Thursday, May5, :30 – 2:00 pm Expense School/ Unit Representative Group Meeting

Agenda Project Timeline Update Communications –SIT1 Update –Q&A Highlights Expense – Decisions Accepted Expense – Decisions Pending Future Process Validation –Cash Advance Request and Approval –Pre Trip Request and Approval –Check Request and Approval Future BPR - Status, Change Impacts, Major Deltas, and Benefits Next Steps 2 Agenda

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 SIT1 Update SIT1 Testing began on April 25 th. Testing will take place most mornings for three consecutive weeks and conclude with one week of Defect Resolution. 1 st Week Testing Summary: 34 scenarios of expense report entry, approval, and audit were tested with the following results: –28 passed –6 failed due to defects None of the defects were Critical which would have stopped the testing of that specific scenario –82% pass rate

5 Q&A Highlights Expense reports can be withdrawn by employees up until they are submitted for payment processing Employee reimbursements must be submitted with receipts of the expenses - Scanned in copies of receipts - Pictures of receipts Non-employee reports will be paid through SciQuest via the check request process, and require receipts be attached. Expense reports may be created and submitted on behalf of someone by a delegate of the user - Delegate is designated by the user at the time of the User Profile setup A User Profile will need to be setup in Oracle Expense prior to the user being able to submit an Expense Report - For direct Deposit will need to provide Bank Information: bank name, account routing number, account type, and account number - If a manual check is preferred, banking information remains blank

6 Expense – Decisions Accepted DecisionRationaleWhat it Means 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 for department. Department Managers will have separate Finance Approver set up. The Financial Approver has the option to reassign approval to other approvers.

7 Expense – Decisions Pending None at this time

8 Cash Advance Request and Approval Process

9 Pre Trip Request and Approval Process

10 Future BPR - Status, Change Impacts, Major Deltas, and Benefits Future State Process Change Management Impact / Major Deltas from Current Process Benefits Cash Advance and Approval Users will create cash advances electronically Electronic submission for review Electronic notifications Electronic review of all cash advances Electronic approval of all cash advances Electronic notifications Electronic based creation Ability to track status Quicker reimbursement Streamlined accounting entries One place to review all cash advances Faster review turnaround time Pre Trip Request and Approval User completes electronic Travel Approval/ Travel Order form User prints form and submits manually for approval notification of approval request sent to User User sends approval notification to travel agency okay to proceed with booking airfare Ensures sufficient budget to cover trip Informs supervisor of user being out of office Travel approval to travel agency

11 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