Overview of the New Travel & Expense (TAE) System 2012 Business Practices Seminar - February 24, 2012 Wendell Vest, Associate Controller & Amy Burchett, Accounts Payable Manager
Agenda Why Implement an Electronic TAE System Features of the Banner TAE System Integration with Other Systems Implementation Dates Departmental Focus Group Details of the Travel Authorization (TA) Details of the Travel Reimbursement (TR) 2
Agenda Expense Groups & Types Approvals Who will have Access to the System Other Miscellaneous Features 3
Why Implement an Electronic TAE System? VT Board of Visitor has mandated that University convert paper based systems to electronic Eliminate paper documents mailed between offices by creating electronic document routing Allow electronic approvals & document images Capture more data related to University travel 4
Virginia Tech Travel Expense Statistics FY 2011 FY 2010 FY 2009 Reimbursable Travel Expenses Invoice Count 24,057 23,381 25,235 Dollar Expenses 13,222,630 12,372,457 12,932,378 All Travel Expenses 38,733,151 34,880,095 37,486,279 Moving & Relocation (Included Above) Invoice Count (Reimbursable) 110 73 147 Dollar Expenses (Reimbursable) 102,528 98,252 228,716 All Moving & Relocation Expenses 594,419 424,373 802,095 Travel Loans (Not Included Above) Invoice Count 285 301 284 Dollar Amount 1,513,025 1,644,240 1,517,827 5
Features of the Banner TAE System Travel Authorization (Optional) Travel Reimbursement Report Attach Images of Travel Receipts/Invoices Perform Electronic Approvals Enforces Banner Non-Sufficient Funds Checking Interfaces Encumbrances (TA) and Invoices (TR) to the Banner System 6
Integration with Other Systems Encumbrance, Invoice, & Journal Entry documents interface to Banner Banner Enterprise Identity Services (BEIS) used for provisioning (user access) along with CAS Banner Workflow is used to route documents and perform approvals Banner Imaging used to store document images and used to retrieve them for viewing 7
How did we get here? Purchase TAE System Implementation Deployment to Users In March 2010 University administrative employees previewed Banner TAE system with Sungard In June 2010 University senior management areas previewed Banner TAE system In June 2010 the University purchased the Banner TAE module February 2011 the functional specifications document completed February 2012 the technical specifications and work is substantially complete for Phase I of project Nov 2010 Dec 2011 Departmental Focus group meetings held quarterly March 2012 a small group of pilot administrative departments will implement (Phase I) Fall 2012 roll out to remainder of campus (Phase 2) 8
Task Remaining to Implement Implement the Central Authentication System (CAS) login system in production for all administrative systems (target March 2012) Implement the Banner Identity Management System (BEIS) in production which handles provisioning for TAE roles and Workflow roles (target summer 2012) Upgrade to latest release of TAE system per diems released in November 2011 (target summer 2012) Complete final workflow steps for academic departments (target summer 2012) Receive upgrade to Banner Workflow to handle dynamic approvals (target spring 2012) 9
Limitations of Phase I Pilot Departments TAE & Workflow user roles established manually No VTF split funding No moving & relocation expenses or other taxable transactions No international travel 10
Departmental Focus Group Meets Quarterly Status Report Given on Project Group Advises Implementation Team 11
Details of Travel Authorization (TA) Optional, but highly recommended as a budgeting and control tool Encumbers departmental budget in Banner Creates a TA00000x document number Can include non-reimbursable items such as airline ticket, registration fee, fleet service vehicle, etc. to capture total cost of trip (not encumbered) Requires normal approvals (except no Accounts Payable approval) 12
13 TA Interfaced to Banner - FGIENCD
Details of Travel Reimbursement (TR) Creates an invoice that is interfaced to Banner Creates a TR00000x invoice document number Does not require that a related TA be created prior to expense report (invoice) Invoice will liquidate related encumbrance if associated (if TR amount less than balance of TA, balance of encumbrance will be liquidated if desired) 14
Details of Travel Reimbursement (TR) Multiple TRs can be recorded against one TA Funding on TR can be different than TA (related encumbrance is liquidated) Funding on the TR or TA can be split between multiple funds 15
16 TR Interfaced to Banner - FGITRND
17 TR Interfaced to Banner - FGIDOCR
Expense Groups & Types Expense groups are used to define major groups of expenses Expense types are detail expense descriptions that are selected for each expense entered Account codes are attached to the expense types behind the scenes Each expense type is either a rate (mileage, per diems) or actual amount 18
19 Expense Groups & Types
Workflow Used for Approvals TA or TR is routed through workflow for various approvals A traveler cannot approve their own TA or TR Each approver receives an email when a transaction is available for approval Approver can go to link in email to approve or periodically log into workflow to view the worklist for items awaiting approval 20
21 Example of Workflow Email
22 Example of Worklist
23
Required Approvals TA & TR Traveler Employees & Students (not required for non-employee) Supervisor Department elects if they want this approval (assigned by organization code) Organization Use HokieMart Approvers AP Team Accounts Payable Travel Team (only required for TR) 24
25 Documentation of Approvals in the TAE System
Required Approvals TA & TR 26 If split funding between multiple organization codes, one approval required from each unique org code Traveler cannot approve their own TA or TR Traveler identifies supervisor PID when doing their approval of TA or TR if supervisor approval is required Any approver can forward to another approver by entering PID for additional approvals
Additional Approvals Phase II Export & Secure Research Compliance office will approve if international travel (TA required) Office of Sponsored Programs will approve if international travel and OSP fund charged (TA required) Virginia Tech Foundation will approve if partially funded by VTF funding (TR only) 27
Who will have Access to the System? 28 All employees and students will automatically be granted access to the system (traveler privileges) All employees and students can assign another employee the delegate role for themselves (delegate can prepare TA or TR for traveler) Accounts payable will assign delegate to nonemployees upon request by department employee
Who will have Access to the System? Traveler or delegate can use any fund (will not enforce fund/org security) to fund TA or TR Control will be in approval function (TA or TR routed to applicable org approver for org being charged) Org approvers will be HokieMart approvers 29
30 Other Miscellaneous Features Traveler can store default fund in profile which will default on TA or TR All taxable reimbursements (moving & relocation, overtime meals, etc) will be paid through payroll (entire TR, not just taxable part) An existing TA or TR can be copied to create a new document for a specific traveler (cannot copy documents between different travelers)
Other Miscellaneous Features VTF funding may work similar to fellowship disbursements with local fund Travel advances may be handled through new system Foreign currency conversion may be handled through new system Upgrade for per diems functionality 31
32 Questions and Answers