CSU Travel & Expense
Best Practice Initiative
Agenda
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Introduction and Meeting Kick Off
Recap Key Considerations
Best Practice Principles and System Functionality
System Demonstration
Back Office Processing
Travel Policy Update
Change / Communication / Training Strategy & Approach
Next Steps
FAQ’s
2
Agenda
Time Frame
Topic
Facilitator(s)
Outcome
1:30 – 1:45
Introduction and Meeting Kick Off
Pennington /
Nisbet /
Caswell-LaPierre
 Review Project and Session Objectives
1:45 – 2:30
Recap Key Considerations from
Vision Validation and Fit Gap
Sessions
Pennington /
Caswell-LaPierre
 Recap of key considerations and benefits of Best Practices to
consider going forward
2:30 – 3:30
Best Practice Business Process
Flows and System Functionality
Nisbet / Downing /
Caswell-LaPierre
 Review key working principles of selected best practices and
system functionality
3:30 – 3:45
Afternoon Break
3:45 – 4:15
System Demonstration
Norton / Downing
 Expense Report Creation; Expense Report Approval &
Expense Report Payment Processing
4:15 – 4:30
Back-office Processing
Reilly / CaswellLaPierre
 Defined Reports
 Physical Audits
4:30 – 4:45
Travel Policy Update
4:45 – 5:15
Change / Communication / Training
Strategy & Approach
5:15 – 5:30
Wrap Up / Next Steps
Nickles /
Pennington
Naiknimbalkar /
Palm
Pennington /
Nisbet/
Caswell-LaPierre
 Update on Travel Policy Activities
 Discuss Change / Communication / Training Approach
 Phase II Project Timeline and Overview
 Next Steps
3
Introduction & Meeting Kick-off
Project Objectives/Background
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Original CMS Project Charter, endorsed by CMS Exec Committee in 1998 stated
that:
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CABO white paper, written in April 2005, documented the desire to establish a
CSU best practices initiative
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Sets of best practices would be developed; disciplined processes would be produced and
implemented at each campus
Identified finance as area to start initiative, and ultimately, (working with a subcommittee of
the FOA), the travel area was chosen
With objective of identifying common set of CSU administrative best practices,
the challenge was ‘how’ do we identify the best practices to implement
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Within 5-7 years after the beginning of the CMS Project, the CSU will:
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Manage its affairs using a common set of administrative best practices, and
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Support those administrative best practices with a single integrated suite of
administrative software
Needed a proven methodology to move from concepts to outcomes
Needed to get expert assistance to move from ‘our practices’ to best/better practices
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Brought in a consulting firm, The Hackett Group, with repository of best practices to help
Building best practices: testing our ability to identify systemwide best practices with the travel
area, if successful, other operational areas will be chosen
This is a NEW approach, we typically have processes and policy in place and
develop our system to support current practices
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With this project we’re refining what we do today; identifying new/updated processes/policy
based on best practices we’ve reviewed and considered (which is what we’ve been working on
up to this point);
Once new/updates processes/policy are identified we’ll look to develop the Oracle Travel and
Expensessystem to support those processes/policy
updated 7/22/08
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Workshop Objectives
Confirm Considerations Made to Date
Review PeopleSoft Functionality
Validate Future State Design Direction
Review Change / Communication / Training Strategy and
Approach for Go-Lives
 Provide Information around Next Steps / Systems
Configuration
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6
Recap Key Considerations from
Vision Validation & Fit Gap Sessions
Moving Forward with Best Practices
Code
Recommendation
Best Practices Impacted
Change Type
R1
Implement an
electronic expense
reporting system
FNTE003,
FNTE007,
FNTE017,
FNTE022,
System
R2
Exception-based
control reporting used
extensively in
conjunction with
random auditing and
review of travel
expenses
FNTE008
Process / System
R3
Electronic payment is
made directly to travel
card provider with
remaining expenses
reimbursed via AP and
minimize travel
advances
FNTE010, FNTE026
Process / System
R4
Update Travel Policies
and implement a
governance structure
for Travel Management
FNTE001, FNTE002, FNTE005
Policy
R5
Improve University
Charge Card Program
FNTE010, FNTE013, FNTE019,
FNTE020,
Process
R6
Establish robust Travel
Management Program
FNTE011, FNTE012, FNTE014
Process / System
FNTE004,
FNTE010,
FNTE018,
FNTE023,
FNTE006,
FNTE016,
FNTE021,
FNTE024
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Pre-trip approval travel requests
Key consideration in moving forward:
Pre-trip authorization for travel must be obtained from management within the
employee’s campus. Authorization requests will be managed as they are today within
each campus. Pre-trip authorization will not be utilized in the system.
