Expense System Rollout. University of Colorado

Transcription

1 Expense System Rollout University of Colorado

2 What Is the Expense System? The Expense System is a web-based service solution for creating, tracking, and processing expense reports that: Streamlines and automates expense processing Provides online workflow including electronic authorization Pre-populates transaction data from the Procurement Card and the Travel Card Eliminates hard copy receipts and invoices and speeds up approval process (Electronic Receipt Imaging) 2

3 What Does This Mean to Us? The Expense System is right for the University because it allows us to: Have one consistent process for claiming employee related expenses Increase compliance with Federal, State and University rules and regulations Eliminate manual processing Reduce reworking of claims right the first time Better analyze our expenses Improve controls and tracking of expense reports 3

4 What Does This Mean to You? The Expense System is right for you because it enables you to: Correctly complete your expense reports drop down list, audit rule Save time by: Recalling repetitious expense info (for example, commonly used Official Function Guest Names, SpeedTypes) Keeping a history of previous claims submitted Easily entering card charges since they will be prepopulated no re-keying from statements View the status of claims online Confirm when claims have been approved Use the solution from anywhere that can access the University s Intranet 4

5 What Does This Mean to You? Easy navigation through the Expense System Central page allows quick, secure access to all expense reports, pending approvals, and current status of submitted reports, thereby reducing time, increasing employee productivity and enhancing business process efficiencies. Additionally, the Expense System starts with the University s portal logon, which reduces redundant administrative work and the trouble of remembering multiple passwords. 5

6 What Does This Mean to You? The Expense System seamlessly interfaces with JP Morgan Chase and US Bank to significantly reduce the amount of time employees spend filling out expense reports. With the click of a link, one or all charge card transactions from your online bill can be added to your expense report. Pre-populating expense data simplifies a significant pain point for many employees filling out expense reports. 6

7 What Does This Mean to You? The Expense System flags expenses with missing information or those that do not comply with Federal, State or University policy. This ensures accurate and complete expense reports, and faster reimbursement. 7

8 What Does This Mean to You? Managers will appreciate the streamlined approval process provided by the Expense System. Expense reports are automatically routed online from the employee to the manager, alerting the manager via when the report has arrived. Managers receive timely, accurate and complete expense reports the first time, minimizing frustration and rework. Additionally, expense reports are approved faster because managers can review and approve expense reports anytime, anywhere via the intranet and VPN. 8

9 What Does This Mean to You? The Expense System processes expense reports within the University s finance system as it automatically integrates with the accounts payable, general ledger and payroll systems. Automated online processes reduce staff time, eliminating the need to re-key data. The Procurement Service Center (PSC) can quickly review approved reports, and audit only those reports identified as outside of University policy. Additionally, the PSC will receive timely, accurate and complete data the first time around. 9

10 Phase 1 -- Rollout Plan Rollout to all employees across all campuses Procurement Card Travel Other Employee Reimbursements Group I Downtown Denver System Administration College of Liberal Arts & Sciences Business School Group II Boulder Engineering and Applied Sciences Leeds School of Business INSTAAR 10

11 Phase 1 -- Rollout Plan Group III Colorado Springs College of Letters, Arts and Sciences College of Business Group IV Anschutz Medical Campus School of Pharmacy School of Dentistry School of Medicine 11

12 Phase 1 -- Rollout Plan Group V Boulder Arts and Sciences Group VI The Remainder of the University 12

13 What s Next? -- Phase 2 and Beyond Rollout Plan Phase 2 will include reimbursements to students and non-employees Phase 2 will begin shortly after the completion of Phase 1 Phase 3 will include non-po/spo payments to vendors Challenge determine which vendors to load into the Expense System 13

14 Phase 1 -- Staff Training and Support Web-based Training Tools: Interactive Simulations Online User Guide Quick Start Guides Face to Face Training Train the Trainer Sessions End-user Sessions Ongoing support by the Finance & Procurement Helpdesk 14

15 What s Next? Communications will be sent to you via Access to the web-based training You will be notified when access to the Expense System has been granted to you Our support team will be available to answer your questions after rollout Read about the Expense System initiative at Contact Chris Soriano (303) with additional questions or him at ExpenseSystem@cusys.edu 15

16 Thank You Thanks for your time we hope you find the Expense System a useful tool all feedback is welcome ( ExpenseSystem@cusys.edu) 16