Research Administrators Forum and Training Session Laura putz, associate controller Unrestricted Accounting - HSC February 11, 2016

UNM Chrome River Expense Solution Chrome River will replace current DPEZ/DPI process Incorporates electronic approvals No more signatures Eliminates routing paper documents Chrome River will replace current PCard Reconciliation process

UNM Chrome River Benefits Reduce manual processing and handling of expense reports Lower processing costs by increasing efficiency Reduces processing time and increases compliance with administrative policies Eliminates duplicate entries through direct integration

UNM Chrome River Benefits Automated electronic submissions Ability to attach receipts and other documentation Integrated with PCard for travel items Automated electronic reviews and approvals Extensive reporting capabilities with Web Focus/MyReports

UNM Chrome River - What to expect… UNM Administrative Policy changes 4030 – Travel 4020 – Moving Expense 4320 – Purchasing Goods off Campus 2170 – Honorarium Payments 4040 – Employee Recruitment Expense 4370 – Receiving & Paying for off Campus Purchases 2480 – Incentives for Program Participants 2110 – Long Distance Calling Draft policies for review by 4/15/16

UNM Chrome River - What to expect… Planning/Design/Transition Phase Technical Consideration Data integration – COA, Vendors, Account Codes Testing and Validation Training Development Early Implementation Phase Targeted for May 2016 Campus Wide Implementation July 1, 2016 – Happy New Fiscal Year!

UNM Chrome River - What we will miss… Routing Paper Documents Signatures Queue errors Document logs for tracking Taping of small receipts onto paper Account code disapprovals PCard Workflow Custom fields were added to each expense bucket to give the approver more knowledge and understanding about the request. This also helps the Travel & Procurement team to know if they need to do any of the booking on behalf of the employee.

UNM Chrome River – Teams Integration and IT Resources – Parveen Nagji Policy Review and Update – Doug Nelson Processing and Approvals – Jason Galloway Training and Communications – Laura Putz PCard Processes – Peggy Sedillo Security and Approval Routing – Lorrie Black Compliance Tax Reporting – Marty Desautels & Trudi Flynn End User Processing and Approvals Barbara West, Nicole Dopson – Main Campus Beth Walker and Joyce Chavez – HSC Campus

UNM Chrome River – Next steps… Campus Communications Open Forums (RAN, RAFT, LEARN Sessions) Financial Services Communications via List-Serv Purchasing Newsletter Fiscal Agents Network Group (FANG) Training In development Website http://fssc.unm.edu/chrome-river.html

UNM Chrome River - Demo… Create, Submit and Track Expense Reports Testing and Design instance being used for the demonstration. Implementation instance will vary.