Benefits:
 Travelers will have minimal change impact and learning with ‘systematized’ pre-trip
travel requests
 Travelers will not have to complete a pre-trip approval request and also an expense
report. This will alleviate multiple forms for the travelers to submit
 Approvers will not have to administer pre-trip approval and expense approval in the
system
 Minimal support calls to Accounts Payable if ‘systematized’ pre-trip authorizations are
submitted after the fact and an expense report needs to be paid out
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University Charge Card Usage Encouraged
Key consideration in moving forward:
University charge card issued to all travelers that qualify and proper use of the card is
strongly encouraged by travel policy. BTA account is eliminated in some cases and/or
minimized for expenses such as outside ‘interviewee’ expenses and campus colleagues
that do not qualify for a card.
Benefits:
 Reduced administration and reconciliation of BTA bookings for AP staff
 Strong controls as entire expense amount is on one form of payment method and one
report
 Eliminates potential duplicate payment to BTA and employee
 Gain holistic view of ‘all expenses’ via the expense report
 Credit card data is sent to employee to pre-populate on their expense report which
minimizes data entry
 Payment to charge card provider directly for approved expenses on expense report
 Higher rebates to State of California to enhance travel program
 Does not impact CSU associates credit by applying for a card; only if card is not paid in
a timely manner
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DRAFT Disbursements Matrix
Payment Mechanism
Description
Type of Expenses
BTA Account
•Direct Pay Card Account by University
used for travel account activity only
•Classified to ledger by journal entry
Interviewee Expenses;
Employees who can not / do
not have a University charge
card
“Green” American
Express Card
(University ‘Corporate’ /
‘Government’ AMEX Card)
•Card issued by American Express
•Used for business and travel expenses
•Employee liability
•Classified to ledger by expense report
All Travel expenses incurred
by traveler
Procurement Card
(GE Procurement Card)
•Card issued to purchase goods and
services
•Classified to ledger by journal entry
Conference Fees, Training,
Subscriptions, Journals,
Membership Dues, Office
Supplies
Check Request
•Used when you can NOT obtain an invoice
(very seldom)
•Classified to ledger when keyed within AP
Honorariums, Registrations
Expense Report
•Reimbursement vehicle for travel and
business expenses
•Integrated with PeopleSoft for processing
Hotel, Air, Conference
Registrations, Meals, Car
Rentals, etc.
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Automated expense system with online approvals
Key consideration in moving forward:
Automated expense reporting system integrates the processes of expense report
preparation, expense report approval, submission and auditing. The automated expense
approval process will have predefined, allowable parameters in place.
Benefits:
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Employee easily tracks status of expense report approval and payments
Electronic expense report creation allows for greater consistency and standardization
Electronic submission to approver replaces existing paper-based process
Pre-populated corporate card transactions expedite expense report creation and
minimize data entry mistakes
Real time update of expense report status and tracking
Ability to attach imaged receipts to expense report in later phase
Built in audits and flags based on travel policy to educate and train traveler
Expense approval will allow for email notification, rerouting after designated number of
days (3), and approver delegation
Standardization across the organization via common processes, technology, policies
and procedures
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One level of approver with multiple notifications
Key consideration in moving forward:
Expense reports will only require one level of approval. The employee’s approver will be
stored in the system in the Organizational data of the Employee’s Profile in Expenses.
Upon submittal the system will automatically route the expense report to the designated
approver. Notifications will also be built to go out to others in the system requiring
notification of the expense. In some cases the approver may wait to approve the
transaction in the system until those notified approve either verbally or via email. After
approval by the Manager the report will be routed to AP for Pre-Pay audit.
Benefits:
 Employees will know the status of the expense report based on automated workflow
 Minimal administration of approval hierarchy
 Employees will submit their expense report online and approval will be sent to their
approver
 Notifications will be sent in parallel with the approval to the corresponding departments
to ensure there is financial tracking and budget oversight of the expense (e.g. Finance,
Dean, VP, President)
 Expense approval will allow for email notification, rerouting after designated number of
days (3), and approver delegation
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Employee Master Data from HR
Key consideration in moving forward:
Key Employee Data and Employee Organizational Data housed in HR will be brought over
to Finance Expenses Employee Profile tables via the use of Integration Broker and
Application Messaging tools. Applicable HR maintained fields include: Employee ID,
Employee Name, Personnel Status (employee vs. non-employee – will not bring over non-employees),
Home Address, Other mailing address (work address), Employee Status (active, terminated, etc.),
Business Unit, Department, and Supervisor. Integration Broker can also accommodate
bringing employee bank and corporate credit card information to Expenses where
available. There will be an initial load of all applicable data and then subsequent updates
made in HR will be brought over real time to Finance Expenses via the use of Application
Messaging tools.
