Banner Travel & Expense Management (TEM) System Implementation Overview Wendell Vest, Erin Poff, Mike Kershner
Agenda Opening Comments General Information Authorization & Reimbursement Non-employee set up Per Diem Authorization TEM App for Queries Other Topics Questions & Answers 2
Benefits of the Electronic Travel System Reimbursements received quicker Eliminate printing of paper documents Electronic approvals Status of document available throughout approval process Per diems automatically calculated for lodging and meals based on itinerary location 3
Access to the System Access to system is granted automatically All employees are granted access based on hiring status in Banner Human Resources Students are granted access if employed If student is not employed and needs travel reimbursement, the student gets access granted automatically first time they travel Log into the system using PID and CAS authentication (same as HokieMart) 4
Training Available Training Manuals TEM Reference Manual TEM Approver Quick Guide TEM Moving & Relocation Guide TEM VTF Split Funding Guide TEM Request New Banner ID TEM Reconciliation Procedures Training Opportunities-Online Banner TEM, Part I: Traveler Basics Banner TEM, Part II: Approver Guide Banner TEM, Part III: Moving and Relocation Guide Banner TEM, Part IV: VTF Split Funding Guide Weekly Classroom Assistance (Lab) Training Opportunities-Instructor Led Travel Procedures 5
Document / Form Names in New System Travel Authorization - TA TA001214 Encumbers the budget balance Travel Reimbursement TR TR001499 Invoice recorded in Banner that initiates payment to traveler and liquidates encumbrance 6
Delegate Function A delegate can be assigned to a traveler to prepare the TA or TR for the traveler if desired A traveler can assign the delegate If traveler is unavailable to make the assignment, an email can be sent to travelvt@vt.edu for assignment 7
Approvals The first approval step is a system validation for such items as non-sufficient funds checking, the affiliation selected is correct for the traveler, profile information is established correctly for the traveler, etc. The traveler is required to approve if they are an employee or student. A nonemployee is not required to approve. The organization must approve the transaction. The organization approver cannot approve his/her travel. <TA only> If the travel is foreign travel, the TA is routed to the Office of Export and Secure Research (OESRC) for review. <TA only> If the travel is foreign travel and charged to certain sponsored program funds, the TA is routed to the Office of Sponsored Programs (OSP) for the project administrator (PA) to approve. <TR only> The accounts payable travel team must approve. A final non-sufficient funds check is done. 8
Imaging of Receipts All receipts are imaged and attached by the delegate or traveler when the TA or TR is created in the system Paper receipts are kept by the department for one year after the end of the applicable fiscal year for the document Examples of imaged documents are: hotel receipt, taxi receipt, parking receipt, etc. 9
Demo in the TEM System Log in to Production TEM Act as Delegate Establish Default Funding in Profile and Review Inactive Address Assign Delegate Demo of Simple TA & TR for mileage reimbursement Demo of Request for Non-Employee Vendor Number & Delegate Assignment Demo of Per Diem TA for Overnight Trip Demo of Query Application 10
Other Topics Release Budget for TA (page 37) Currency Conversion (page 19) Wire for Reimbursement (page 23) Multiple Destination Itinerary (page 13) Funding Changes from Default (page 40) Group and Business Meals (page 49) Moving & Relocation (separate reference manual) Travel Advances (Loans) continue with paper form Helpful Hints Handout 11
What will delegates do when they return to the office and log in to the TEM system the first time? 1. 2. 12
Delegates will do the following the first time they log in to the TEM system: Check their list of delegates to ensure it is correct Enter the default funding for each employee for which they are delegate 13
14 Discussion
