?)
 Once we load the system, Payroll will maintain it
7/12/2016
Travel & Expenses
10
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
WORKFLOW (Cont’d)
• System includes an escalation process to handle expense
reports outstanding for a long time.
• Month end – what should we do with One Card activity that is
not reconciled before the end of the month?
7/12/2016
Travel & Expenses
11
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
WORKFLOW (Cont’d)
• If there is more than one cost center on a report, all cost
center managers must approve before the report can move to
the next step.
CC Manager 1
Approves
Requestor Enters
CC Manager 2
Approves
Direct Supervisor
Approves
CC Manager 2
Approves
• Requestors will be able to see where in the process the
expense report is.
7/12/2016
Travel & Expenses
12
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
NEXT SESSION(S)
•
•
•
•
Review/Complete today’s discussion
Continue One Card discussions
Discuss finalized configuration of Expense Report
Other
7/12/2016
Travel & Expenses
13
DIVISION
OF FINANCE
OFFICE
OF BUDGET
AND FINANCE
Office
of Expense
the Vice President for Finance
Travel
and
QUESTIONS?
7/12/2016
Travel & Expenses
14