Benefits:
 Employee Data and Organizational information maintained in one system and
interfaced over so it doesn’t require dual entry/updates in both HR and Finance
Systems
 Interface of information instead of manual entry in Expenses will reduce input errors
 Updates subsequently made in HR automatically interfaced over to Finance Expenses
 One stop shop for employees to supply address and bank changes
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Automated account coding & shared expenses
Key consideration in moving forward:
Expense types within the expense report will automatically default to the proper general ledger account
and the employee’ s profile information will default in their specific Organizational Chart field information.
If there is a reason to charge multiple funds or departments, the system will allow for shared expenses.
A shared expense refers to a cost that is shared among multiple funds / departments.
Option 1: Shared expenses can be split at each expense line or at the header level via percentages.
The percentage total must equal 100%. In the expense report, the employee will enter the transaction and
the percentage or portion of the expense categories classified. The header level chart fields will default
into the expense lines. Further updates can then be made at the expense line level.
Option 2: If there is a need to charge multiple funds or departments, a journal entry will be performed
within the general ledger to ensure proper account coding is charged.
Benefits:
 Organizational Chart field information will default into expense report based on data
stored in employee’s profile (Business Unit, Department, Fund, Program, Project, Class,
etc.) No need for entry unless updates are required
 Option 1: Employees have the flexibility to charge via line item expense category or
allocate the Organizational Chart fields for entire report at the header level
 Option 1: One expense report can be submitted for multiple charge codes
 Option 2: Employees would reference the expense report and the account to charge so
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a journal entry is made by Campus Finance
Central payment of credit card
Key consideration in moving forward:
University Charge Card will be paid centrally by Accounts Payable for approved expenses
only. Approved expense reports that include University charge card transaction
information will be extracted from PeopleSoft and paid to American Express with AP pay
cycle process. Employees will be responsible to pay expense reports that are not
submitted in a timely manner.
Benefits:
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Employee convenience
Better negotiation with credit card company on issuing cards to individual employees
Payment managed centrally
Higher rebates to University based on payment history
In line with PeopleSoft future state design
Increased security against delinquent card payments
Increased savings through better negotiated rebates from the credit card issuer
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Central payment of credit card
Reimbursement Process:
Accounts Payable
runs Staging Process
in Expenses and
reviews results
(stages all approved
for payment reports )
AP runs pay cycle
processes to pick
up all staged
employee paid
items
AP runs pay cycle
process to pick up
all staged
corporate card
paid items
AP reviews and
releases
payments to
employees
Employee is reimbursed
via preferred method
housed in Employee
Profile
(check or direct deposit )
AP reviews and
releases payment
to AMEX
AMEX receives
payment broken out by
credit card number and
applies payment to
individual card holder
accounts
Accounting Entries:
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Campus Finance will centrally pay corporate card vendors for approved charges
Debit appropriate expense account and credit campus AP account
If amount “due employee” – check or EFT to employee issued
If amount “due AMEX” performed via EFT to AMEX
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Best Practice Business Process
Flows & System Functionality
High Level Travel & Expense Process Flow
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Maintain Employee Profile
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Pre-Trip Travel Arrangements
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Processing Expense Reports
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Receipt Submission Recording
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Processing Reimbursement
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Best Practice Expense Reporting Process Flow
Expenses are paid to
credit card vendor
Credit card
transactions
imported in to
T&E System
Employee creates
and submits
expense report in
system
Expense
reports
approved
electronically
Approved expense reports
electronically transmitted
to Campus Finance
Optional for
Traveler
Employee is reimbursed
through Accounts
Payable system for ‘out
of pocket’ expenses
Employee
Employee prints
receipt report and
attaches original
receipts and sends
to AP
Employee faxes receipts to
Campus Finance and
attaches imaged receipts to
expense report
Later Phase
Original receipts are
filed at Campus
Finance for storage
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Key Considerations & Impacts
Key Considerations and Impacts
Key Considerations
Impact
Travel requests will not be ‘systematized’ and will
continue to be administered as they are today
No impact
Individual charge cards will be issued to travelers
for incurring business expenses
Use of BTA and ghost cards will be minimized
If expenses are incurred on the BTA card, then
they must be tracked in PeopleSoft as payment
type “company paid”
Improves audit controls. Local campuses will be
able to better reconcile and allocate paid
expenses to account, funds, and project numbers
Charge card transactions will be loaded into
PeopleSoft and can be used to pre-populate
expense reports
Travelers will be able to more quickly and
accurately create and submit expense reports.