Training Manuals TEM Reference Manual TEM Approver Quick Guide TEM Moving & Relocation Guide TEM VTF Split Funding Guide TEM Request New Banner ID TEM Reconciliation Procedures Travel & Expense Management System (TEM) Training Session for Implementation Training Opportunities-Online Banner TEM, Part I: Traveler Basics Banner TEM, Part II: Approver Guide Banner TEM, Part III: Moving and Relocation Guide Banner TEM, Part IV: VTF Split Funding Guide Training Opportunities-Instructor Led Travel Procedures All of the above information can be found on the Controller s Office website (www.co.vt.edu). See the left pane of the opening page of the website under Training Manuals or Training Opportunities. Weekly Classroom Assistance Erin Poff, Travel Supervisor in the Controller s Office will be available in the North End Center (training room 2450 or 2460) from 1 to 3pm on each Monday for any employee who needs hands on training. The employee should email Erin (emcclusk@vt.edu) in advance to schedule a seat in the classroom to obtain assistance in preparing a travel authorization (TA) or reimbursement (TR) in the TEM system. The employee should bring necessary documentation to enter a TA or TR in the production system if assistance is needed beyond the initial auditorium training session. Accessing the System To access TEM, log into Hokie SPA (under quick links on VT homepage) using your PID and password. Go to Hokie Team and find the Travel & Expense System menu item. Click on the TEM Application item under Hokie Team. 1
Approvals 1. The first approval step is a system approval for such items as non-sufficient funds checking, the affiliation selected is correct for the traveler, profile information is established correctly for the traveler, etc. 2. The traveler is required to approve if they are an employee or student. A non-employee is not required to approve. 3. If the department selects the option for supervisor approval, then the traveler must designate a supervisor approver when the traveler does their approval, as shown below: 4. If the department selects the option for financial manager approval (FTMFUND Financial Manager), the document will be routed for this approval next. This is normally used for the Sponsored Program principle investigator (PI) approval. The financial manager cannot approve his/her travel. 5. The organization must approve the transaction. The organization approver cannot approve his/her travel. If the traveler approves his/her own TA or TR, the following error message is received via email. 6. <TA only> If the travel is foreign travel, the TA is routed to the Office of Export and Secure Research (OESRC) for review. 7. <TA only> If the travel is foreign travel and charged to certain sponsored program funds, the TA is routed to the Office of Sponsored Programs (OSP) for the project administrator (PA) to approve. 8. <TR only> The accounts payable travel team must approve. 9. A final non-sufficient funds check is done. 2
Travel & Expense Management App The TEM App allows you to perform ready-made and custom queries of travel documents with various parameters. In addition, it allows you to obtain the pdf version of the queried TA or TR report, see the approval status, and preview the report in TEM. The App consolidates information regarding the TEM system on one convenient page. From this page, you can go to the TEM system, workflow approvals, Banner Finance, or directly to document images. The App is accessed through HokieSpa. 3
TEM Helpful Hints 1. The Accounts Payable travel team can add attachments to a TR when auditing it; however, they cannot change amounts. If changes are needed to amounts, it must be returned by Accounts Payable for correction by the traveler or traveler's delegate and then resubmitted for approvals a second time. 2. All approvers can add attachments when approving a document; however, approvers cannot delete attachments. 3. Enter the fund in the index field in the TEM system instead of in the fund field. 4. Ensure that the default funding has been saved in the traveler profile prior to creating the first TA or TR in the system for the traveler. 5. A traveler cannot perform the department approval for their own TA or TR. The department head must "Approve & Add Approver" such as the Dean or Director for their own travel. 6. When an approver does the Approve & Add Approver, the pid (not the email address) should be entered in the pid field (do not include @vt.edu, only include the pid). 7. The latest version of Adobe Flash must be installed on the computer before the TEM application will work. 8. For foreign travel, include the organizations to be visited by the traveler in the description or comments field on the TA. Enter the TA in advance of the trip to allow OESRC sufficient time to review before departure. 9. If a TA or TR is 100% funded by VTF, it should not be entered in the TEM system. Only enter TAs and TRs in TEM that are split funded between the VTF and the university. 10. An image cannot be attached using a Macintosh computer with the Safari web browser. The Mac user would need to use Firefox or Chrome web browser to attach an image. 11. An image with an extension of png or msg cannot be viewed in the TEM system. An image with the following extensions can be viewed in the TEM system: pdf, doc, xlsx, jpeg, or tif. 12. The TEM system will not work with an IPAD (requires Adobe Flash). 13. The URL for requesting a non-employee Banner ID is: http://www.apps.procurement.vt.edu/tem/index.php Helpful Hints v4.doc 4