BUILDING AWARENESS CONCUR TRAVEL AND EXPENSE Gayle Stetler Manager, Accounts Payable and Travel
OBJECTIVES FOR TRAVEL PROCESS REDESIGN Streamline (simple and efficient) the travel process Integrate travel agency increasing available services Simplify the travel process including authorization, booking, and reimbursement Rely on integrated travel system with minimal pre-approvals, but with full notification Pre-approvals required: Certain 3 rd party sponsor Students traveling internationally to countries with warning Pre-trip cash advance requested Provide improved risk management Implement travel card program to reduce traveler out-of-pocket expenses
TRAVEL REDESIGN PROCESS Technical Assistance Program (TAP) LEAN Engagement Mapping of Current State and Future State Gap Analysis Result: New Travel Process supported by integrated travel system Concur JP Morgan Chase ALTOUR SAP Booking/Expense Visa Card Partner Travel Agency ERP/Payment 3
Our New Travel Partners Concur is the leading provider of integrated travel and expense management solutions, and a trusted partner by many universities across the United States The University s current Purchasing Card provider JP Morgan Chase, is a large provider of business credit cards throughout the world ALTOUR is one of the most sophisticated and highly respected global leaders in the travel world, with an annual volume of over $1.2 billion 4
BENEFITS OF NEW TRAVEL PROCESS Creation of On-Line Forms Elimination of Form 17 and Form 25 Booking data flows to expense report Electronic routing of approvals Automated Policy Compliance Built in allowance rates (per diem) based on the location of University business Visa Travel Card Minimizing out-of-pocket expense for traveler Allow Cash Advances Tools for Collecting Receipts and Documenting Expenses 24 Hour traveler support from ALTOUR
CORE COMPONENTS OF TRAVEL PROCESS BOOKING TRAVEL REQUEST EXPENSE
CONCUR TRAVEL STARTS HERE
BOOKING Travel Booking segments Request Header Request Allocation*** Notification Workflow* Expense** Receipt Store / Travel App Expense Items Expense Allocation*** Approval Workflow *Approval Workflow when applicable **Reimbursement ***Per Diem
REQUEST Travel not booked online with Concur, including those verbally booked through ALTOUR, and trips with zero cost to Purdue Travel Request Request Header Segment Estimates Request Allocation Notification Workflow* Expense Receipt Store / Travel App Expense Items Expense Allocation** Approval Workflow* *Approval Workflow when required **Reimbursement
EXPENSE No Pre-trip notification No common carrier included Mileage and related expenses only Expense** Receipt Store / Travel App Expense Items Expense Allocation*** Approval Workflow **Reimbursement ***Per Diem
TRAVEL AND TRAVEL REQUEST NOTIFICATION REPORTS SENT BY EMAIL TO: Traveler s Supervisor Chief of all funding sources Travel or Request Co-PI of all funding sources Fiscal Approver of all funding sources Traveler/Traveler Assistant * If over $50,000 then campus Comptroller is notified
WORKFLOW
FISCAL APPROVAL DEFINITIONS: Small Trip = < $2500 Large Trip = > $2500 7 Digit Cost Assignment = Department Level* 4 Digit Cost Assignment = College Level** 4101000XXX 4101000XXX *7 Digit Approver = Department Level 4102XXXXXX 4200XXXXXX **4 Digit Approver = College
FISCAL APPROVER ADDITIONAL EXPECTATIONS If Expense Report = Travel Request within 20% AND CROSSING COLLEGES THEN approver may contact other college to obtain approval then approve on their behalf OR Ad Hoc approver for other college into workflow
CASH ADVANCE
CASH ADVANCE PROCESS Travel cash advances no longer issued through PRF ATM cash advances up to $500 per cycle on Visa travel card Larger cash advances will be facilitated within the New Travel System Untimely reconciliation of cash advances may incur: tax consequences per IRS rules Unused portions of cash advances may result in: Payroll Deduction 16
VISA TRAVEL CARD
VISA TRAVEL CARD The Visa Travel Card provides an efficient, cost-effective method of paying for expenses while traveling for Purdue University business University sponsored Visa travel card Corporate liability/corporate pay Available to all individuals who travel Travel Card integrated with Concur Travel and Expense system Card offers ATM Cash Advance Emergency Evacuation Assistance Insurance 18
VISA TRAVEL CARD (CONT D) Requires supervisor approval to get card Requires agreement between cardholder and University Cardholders are responsible for compliance with University Travel policies and procedures. Misuse and prohibited purchases will be monitored Points monitoring system Collection process to reimburse University for inappropriate use is Payroll Deduction
REPORTING
REPORTING IN CONCUR STANDARD AND AD HOC Standard Cognos Reports available in Concur Ad Hoc reporting
QUESTIONS?