This will be an optional feature
Expense reports will require one level of
electronic approval with notifications
Minimized approvals. No more routing of paper
expense reports. Approvers will approve expense
reports online. Finance, Deans and Presidents
as needed will be notified of the expense but will
not approve the expense report. In some cases
the approver may wait to approve the transaction
in the system until those notified approve either
verbally or via email
 Approver can be either a fund account manager or
direct manager
 Notifications will be sent in parallel with the approval
to the corresponding departments to ensure there is
financial tracking and budget oversight of the expense
(e.g. Finance, Dean, VP, President)
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Key Considerations and Impacts
Key Considerations
Impact
Receipts will be sent to Accounts Payable for
Audit and Review and will be stored as it is today
No impact
Reimbursement of expense report is based on
expense report approval and submission of
receipts
Expense reports will pass one level of approval
and receipts must be received for the report
before it is reimbursed
CSU Campus Finance will reimburse approved
charge card transactions on behalf of the traveler
on a weekly basis
Pre-population or AMEX as a payment type will
need to be selected on the expense report for this
to occur. If employee is delinquent in filing or
does not select AMEX, the charge card statement
will be sent to employee and they will be
responsible for payment of charges
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System Functionality
Expense Report – Creating a Travel Advance
Fill in Required
information and click
“Submit” upon
completion.
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Expense Report – Creating a Travel Advance
After Submittal –
submission is in
Process. Waiting for
approval.
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Expense Report – Creating a New Report
Select Quick Start Method of
your choice and click “GO” or if
choose to leave as blank then
start entering information.
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Expense Report – Entering Manual Expenses
Enter Expense Type and other
required information. Required
fields are marked with an *.
Then Click the Detail button to
fill in more detailed information.
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Expense Report – Expense Type Details
Fill in additional details and click
“Return to Expense Report” to add
additional lines and complete
expense report steps.
34
Expense Report – Applying Cash Advance
Click “Apply Cash Advance” on
Expense Report Entry Page.
35
Expense Report – Applying Cash Advance
Click on Magnifying Glass to
bring up a list of applicable
cash advances.
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Expense Report – Applying Cash Advance
Click on Advance ID of
Appropriate Cash Advance.
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Expense Report – Applying Cash Advance
Main Entry page
Reflects application
of cash advance.
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Expense Report – Entering Credit Card Expenses
If starting out a new Expense
Report, Select Quick Start
Method of “Entries from
My Wallet” and click “GO”
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Expense Report – Entering Credit Card Expenses
If working on a previously
Saved report or have already
added manual entries select
“Expenses From My Wallet”
and click “Add”.
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Expense Report – Entering Credit Card Expenses
Check boxes next to
items wish to add to
expense report and then
click “Done”.
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Expense Report – Entering Credit Card Expenses
Selected Items Populate
on Expense Report as
Due to Vendor Items
Note that items with
Payment Type Visa here,
but American Express at
CSU will be paid directly
to American Express
Vendor.
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Expense Report – Assign Account Coding
Header Level
Click on “Accounting
Defaults” Link.
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Expense Report – Assign Account Coding
Header Level
Information defaults in from Employee Profile.
Update Chartfields as necessary. Can add additional
rows to allocate expense items via percentages.
These values will default to the expense line items
accounting detail.
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Expense Report – Assign Account Coding
Detail Expense Line Level
Click on “Accounting Detail” Link.
45
Expense Report – Assign Account Coding
Detail Expense Line Level
Chartfield information defaults in from Header Level
Accounting. Account Code defaults in based on
Expense Type chosen. Update information as
appropriate. Can add lines to split up amounts to
different Chartfield combinations if necessary.
46
Expense Report – Route for Approval
Upon submittal of expense
report the system
automatically routes to the
appropriate approver based
on configured approval
rules.
47
Facilitating the Approval Process
 Approver setup and Maintenance
– Currently exploring options of using existing HR hierarchy and
feeding Supervisor ID to Employee Profile in Expenses
– Further updates can then be made if Direct Manager is housed in
HR or
– Enter and maintain Supervisor ID/Designated Approver in Expenses
 Supervisor in HR may not necessarily be the Expense approver
 Report to Approve Notification and Dunning Rerouting
– Notified via email and will be in worklist
– Expense reports that have not been approved after 3 days will
be routed to another approver
 Approver Delegation
– If an approver is out-of-office they can assign a delegate to
approve their expense reports
– All expense reports submitted to the approver will then be
routed to the delegate
48
Assigning a Delegate/Alternate User
Proactively set ahead of time that you will be out of the office
Enter Alternate User to Receive your
routings and From/To Dates that will be out
of the office. After the entered “To” Date
reports for approval will go back to being
routed to your worklist.
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Rerouting Approvals
In the event that you need a different approver or if approver is out
unexpectedly; system admin needs to reroute
Enter the user you wish to reassign your
worklist items to, select which items to
reassign to selected user, and click on
“Reassign” button.
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Viewing List of Pending Reports Awaiting Approval
Expense Reports pending approval will
appear in appropriate approver’s worklist.
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Approving an Expense Report
Select appropriate action to
approve, send back for
revision, hold, deny, or save
changes and return to report
later.
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Approval Status of Expense Reports
Status shows where report
lies in the submittal,
approval, and payment
processes.
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Staging Expense Reports for Payment
Select and run Stage Payments process to
move expense transaction data into staging
tables for processing. This will stage all
“Approved for Payment” Reports.
