1. Tuesday, March 15, 2016 12:30 am -2:00 pm Expense and Travel Management School/Unit Advisory Group

2. Agenda Communication Expense Reimbursement Current Process: Legacy Rutgers Expense Reimbursement Current Process: Legacy RBHS Expense Reimbursement Proposed Process Project Updates o Reimbursement Payment Path o Travel Expense Categorization COA Training 2

3. “Build a single, modern Enterprise Resource Planning system that will serve as the information technology foundation for the entire University and its administrative and student systems.” – President’s 2015 Report to the University Senate Envisioning Tomorrow’s University

4. Objectives Integrated framework aligning communications at university, individual project levels Raise awareness, understanding re: case for change, business process implications and long-term benefits Galvanize staff, faculty and students across academic centers/campuses and central administration to foster collaboration and more efficient operations Strategic Approach Build a solid foundation of communications resources and materials Establish steady flow of relevant, timely, accurate communications to inform and engage Create new environments to exchange information and foster dialogue; leverage existing infrastructure, platforms Change Management: Communications

5. Hiring Communications Director Strategic framework Align on objectives Branding Narrative/message, core materials, tactical develop. Stakeholder engagement (inform) Construct Web, electronic elements Plan & Build Launch Web, electronic elements (Web site, pages; e- news, e-mail, social media) Initiate Speakers’ Bureau and events Stakeholder engagement (activate) Execute Online, electronic, in- personal expansion Storytelling Stakeholder engagement (intensify) Amplify Now Strategic “Campaign” Approach Jun.-Oct. Apr.-May

6. Align Tactics with Key Needs TacticAwarenessTransparency Strategic Integration EngagementFeedback Loop Web site Town Halls Speakers’ Bureau Stakeholder Meetings E-newsletter/ Digital Communications Social media E-mail Suite of materials

7. Next Steps Coordinate with academic units, campus community and project communications people Join communicators’ networks and enlist their support and engagement Solicit, integrate stakeholder feedback in planning Develop narrative and core message 7

8. Expense Reimbursement Current Process: Legacy Rutgers (14 Steps) 8

9. Expense Reimbursement Current Process: Legacy RBHS (16 Steps) 9

10. Expense Reimbursement Proposed Process Expense Requestor Approval 2 (Grants or Projects only) Audit Approval 1 Oracle for Payment

11. Expense Reimbursement Payments 11 Expense reimbursement is currently made through payroll Perception is that reimbursement is a lengthy process Pursuing having reimbursement done through direct deposit to the employees’ bank Intent would be to shorten the cycle of reimbursement process

12. Expense Categorization 12 Single category for travel expenses Unable to analyze spend data Cannot leverage spend to negotiate contracts Expanded categories for travel expenses Will have ability to analyze spend data Will have ability to leverage spend to negotiate contracts

13. Expanded Categories for Travel Expenses \ 13 Travel – AdvancesTravel – Meeting Space FeesTravel – Telephone & Mobile Travel – Agency Booking FeeTravel – Rail – DomesticTravel – Other Travel – Air – DomesticTravel – Rail – InternationalAthletics - Away Games Travel – Air – InternationalTravel – Training Course FeesAthletics – Home Games Travel – Business Meeting ExpTravel –BusAthletics – Administration Travel – Conference & Convention Registration Fee Travel –Personal Car MileageRecruitment (Grants) Travel – Currency Conversion FeesTravel – Rental CarTravel – Domestic (Grants Travel – Lodging– DomesticTravel – Rental Car FuelTravel – Foreign (Grants) Travel – Lodging– InternationalTravel – Taxi & Car ServiceTravel – Land (Grants) Travel – Meals – Per DiemTravel – Tolls & Parking

14. Project Contact Information Veronica Suraci Special Projects Manager veronica. suraci@rutgers.edu 848-932-0057 Anne Gutsick Manager, University Travel & Card Program anne.gutsick@rutgers.edu 848-932-2918 14