1. 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 3 October 20, 2014

2. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense AGENDA Our Vision/Travel and Expense page Revisit Discussions/Procedures  One Card  Receipts  Cash Advances  Workflow  Travel Authorization  Other Considerations Travel Authorizations Demo and Discussion Next Session 10/20/2014 Travel & Expenses 2

3. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense OUR VISION (SUMMARY) PEOPLESOFT TRAVEL AND EXPENSE MODULE ONE TEAM Single card for purchasing and travel Authorized by Direct Supervisor and Fiscal Officer Travel and PCard teams combined My Wallet to load One Card transactions Travel Authorizations Expense Reports (both purchasing and travel Workflow Reports ONE SYSTEM ONE CARD 3 Travel & Expenses 10/20/2014 T&E web page: http://www.utdallas.edu/procurement/TravelandExpense/

4. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense ONE CARD - GENERAL Which employees should use a One Card?  Employees who currently have a PCard and/or have traveled in the last year. What happens to my existing PCard?  The PCard program has been replaced by the One Card program. All PCards will be deactivated in December, 2014. What happens to the balance on my old PCard?  You will still be required to reconcile the activity on your old PCard  In addition, you will receive a new activity report for the One Card 10/20/2014 Travel & Expenses 4

5. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense ONE CARD - GENERAL What is different about the One Card?  Uses chip and PIN technology for additional security  Multiple use  “ORANGE you glad you have a One Card?” What is the same about One Card?  Must be used for university business only  Initially, will have the same monthly cardholder activity report  Misuse can result in disciplinary action How will I know the balance on my One Card (or other One Cards in my department?)  For now, please contact Procurement Management  We will work on creating a report that shows the balance 10/20/2014 Travel & Expenses 5

6. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense ONE CARD - GENERAL How do I get one?  Everyone* needs to submit One Card Application with Fiscal Officer approval. When can I get one?  Distribution will begin in late November What is next? (Early 2015)  Integration of One Card transactions (both travel and purchasing) from CitiBank to PeopleSoft Travel and Expense Module.  Automation of travel and cardholder activity reconciliation and approvals 10/20/2014 Travel & Expenses 6

7. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense ONE CARD - RECEIPTS 10/20/2014 Travel & Expenses 7 Expense Type Receipts Go To: Can Use One Card? CurrentlyOne Card AirfareDirect BilledN/A No Auto RentalPM Yes MileagePM (MapQuest) DeptN/A Taxi/Parking/ShuttlePMDeptYes LodgingPM Yes Meal-Individual Daily AllowanceDept (if req)DeptYes Meal-Business EntertainmentPM Yes Alcohol-Business EntertainmentPM Yes Travel-Other MiscPMDeptYes Note: Procedural changes shown in purple

8. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense ONE CARD - RECEIPTS 10/20/2014 Travel & Expenses 8 Expense Type Receipts Go To: Can Use One Card? CurrentlyOneCard MembershipsPM Yes RegistrationsDept Yes Office SuppliesDept Yes Computer ExpenseDept Yes Other SuppliesDept Yes Printing ExpenseDept Yes TelephoneDept Yes Other-Non TravelDept Yes Note: Procedural changes shown in purple

9. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense CASH ADVANCES Procurement Management would like to minimize the cash advances over time.  Focus Group agreed in Session 1. Detailed guidelines will be distributed for consideration. The process will remain paper-based and handled by Procurement Management.  Focus group agreed in Session 1. 10/20/2014 Travel & Expenses 9

10. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense WORKFLOW The system will not allow a traveler to approve their own expense report. It will also not accept an entry without a cost center.  Cost centers drive the workflow If there is more than one cost center on a report, all cost center managers must approve before the report can move to the next step.  We encourage you to use a limited number (<6) of cost centers per report 10/20/2014 Travel & Expenses 10

11. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense WORKFLOW (Cont’d) Requestors will be able to see where in the process the expense report is. Direct Supervisor approvers and proxies will be specified by schools/divisions. System includes an escalation process to handle expense reports outstanding for a long time.  Charge to the default cost center or clearing account 10/20/2014 Travel & Expenses 11

12. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense TRAVEL AUTHORIZATIONS (Discussed in Session 1) Required for:  Sponsored Program cost centers (entered by department)  International travel (entered by Procurement Management); Or  As decided by school/division An approved proxy can initiate authorizations 10/20/2014 Travel & Expenses 12

13. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense OTHER CONSIDERATIONS Reconciliation needs and tools will be discussed as the process flow becomes more clear Travelers will not be required by system to enter expense reports (may be required by department), but are responsible for use of funds and receipt of those funds and accuracy of information on expense report After My Wallet is implemented, receipts will be scanned and uploaded by travelers when needed  Sponsored travel expense reports require meal receipts. 10/20/2014 Travel & Expenses 13

14. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense TRAVEL AUTHORIZATIONS and EXPENSE REPORTS DEMO/FEEDBACK 14 Travel & Expenses 10/20/2014

15. 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 finalized configuration of Travel Authorizations (Possibly) Demo My Wallet Other 10/20/2014 Travel & Expenses 15

16. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense QUESTIONS? 16 Travel & Expenses 10/20/2014

17. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense APPENDIX 17 Travel & Expenses 10/20/2014

18. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense (DRAFT) WORKFLOW 1 Requestor Enters 3 Direct Supervisor Approves 2 CC Manager Approves Fund Code=2XXX? Fund Code=5XXX? *ELSE 4 AVP-PM OPM 5 Special Exp. Type? PM AVP-PM Post to GL Yes No 4 AVP-PM OPM 18 Travel & Expenses 10/20/2014 Processed by the department PeopleSoft operation Office of Post-Awards Management Processed by Procurement Management

19. DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET AND FINANCE Travel and Expense WORKFLOW (Cont’d) If there is more than one cost center on a report, all cost center managers must approve before the report can move to the next step. Requestors will be able to see where in the process the expense report is. 10/20/2014 Travel & Expenses 19 Requestor Enters Direct Supervisor Approves CC Manager 1 Approves CC Manager 2 Approves