DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense Prepared By Automation of Travel and PCard Processes Jené Janich, Business Process Analyst and Orkun Toros, Director of Finance Operations Focus Group – Session 1 July 8, 2014

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense WHY DO IT? We currently use a paper-based process to manage travel expenses and credit card transactions Process lacks automation and requires manual validation for ensuring policy compliance Budget checking is done after costs have been incurred Five types of credit cards are available Too many Cash Advances Currently Procurement Management is manually keying in all travel transactions Purchasing cards are handled in an Access Database and with JEs 2 Travel & Expenses 6/27/2014

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense GOALS Streamline the processes Apply best practices Automate approvals SYSTEM DESIGN Implement the self-service functionality to automate travel authorization, reimbursement, PCard reconciliation and approvals in the Peoplesoft T&E Module. 6/27/2014 Travel & Expenses 3

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense WHY ARE YOU HERE? Investigate your concerns and experiences Gather your opinions and feedback Help us design the system to fit your business needs Test assumptions 6/27/2014 Travel & Expenses 4

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense OUR VISION PEOPLESOFT TRAVEL AND EXPENSE MODULE ONE TEAM Single card for purchasing and travel Authorization controls for merchant categories Quicker access to transactions Travel Insurance is included on the credit card Travel and PCard teams combined One Team is more convenient for customer service Processes and procedures realigned Validate and manage program Use PS T&E self-service for all expenses & PCard Integrate “My Wallet” to bring in card transactions Create, route and approve travel authorizations, travel and One Card expense reports Post transactions to cost centers sooner ONE SYSTEM ONE CARD 5 Travel & Expenses 6/27/2014

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense TRAVEL AND EXPENSE DEMO 6/27/2014 Travel & Expenses 6

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense DISCUSSION TOPICS One Card  Which employees should use a One Card?  What are the risks and challenges of implementing it in your department? Cash Advances  Procurement Management would like to minimize the cash advances over time. Detailed guidelines on who and when cash advances can be used will be created. How would it impact your department?  The process will remain paper-based and handled by Procurement Management. 6/27/2014 Travel & Expenses 7

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense DISCUSSION TOPICS Receipts  Procedures will be the same as they are now.  Travelers will scan and upload required receipts. Procurement Management prefers one file for each report.  Brief Overview of Receipts 6/27/2014 Travel & Expenses 8 RequiredNot Required AirfarePCard (kept in department in case of audit HotelsMeals < Per Diem Tolls Car Rental Registration Meals > Per Diem Entertainment

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense DISCUSSION TOPICS Travel Authorizations  Proposed travel authorization procedures:  All travel authorization entered to self-service will be encumbered.  Will your department choose to enter travel authorizations to self- service? 6/27/2014 Travel & Expenses 9 TypeRequired? Required in PeopleSoft? Who Enters It? Domestic Yes (within dept.) No Department (Optional) International Yes (paper form) YesProcurement Sponsored Funded Yes (self-service) YesDepartment

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense NEXT SESSION(S) Review/Complete today’s discussion Continue One Card discussions Discuss proposed workflow  Gather supervisor information Discuss finalized configuration Review expense report Other 6/27/2014 Travel & Expenses 10

DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense QUESTIONS? 11 Travel & Expenses 6/27/2014