STRATEGIC PROCUREMENT
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1 STRATEGIC PROCUREMENT CONCUR TRAVEL AND EXPENSE SYSTEM April 28 May 8, 2015 University of Maine System ThinkMissionExcellence.maine.edu
2 Contents Travel and Expense System Background Concur System Components and Vocabulary Approvals Live Demonstrations: Concur Profile Non-Travel Expense Reimbursement In State or Blanket Travel Request In State Expense Report Out of State Travel Request Out of State Online Booking Out of State Expense Report Next Steps and Ongoing Training Page 2
3 Background: Travel and Expense Initiative Strategic Procurement Administrative Review Recommendation 1 of the Strategic Procurement Administrative Review final report Travel and Expense Management describes the purchase of Travel and Expenses systems to increase control, reduce paper, and increase efficiency. Travel Management Company (TMC) Request for Proposal to find a TMC to handle system wide travel arrangements and booking: Shorts Travel Travel and Expense Software Request for Proposal to find a TMC to handle system wide travel arrangements and booking: Concur Travel and Expense Page 3
4 Background: Shorts Travel Who is Shorts Travel? Full service travel agency Providing Travel services for 300 corporations, state governments, colleges, universities, and sports teams: 45+ university programs 100+ athletic departments The National Collegiate Athletic Association (NCAA) Booking Fees: Online service (i.e. Expedia, Orbitz) vs. Concur Travel agency average rates vs. Shorts Travel Page 4
5 Background: Why are we changing? Strategic Travel Services Procurement Goals Initiative Efficiency: Online tools allow for easier processing of expense reports Provides user friendly travel and expense reimbursement functionality to all University personnel Saves time submitting expense reports and leads to quicker employee reimbursement and timely credit card payments No need for paper or faxing receipts when using Concur or Concur mobile Pre-populates travel card data and associates charges to an expense report notifications regarding expense report approval status and payments Visibility: Online tools allows for tracking and visibility of expense reports from start to finish Supervisors know where their staff is during travel (Duty of Care) Page 5
6 Background: What does Concur do? Strategic Travel Services Procurement Goals Initiative Employee Reimbursement: Reimbursement of University expenditures using personal funds Employees, Students, and Guests Online Travel Booking: Travel booking tool tied to industry systems (Apollo and Sabre) Familiar functionality Travel Card tie-in for ease of use Online Travel Expense Processing: Travel card tie-in Automation of expense processing Online Travel Approval: Online replacement of paper travel authorization Page 6
7 Background: What does Concur do? Page 7
8 Background: New Meal Rate Travel Services Goals Meal Rate Maximum Per Day Rate Without Receipts: Actuals up to $46 per day in Continental United States GSA OCONUS rates overseas, Alaska, and Hawaii No receipts required Travel card automatic feed into expense report Not a per diem rate, only actuals No exceptions for a higher reimbursement rate for high cost locations Page 8
9 System Components Strategic Travel Services Procurement Goals Initiative Employee Profile: Important information Delegates Travel Request (Travel Authorization and Cash Advance): What is it? Why do I need one? What does it do? Booking Tool: Similar to Expedia, Orbitz, or Kayak Pre approval is required Who can book? Page 9
10 System Components Strategic Procurement Initiative Expense Reporting (Travel Expense Voucher or TEV): Non-travel expense reimbursement Direct UMS travel card feed Mobile application Electronic receipts End to end process visibility Page 10
11 Approvals: Strategic Procurement Initiative Role of Approvers: Appropriateness of travel or expenses Budget and proper chartfield codes Manager or Supervisor Approver: What is the manager/supervisor approving? Why do I need this, I never have before? Cost Object Approver (COA): Chartfield string approval Budgetary approval Delegate Approver: Approving in Manager/COA s stead with their Full Authority Temporary delegates Page 11
12 System Demonstration Concur Profile Non-Travel Expense Reimbursement In State or Blanket Travel Request In State Expense Report Out of State Travel Request Out of State Online Booking Out of State Expense Report Page 12
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