54
American Express Vendor Setup
As travelers choose Payment Type of
American Express on their Expense
Report those ‘approved expenses’ are
marked to be paid directly to American
Express Vendor upon expense
processing and pay cycle run.
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Marking Receipts Received
Check to designate original
receipts have been received
by AP.
56
System Demonstration
Demonstration in the PeopleSoft System
 Create a Travel Advance
 Create an Expense Report
– Expense Report Submission
– Expense Report Submission with Pre-population
 Approval of an Expense Report
 Process Expense Report for Payment
58
Audit Rules & Back Office Processing
Sample System Audit Rules
Audit Area
Overtime Meals
Daily Meals
Rule
Flag user if Overtime
Meals Expense Type
EXCEEDS $15.00
Flag user if enter
amount over the daily
allotted maximum for
Meals Expense Type
Non-preferred Hotel
Vendors
If Hotel Vendor not in
Preferred List
Cash Advance
Notification
Send notice to traveler
if they have not applied
cash advance to an
expense report in
designated number of
days
Action
Generate Error
Message
Generate Error
Message
Required Field
Email
Notification
Visibility
Functionality
Report
Preparer
If an employee tries to enter an
amount above the authorized
amount the system will display
an error message. User must
adjust before can submit report.
Report
Preparer
If an employee tries to enter an
amount above the authorized
amount the system will display
an error message. User must
adjust before can submit report.
Report
Preparer,
Back Office
Set Lodging Expense Type so
Preferred Vendor field is
required – if vendor used does
not appear in listing user must
enter vendor. Can query on this
information for audit reporting.
Report
Preparer
Employees are notified when
they have outstanding
cash advances that have not
been reconciled to an expense
report within a defined time
period.
60
Sample System Audit Rules
Audit Area
Overdue Credit
Card Transaction
Rule
Send notice to traveler
if they have not applied
credit card transactions
to an expense report in
designated number of
days
Action
Email
Notification
Overtime Mileage
Require user to record
work hours for
Overtime Mileage
expense type.
Required Field
International Report
If International travel is
selected; query to
check conversion rate
Generate
Query/Report
(continued)
Visibility
Functionality
Report
Preparer
Employees are notified of
outstanding credit card
transactions not selected for
processing in an expense report
Due to, too much time being
passed. Your organization
defines the overdue period.
Report
Preparer,
Back Office
Set Overtime Mileage Expense
Type for per diem expense type
edit. Selecting this will require
input of times that include the
start and end of the business
day when the specific expense
type is used. Can query on this
information for audit reporting.
Back Office
Query on conversion rate
information.
61
Sample Back Office Reports
Report Type
Cash Advance
Reconciliation
Purpose
Report / Query
Visibility
Standard Report
Monitor clearing of cash advances
Cash Advance
Aging Report
Back Office
Yes
Back Office
Query on Relocation
expense types
Relocation Expense
Identify relocation expenses
Query
Payroll Report
Ability to identify reportable income for
certain expenses
Query
Back Office
Query on applicable
expense types
Receipts
Outstanding
Monitor receipts outstanding over a
certain timeframe
Query
Back Office
Query on receipts
received field
Delinquent Filing
Reports
Monitor submission by reviewing
expense submit date to trip taken date
Query
Back Office
Query on dates
Minimal Expense
Receipt
Monitor expense submissions under
receipt required amount
Query
Back Office
Query on amounts
Overtime Meals
Reporting
Monitor payroll taxable expense for
676P
Report
Back Office
No
Incidental Allowance
Determine if incidentals are accurate /
reimbursable
Back Office
Query on expense
type
High Expense Costs
Determine threshold of any given
expense type along with $ amount
Back Office
Query on expense
types with high $
Query
Query
62
Sample Physical Audits
 Receipt verification
– Original
– Reasonableness
– Credit card matched employee
 Hotel Folio
– Doesn’t include disallowed expenses
– E.g. mini-bars, movies, etc.
