Travel & Expense Initiative…
Final Boarding Call!
Agenda
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6.
Our New Integrated Travel and Expense System
Current Process vs. New Process
New University Credit Card
Gaining Access
Training
Questions
Our New Integrated Travel and Expense System
• Result of ROSE Travel and Expense Initiative
• New travel booking and expense management tool
purchased from Concur
• It allows us to:
 Gain better visibility to travel and expense claim status
 Have a better travel and expense “experience”
 Save up to $400,000 per year by not paying transaction
fees
 Potentially save up to $1M per year by having access to
all options and reduced rates so you can make better
travel decisions
Booking Travel – Current Process
1.
Call Travel Agent to get airfare quotes or source your own
flight and have the travel agent book
 Dependent on travel agent for finding fare / best flight
 Doing all the legwork yourself beforehand
2.
Complete a Travel Authorization form and fax to Travel
Agent and Travel Services
 Require FOP signing authority signature
 $45 transaction fee
 Time-consuming
Booking Travel – New Process
1.
Book online YOURSELF or on behalf of someone
 Always see University reduced pricing
 Able to consider all possible variables
o All airlines
o Flight timing
o Price
o # of stops
 Profile completes booking information
 Reduced data entry = reduced errors
 No transaction fee!
Booking Hotel & Car – Current Process
1.
Book with Travel Agent when making arrangements
 Rely on Travel Agent to find best location and price or
do the legwork on your own prior to booking
2.
Use personal credit card for booking and payment
 Need to search numerous websites looking for
availability and pricing
 Ties up your personal credit limit
Booking Hotel & Car – New Process
1.
Simple click of a button to add hotel and car to travel
arrangements
 View all hotel and cars options all on one webpage!
 Provides easy to read price comparison
 Provides University reduced pricing
 No need to pay using personal credit card

No HA Form needed – book Winnipeg hotels directly
PLUS: Your profile lists your preferences so your travel
arranger will know what you like
e.g. king size bed, pool, gym, or automatic vs. standard
Cash Advances – Current Process
1.
Complete Accountable Advance Request form
 Obtain one-over-one and FOP signing authority
signatures
 Send copy to Travel Services
Cash Advances – New Process
1.
Request entered into Concur
 Authorization processed electronically
 Status of request, balance and usage of cash
advance visible in Concur
On Your Trip…
Travel & Business Expenses– Current Process
1.
Pay for expenses using personal funds – cash, credit
card, debit
2. Save all receipts
3.
Claim on a Travel and Business expense claim form
 Data-entry
 Obtain manual necessary of signing authorities
 Check and input budget available of FOP
 Account for air travel
 Difficult to obtain/track status through the system
Travel & Business Expenses– New Process
1. Use the new University US Bank VISA card to pay for all
your travel expenses
 Credit card charges automatically feed into Concur
2.
Scan, fax or upload your receipts into Concur
 Use Blackberry, iPhone or Android to take images
and attach to expenses
3.
One-Over-One approver receives email notification and
approves electronically
 Use Blackberry, iPhone or Android to approve
Travel & Business Expenses– New Process
4.
Send your receipts to Travel Services
 Legal requirement
PLUS SIDE – No longer need to ask Travel Services for
copies/originals
New U of M Travel VISA Card
1.
2.
3.
Drag and drop expenses that are charged on the card
directly to your expense claim
Approved credit card expenses will be paid directly to US
Bank VISA on your behalf once your expense claim is
submitted
No strain on personal line of credit
Access to the Card
1. Complete the new US Bank VISA Application form
2. Sign the Memorandum of Understanding
3. Send/Fax to VISA Program Coordinator
How Does Concur Affect YOU?
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Saves you $$ on your FOP
Provides you with a seamless travel & expense
experience
Saves time by pre-populating University credit card data
for drag and drop into your expense report
No impact on your personal credit limit
* No need for credit history
Added visibility – always know where your expense report
is at and where it’s been
Submit from anywhere in the world.
No more forms!
Gaining Access
• Employee access very different from student access
• Travel
Employees
• Expense
Students
• Expense Only
NEED TO:
1. Claim ‘@cc’
University email
address.
2. Complete user
access form.
3. Attend training!
Training
Claimant Training
Available for all those who travel and/or claim business
expenses.
 90 minute class where the system will be demonstrated
and key concepts highlighted or
 go through a series of webinars where understanding of
the system will be assessed.
Why Necessary?
 Will need to access system to (1) set-up profile and (2)
approve claims as a one-over-one.
Training
Unit Expert Training
Unit Experts are expected to become the support resources
for their areas.
 Attend Claimant Training
 3 hour class
 Hands-on and in-depth into the travel booking and
expense claiming processes.
 Bring along some previously submitted travel claims for
practice.
Rollout Schedule
• Visible online at
umanitoba.ca/admin/financial_services/travel/travelsyste
m_schedule.htm
Presentation information and session topics available from the
Financial Services website:
http://umanitoba.ca/admin/financial_services/brownbag.html
Thank You!