Guided Expense Tool GET Overview
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- Anabel Rogers
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1 Guided Expense Tool GET Overview 1
2 Pilot Summary & Background The Guided Expense Tool GET was developed in response to campus requests for a more intuitive tool for submitting travel and expense reimbursement. Pilot activity: June through December Divisions participated 700 Unique users Over 1100 expense reports submitted High customer satisfaction reported 96% of Travelers & Alternates who responded to the survey would recommend GET to their colleagues 2
3 Current Activity and Goals Go-Live date was January 27, 2014 Usage report as of February 26, 2014 Over 1,500 Unique Users Over 2,500 Expense Reports Created 80% adoption rate over the next year Introduce all new Travelers and Alternates to GET as the primary tool for submission of expense reimbursement Develop a tool that will promote timely submissions of expense reports Ongoing development will continue based on project goals and customer feedback 3
4 Adoption and Development Cannot Adopt GET Without Enhancements GET Adoption Opportunity Out of scope (cash advances) Percentage GET Adopters 10 0 January 27, 2014 General Release 4
5 WORKFLOW 5
6 The Process Expense reports created and submitted using GET are loaded into e- Reimbursement for approval and are loaded in as status Approvals in Process. Once a GET report is submitted, it becomes an e-reimbursement report. The report will have two (2) transaction ID # s a GET ID# and an e- Reimbursement ID#. If a GET expense report is sent back by an Approver or Auditor during the approval process, the report will need to be revised and resubmitted using e-reimbursement. Once a GET report is submitted, the status of the expense report will need to be viewed in e-reimbursement using the e-reimbursement expense report #. 6
7 The Process Alternates can be added directly into GET or e-reimbursement. If an alternate is added directly into GET, it is immediately available in GET, but not in e- Reimbursement. If an Alternate is added directly into e-reimbursement, they are immediately available in e-reimbursement, but will need overnight processing to be available in GET. The process for non-employee profiles set-ups has not changed. Non-employee profiles are available in e-reimbursement and GET. Overnight processing needs to occur for non-employee profiles to be available in GET. When expense reports are submitted, they are queued in batches to be loaded into e-reimbursement for approval. The load process is automatic and occurs a couple times a day. notifications will occur throughout the workflow process. The payment process has not changed. All payments are generated by e- Reimbursement. Payment history can be viewed using e-reimbursement or WISDM. 7
8 Entry Tips Expenses are categorized in a way that is intuitive to the Traveler/Alternate. For example, Flight, Baggage, Seat Cancel/Change Fee and Travel Agency Fee are all found in the Air Travel category. Regardless of how expenses are categorized or labeled in GET, when the report is loaded into e-reimbursement, the proper categories are selected. Note: A single expense line or an expense category can be deleted if not needed. GET guides employees through the entry process and makes assumptions for which expenses they will need to enter based on how the Traveler/Alternate responded to questions asked at the beginning of the report creation. For instance, based on the dates entered for their departure and return, GET will predetermine whether a Lodging category is added to the expense report, or based on the times of departure and return, GET will reduce the allowed maximum for a meal claim. My Corporate Card transactions can be entered manually into GET. My Corporate Card transactions that are manually entered into GET and approved by the Approver/Auditor will be paid to US Bank on behalf of the Traveler. At this time, My Corporate Card transactions cannot be imported using the My Wallet functionality. Online help can be found throughout the tool by clicking on the Help links. To print a report, click on Tools >Printer-Friendly View. 8
9 Resources Website updates: Changes to My UW Services tab Support Structure and Customer Feedback Report a Bug DoIT Help Desk To scheduled an in-house demonstrations contact: Stefanie Merucci at [email protected] GET reimbursed at: 9
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