 Airfare
– City pair with a state contract fare
 Car rental
– Preferred vendor
 Registration Fees
– Meals not included
63
Travel Policy Update
Travel Policy Activity Update
 Team met July 17th and will reconvene in August
– Team members:
– Sharon Taylor, Long Beach
– Daniel Palm, Long Beach
– Wayne Kuhaupt, San Francisco
– Becka Paulsen, San Jose
– Gloria Ogg, Sonoma
– Colleen Nickles, Chancellor’s Office
– Cyndi Williams, Chancellor’s Office
– Robyn Pennington, Chancellor’s Office
 Team discussed key areas for change
65
Policy Considerations
Role of AP
Role of Approver
Delegation of Authority
Pre-Trip Approval
Receipt Requirement Threshold
Reimbursement of and/or Policy Surrounding Items such as:
 Conference Registration
 Meals
 Lodging
 Transportation
 Expenses/Incidentals
 Charge Card Usage
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66
Change / Communication / Training
Strategy & Approach
Change, Communication and Training Goals
 Create Awareness - Provide clear, complete and timely information
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about the purpose of the T&E Project, its impact on the organization and
specifics about the implementation and processes
Develop Understanding - Build an understanding among key
audiences to support a smooth transition towards the new system
Promote Buy-in - Assist all those involved in the T&E Project in
understanding their responsibility to provide communications and participate
as effective advocates and communicators
Ensure Consistency - Maintain consistency and clarity of key messages
by continually aligning project implementation messages with other critical
business and transformation goals / messages
Solicit Feedback and Participation - Actively solicit comments and
suggestions from everyone involved in the T&E Project in order to measure
the effectiveness of the overall project and suggest / make improvements to
change and communication strategy
Generate Enthusiasm - Gain acceptance and enthusiasm by exciting
people about what the T&E Project can mean for CSU and its employees
 Develop Support Mechanism for Go-Live
68
How to Achieve the Goals
 Develop a core Set of Common Processes
– Project has resulted in a core set of Travel Expense processes
– Travel Policy revision will align with new processes
– Schedule for DRAFT completion in Fall 2008
 Ensure we have a proactive approach to Change,
Communication and Training for the T&E implementation
 Deliver a core set of training to the campus well in advance
of implementation
– Focus on five types of users:
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
Frequent Traveler
Infrequent Traveler
Administrative Assistants supporting travelers
Approver
Subject Matter Expert (ex. Accounts Payable)
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Training Principles
 Work closely with campuses to ensure training needs are assessed
and supported
 Develop training materials that are easily accessible to the audience
 Work closely with the T&E Process and System project subject
matter experts to ensure consistency between the business process
design and the training program
 Educate on the process and key changes / impact to the processes
 Develop a process that will enable the right people to receive the
right training at the right time
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Training Objectives
 Develop training materials to support a blended training approach
for campus deployment
– Instructor-led training
– Train-the trainer
– Step-by-step (A to Z) user guides
– Quick reference guides
– On-Demand Video Modules
 Develop training deliverables to promote a repeatable approach for
all future campus implementations
– Campus can supplement end-user training to meet
requirements outside of system-wide Travel Policy
 Educate on the process and changes to the process
– Provide motivation and benefit
– Create simulations
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Training Audience
 Training based on role and what they need to know
– End-user traveler (Frequent & Infrequent Travelers)
 Employees who input their own travel expenses
– Administrative Assistant
 Employees who input expenses for supervisor or managers or other
travelers in their department
– Approver
 Review & approve reports and entries
 Notified via email for reports to approve
– Campus Finance (Subject Matter Experts)
 Individuals who will perform audits on expense reports prior to
payment
 Individuals who will process travel expense reports for payment
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Communication Approach
 We are in the process of developing a training and communication
approach that will ensure the stakeholders/end-users are well
informed and understand:
– Advantages and benefits of using the system
– Timelines for implementation
– Training resources available
 We are preparing a stakeholder matrix to determine change impact
and document required for communication
– Commitment
– Buy-In
– Support
– Awareness
– Education
 We are working to identify the required communication events
– Communication Method
– Frequency of Communication
– Resources needed
– Schedule / Timing
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Sample Communication / Readiness Timeline
Timing: Week Of
Activities
What We Need From You
10 Weeks Out
•
Meet with campuses to confirm change / communication /
training (CCT) approach / plan
•
Confirm campus CCT
contacts
9 Weeks Out
•
Travel & Expense awareness building, i.e. marketing
initiatives, poster boards, newsletter
•
Assist with poster board
display location
8 Weeks Out
•
Communication to all campus employees introducing T&E
and announcing upcoming information booths and Webcasts,
Town-Hall Meeting
•
Assist with cascading
communications
7 Weeks Out
•
T&E information booths, including PeopleSoft demo / preview
•
•
Frequently Asked Questions
Assist with determining
locations / distributing
FAQs
6 Weeks Out
•
T&E Webcast Demo/Q&A
•
Encourage Webcast
participation
5 Weeks Out
•
Transition checklist communication / activities, e.g., obtain
sign-on IDs, update personal information, charge card
application/adoption strategy, close out legacy T&E
processes / project codes, etc.
