College of Arts & Letters 10/13/2010
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1 College of Arts & Letters 10/13/2010 Paul Van Dieren, Assistant Controller Payment & Procurement Services Nancy Fulcher, Manager Strategic Sourcing Jackie Fuzey, Compliance Consultant
2 University Travel $28 - $30M annual spend Approx 22k expense reports filed annually (mostly for travel) Many travelers use ATI; prefs trended toward on line options Existing University travel policy focuses on employee reimb. Many universities are looking at opportunities in travel mgmt Higher ed tends to lag behind in travel mgnt best practices Opportunities exist to provide guidance to travelers to assist with decisions, in process efficiencies, and even save money 2
3 Campus Travel Current State Evaluation Travel Booking Strategic supplier for travel management (Anthony Travel) is not fully utilized Users booking outside Anthony Travel are not receiving University contract pricing and receive little or no travel support Lack of visibility into virtually all travel booked outside of Anthony Travel and/or the Amex travel card Preferred supplier contracts are minimal Many search for flights online and book through Anthony Travel unnecessary front office time spent Expense Reporting Expense report completion is a timeintensive process for users Submission process is very manual (printing receipts, tape to paper, signatures, intercampus mail, etc.) Users submit paper receipts for all charges Lack of visibility as to where reports are in the reimbursement process after submission Lack of policy knowledge at local campus offices necessitates 100% compliance review of reports 3
4 Comprehensive travel program ; targeting improvements in: Traveler satisfaction (#1) Campus Travel Recommendations Travel Policy Travel Mgmt Company (Anthony Travel) travel ND Online Travel Systems (Concur) Process efficiency Policy compliance Cost Savings Staffing & Org Travel Suppliers (Delta, Marriott, etc.) Travel Card (Chase Visa) 4
5 Anthony Travel New Arrangement Traditional: Walk-in, call-in service Direct charge to FOAPAL Stranded traveler support University preferred pricing Groups, special trips Additional: On line, 24/7 availability Agent behind Concur booking tool $30 fee elimination for basic svcs Goal: Comprehensive agreement aligned with new programs 5
6 s Concur System Online Booking Travelocity type experience 24/7 access Booking air, hotel, auto, other ND pricing included in system Visibility to all choices Anthony Travel support Personal rewards numbers stored in profile Payment Options Reporting capabilities Expense Management Electronic form, approvals & workflow E-receipts Integrated with booking tool and travel card Policy compliance notifications and nudges Reporting capabilities 6
7 Travel Card JP Morgan Chase Visa For business expenses Rewards opportunity Card Expenditures loaded into expense tool Election form available at Transition from Amex: Visa card was made available to all Amex cardholders notifications thru Sep/Oct Amex phase out 11/1 7
8 Communications/Information ND Works articles (Jul & Sep issues) TravelND Website (travel.nd.edu) Inside ND Channel Campus Mtgs 1½ hour Go Live Training Sessions Help Desk; or 8
9 Timeline Oct 13; Campus Pilot Groups Go Live Oct 25; Early Adopters, Round 1 Nov 1; Early Adopters, Round 2 Nov 1; Amex deactivations Post Nov 1; Phase Rollout to Campus 9
10 Appendix 10
11 Why are we doing this? University travelers are experiencing challenges both in booking travel and filing expense reports. Thus, the University is instituting a comprehensive new travel program, known as, targeting improvements in: Traveler satisfaction Process efficiency Policy compliance Cost Savings Who s involved? Team of Proc & Pymt Services staff, OIT Steering Committee representing all major colleges and departments Executive Team, incl. EVP & Provost Offices; sponsorship by John A-G Business Managers Key Campus Users Key Objectives Implement a seamless booking-to-expense process with on-line tools Improve Travel Card program Anthony Travel to be preferred campus travel agency; expands role to support on-line travel Negotiate travel deals with suppliers (air, hotel, car) at preferred pricing Incorporate T&E policy into on-line tool Goal: Enhance user experience at lower cost Impacted Users: University Business Travelers Expense report submitters/approvers Timeline Pilot Groups ~ October Program Rollout ~thru Fall/Winter Other Facts $28-$30M Annual Travel Spend 22,500 T&Es submitted annually
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