1. Tuesday, April 20, 2016 12:30 – 2:00 pm Expense School/Unit Rep Group Meeting

2. Agenda Project Timeline Update Expense – Decisions Accepted Expense – Decisions Pending Future Process Validation –Expense Submission Process –Expense Approval Process –Expense Payment Process –Expense Audit Process Future BPR - Status, Change Impacts, Major Deltas, and Benefits Next Steps 2 Agenda

3. Project Timeline Update 2016 ActivityMarAprMayJunJulAugSepOctNovDec Current BPR Documentation Future BPR Documentation Testing Training Business Advisory Group Meeting School / Unit Representative Meeting P2P and Expense Campus Roadshow

4. 4 Expense – Decisions Accepted DecisionRationaleWhat it Means Expense Reimbursement will be made through Direct Deposit for employees Less processing time – Once expense is approved/audited, it is payment eligible Employee can manage which account gets reimbursed (not split to payroll accounts) Accounting entries maintained with Oracle ERP Cloud, and not interfaced between PeopleSoft and Oracle Employees will need to complete a one time setup of their bank account information within Oracle ERP Cloud This bank setup should occur prior to the entry of any expenses Employees can track the status of their expense report and see when it is paid Expense Reimbursement will continue to be made through Check Request for non- employees Employees are created in Oracle ERP Cloud through an interface with PeopleSoft. Non-Employees will not exist within this interface Decision made that all non-employee expenses would be made out of procurement/invoice source system; SciQuest All non-employee expenses will need to be routed through SciQuest before it comes to oracle ERP Cloud

5. 5 Expense – Decisions Pending DecisionRationaleWhat it MeansNext Steps Expense requests will be approved by the Finance approver of the employee’s department. Expense report approvals will be routed based on the same Finance approver assignments as journal entries. A single Finance Approver will approve all expenses. The Financial Approver has the option to reassign approval to other approvers. The Finance Approver matrix needs to be developed and maintained. In instances where a two stage approval is necessary: - first person will be their finance approver - second level approval would be achieved by routing to a specific approval group Data collection/cleanup for employee finance approver by department. Determine and build approval rules. Determine and build necessary approval groups for secondary approval.

6. 6 Expense Submission Process

7. 7 Expense Approval Process

8. 8 Expense Payment Process

9. 9 Expense Audit Process

10. 10 Future BPR - Status, Change Impacts, Major Deltas, and Benefits Future State Process Change Management Impact / Major Deltas from Current Process Benefits Expense Submission Process Users will submit expenses electronically Mobile versus web application Electronic submission Electronic notifications Multiple avenues for submission Ability to track status Expense Approval Process Electronic approval of all expense reports Electronic review of all expenses and receipts Electronic notifications One place to review all expense and descriptions Faster turnaround time of reviews Expense Payment Process Payments will be made out of Oracle ERP Cloud They will not interface to PeopleSoft Users will select their expense reimbursement bank account Quicker reimbursement Streamlined accounting entries Expense Audit Process Expenses will be flagged as audit required in the system Audit will be completed prior to payment Track/Fix policy error reports prior to payment

11. 11 Complete Expense Current State Business Processes – April 29 Conduct SIT 1 Testing – April 25 through May 12 Complete Expense Future State Business Processes – May 27 Validate Key Future State Processes with Business Advisory and School Unit Reps – April & May 2016 Expense System Testing – May & June 2016 Conduct System Demonstration/ Mini Roadshow with Business Advisory and School Unit Reps – June 2016 Expense & P2P Roadshows at each campus – July 2016 Expense System Training – July through September 2016 Next Steps