•
Assist in communicating
campus-specific transition
activities
•
Assist with distributing
training communications
• Training announcement communications
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Sample Communication / Readiness Timeline
Timing: Week Of
Activities
What We Need From You
4 Weeks Out
•
“Countdown” communication activities, e.g., table tents, email
announcements, desktop display
•
Assist with distributing
communications
3 Weeks Out
•
“Countdown” communication activities, e.g., table tents, email
announcements, desktop display
•
Assist with distributing
communications
•
T&E information booths, including PeopleSoft demo / preview
•
•
Benefits / Impacts of PeopleSoft communications - “What’s In
It For Me”, what’s new / what’s changing
Assist with determining
locations / working booths
•
Assist with train-the-trainer
activities
2 Weeks Out
•
•
Train-the-trainer begins (as needed)
“Countdown” communication activities, e.g., table tents, email
announcements, desk drops
•
Assist with distributing
communications
•
T&E Webcast Demo/Q&A
•
•
Encourage Webcast
participation
Web-based / Instructor-led training (as needed) begins
•
Assist with training
activities
•
Assist with distributing
communications
1 Week Out
•
“Countdown” communication activities, e.g., table tents, email
announcements, desk top display
0 Week Out
•
Pilot Go Live
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DRAFT Next Steps with the Pilot Campuses
August – December
Confirm configuration requirements
Develop configuration/process guides
System Testing Involvement
Provide additional suggestions around what else may be needed for your
campus from a change, communication and training(CCT) perspective
 Confirm campus stakeholders for CCT contacts




January – March
 Meet with project CCT team to review and confirm campus specific approach
March – July
 Assist with awareness-building activities, e.g., information booths /
PeopleSoft demos, distributing communications, etc.
May – August
 Assist with CCT activities related to “Go-Live”, Readiness Cutover, and
Transition activities
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Next Steps
DRAFT High Level Project Timeline and Overview
August
Travel
Policy
App Config
September
October
November
December
January
Travel Policy Socialized
Travel Policy Feedback Gathered
Travel Policy Finalized
Travel Policy Published
Setup Environment
Document Configuration Decisions and Gather Detailed Configuration Values
Configure Environment
Develop Documentation
Functional /
Technical
Specs
Custom
Development
Review Specification Standards
Develop Functional and Technical Specifications
Technical Development
Unit Testing
Technical Code Walkthrough
Test Planning
App Testing
Set up Test Environment
Functional Testing
System/Integration Testing
Acceptance Testing
Knowledge
Transfer /
Training
Analyze Training Needs
Refine Stakeholder Matrix
Create Training Plan
Develop Training Materials
Develop Communication Plan / Materials
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Next Steps
 Module demonstration for campus end-users
– August 5




Discuss Needed Policy Changes (policy team)
Present Future State Vision to FOA
Confirm with CABO next steps forward
Begin System Configuration
− Review configuration with campuses in mid-September
 Prepare change, communication, and training materials for
Pilot Campuses
79
Questions?
Thank you!
www.calstate.edu/qi
80
Thank YOU!
Best Practice Initiative Champions
Name
Campus
Name
Name
Campus
Campus
Mike Neal
Bakersfield
Christine Welch
Long Beach
Kimberley Lea
Sacramento
Debra Tucker
Channel Islands
Daniel Palm
Long Beach
Susan Johnson
Sacramento
Emily Deakin
Channel Islands
John Tsai
Long Beach
Bill Takehara
San Bernardino
Ashley Andersen
Chico
Lauri Reilly
Long Beach
C. Austin
San Diego
David Foreman
Chico
Mishell Laws
Long Beach
David Chelliah
San Francisco
Pat Heath
Chico
Sharon Taylor
Long Beach
Wayne Kuhaupt
San Francisco
Cliff Ruddick
Dominguez Hills
Y. Lee
Los Angeles
Becka Paulson
San Jose
L. Chavez
Dominguez Hills
P. Cofran
Maritime
Bonnie King
San Jose
Lana Lewis
East Bay
Barbara "Michele" Zollna Monterey Bay
Becky Henwood
San Marcos
Monica M
Fresno
Nicole Grundowski
Monterey Bay
Bella Newberg
San Marcos
Allyson Dvir
Fullerton
Venkata Parachuru
Monterey Bay
Sandmann
San Marcos
Debbie Hagman
Fullerton
Judy Reyes
Northridge
Becka Paulson
SJSU
Lydia Rodriguez
Fullerton
Phyllis Delgado
Northridge
Mark Benediba
SLO
Mary Ann Torres
Fullerton
Robert Barker
Northridge
Cindy Miller
Sonoma
May Wong
Fullerton
Brian Corcoran
Pomona
Gloria Ogg
Sonoma
Steve Yim
Fullerton
Helen Lee
Pomona
Jason Wenrick
Sonoma
Carol Terry
Humboldt
Debbie Smith
Sacramento
Eleanor Carpenter
Stanislaus
Libby Kent
Los Angeles
Justine Heartt
Sacramento
J. Benevedes
Stanislaus
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Thank YOU!
Best Practice Initiative Champions
Name
Campus
Name
Campus
Nancy Havens
Stanislaus
Michelle Schlack
Chancellor's Office
Alexis Naiknimbalkar
Chancellor's Office
Peggy Walter
Chancellor's Office
Amy Ahearn
Chancellor's Office
Pam Chapin
Chancellor's Office
Cheryl Washington
Chancellor's Office
Tom Roberts
Chancellor's Office
Colleen Nickles
Chancellor's Office
Terry Hamilton
Chancellor's Office
Cuc Du
Chancellor's Office
Robyn Pennington
Chancellor's Office
Cyndi Williams
Chancellor's Office
Angie Caswell-LaPierre
The Hackett Group
David Ernst
Chancellor's Office
Jenn Downing
The Hackett Group
David Nisbet
Chancellor's Office
Duc Bui
Chancellor's Office
Elaine Kist
Chancellor's Office
Georgia Forman
Chancellor's Office
Janice Lim
Chancellor's Office
Jed Tan
Chancellor's Office
Jennyfer Nguyen
Chancellor's Office
Jessie Lum
Chancellor's Office
Leonard Reyes
Chancellor's Office
Michelle Norton
Chancellor's Office
And thank you to anyone
else we failed to mention!
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Frequently Asked Questions (FAQ’s)
Frequently Asked Questions (FAQ’s)
Topic
Question
Response
Travel Requests
Are pre-trip authorizations
required before travel?
Yes. The travel request process will be the same as you do
today. The travel requests will not be administered via a
system.
University
Charge Cards
Which employees will be issued a
charge card?
All employees that incur regular business expenses will be
issued a charge card and are encouraged to incur all business
expenses on the charge card.
How will charge cards be billed
and paid?
American Express charge cards will be individually billed.
Employees will have the option of selecting the “Pay Me”
payment type to be reimbursed for all charge card charges and
be responsible for paying the charge card vendor directly.
Employees will also have the option of using pre-pop or
selecting the “Amex” payment type to authorize CSU Finance
to pay the charge card vendor centrally on behalf of the
employee.
Who is liable for the charge
cards?
Employees are individually liable for all charge card purchases.
What if employees can’t get
cards for financial reason?
Campus Finance is working with AMEX to obtain better
spending limits and more flexibility when issuing cards. If an
employee still does not qualify for a card, campuses will
maintain BTA accounts for these and other special
circumstances.
84
Frequently Asked Questions (FAQ’s)
Topic
Expense Report
Creation and
Submission
Reimbursements
Question
Response
How will shared expenses be
handled?
Shared expenses can be allocated via percentages at the
expense report header level or individually adjusted at the
expense line level.
What happens if pre-pop
transactions don’t feed
PeopleSoft on a timely basis?
Pre-pop will be received on a daily basis. But since pre-pop is
not mandatory, the traveler can manually enter transactions
and delete pre-pop as needed.
Who is responsible for paying
ticket fees?
The traveler is responsible for reimbursing ticket fees. When
tickets are purchased on the charge card, ticket fees will
appear in pre-pop and should be expensed as a separate line
item on an expense report.
How will credits be handled in
PeopleSoft ?
Credit transactions will also come through in pre-pop in
PeopleSoft. The employee must account for credits in an
expense report as a line item. The same process that exists
today will be maintained for credits received after an employee
resigns.
What is the timing of
reimbursements?
Reimbursement will be made to employees within the Accounts
Payable system. Amex payments will be made weekly.
Can payment and/or
reimbursement method be
changed after submission?
No, payment and/or reimbursement method will be locked
once the employee sends the expense report to their approver.
If an expense was not submitted, the employee will create a
new expense report for submission of that missed expense. If
there was an overpayment, a check will be written or a
negative amount can be submitted on the next expense report.
85
Frequently Asked Questions (FAQ’s)
Topic
Approval of
Expense
Reports
Technical
Policy
Question
Response
Who will approve expense
reports?
There will be one level of approval (direct manager or fund
manger) and notifications to others as appropriate.
Additionally, AP Audit will be approving all expense reports
prior to payment with some possible exceptions. (e.g. mileage
only reports under a certain dollar amount).
What is the approval workflow in
PeopleSoft ?
Upon submittal of an expense report or cash advance the
system will automatically route report to designated approver.
Once approved there will be automatically routed to AP for prepay approval where applicable.
How will expenses be mapped?
Expenses types will be mapped to accounts.
How will the approvers be
managed?
Exploring the option of bringing the information over from the
HR system to Employee Profile in Expenses or maintaining
directly in the Expenses system.
Is implementing the Expense
module a requirement within the
CSU campuses?
No. However, if and when the expense module is implemented
within your campus, it will be supported by CMS.
If the Expense module is not
implemented within my campus,
will I be able to still support the
travel policy changes?
Yes. We are committed to continue to make needed changes
to better administer our expense reporting process. The travel
policy changes that may be a result of the Best Practice work
consider using a paper based and system based expense
reporting system. This should not have an impact.
86
Colleen Nickles / Robyn Pennington / Angie Caswell-LaPierre
David Nisbet / Jenn Downing
www.calstate.edu/qi
87