Travel Process Redesign

Transcription

1 Travel Process Redesign

2 Welcome A year in planning, designing, and testing Procurement Services Accounts Payable Bursar s Office IT Services Pilot testing for two months Your questions

3 Goals and Outcomes Streamline the travel approval and reimbursement process. Expected outcome - provide better service while increasing efficiency. Ultimate goal is to make travel authorization and reimbursement faster and easier!

4 Timeline Go live campus-wide is September 17.

5 Training Training sessions for the new process in early September. Individual department training sessions are available. Training materials will be available on the Travel website (ualr.edu/vcfa/travel) beginning Sept. 17. Comprehensive training in travel policy and procedures will be offered in the fall. Will include an overview of this new process.

6 Advantages Faster travel authorization approval and reimbursement. Banner requisitions for TA s no longer required. Faster Travel Advance Agreement approval and processing.

7 Advantages Decrease (eliminate) reallocation between travel accounts/foapals. Streamlined process Behind the scenes processes and software Improved forms Online submission of TA s, TAA s, and TR-1 s

8 Drawback Vendor name will not appear on Organizational Encumbrance List (FGIOENC). Blank TA# and encumbrance amount are visible Workarounds

9 What has changed? Dedicated travel addresses: Multiple employees monitor these addresses. Documents automatically routed by type. All communication to and from traveler will be via these addresses.

10 What has changed? Streamlined processing Original receipts and documents no longer required. Submit all documents online using the Travel Document Submission portal* on the Travel website (ualr.edu/vcfa/travel). Automatically routed to correct processing department. ed confirmation for each submission. Approved TA will be ed to the contact person entered in the submission form. *Available on the Travel website Sept. 17.

11 What has changed? Simplified travel forms with improved instructions. The E# - Encumbrance number is now the TA# - Travel Authorization number. TA, TR-1, and Travel Advance Agreement will all be tracked with the same TA#. A reimbursement form just for mileage has been created TR-1M.

12 What has changed? Travel dollars encumbered on the travel budget maintenance line only (ACCT ). AP will allocate travel expenses to correct account code during reconciliation. You can designate up to three FOAPALs for travel expenses. By dollar amount, not percentage. FOAPAL order and special instructions on the TA determine which expenses are paid from the FOAPALs. Flexibility, increased accuracy, and saves time - allocation occurs AFTER travel. Eliminates need to increase or decrease travel budget lines.

13 What has changed TA? Traveler must be assigned a Vendor #/T# prior to submitting TA. Guest of State Registration form for traveler to complete online. Attach tax forms (W-9 or W-8BEN) T# will be ed to the contact person. Can then proceed to submit TA form online.

14 What has changed - TA? Changes to TA s cannot be accepted via per internal audit. To increase travel encumbrance or change travel information: Submit Amended TA Enter original TA# - top right corner Check Amended TA box top right corner To change FOAPAL: Void original TA Submit new TA New TA# will be assigned

15 What has changed? Travel Advance Agreements (TAA) now submitted with the TA form. TAA routed to Accounts Payable once TA approved. Special authorization for car rental no longer required. No Cost TA s are tracked and assigned a TA#. Submit with a FOAPAL for zero dollars. Reimbursements via direct deposit or U.S. Mail only.

16 What has changed TR-1/TR-1M? Only traveler s signature required on TR-1/TR-1M, unless blanket reimbursement. Travel and budget were approved with the TA. Departments may require additional approvals through internal procedures. Time to submit TR-1/TR-1M for reconciliation increased to 14 days following last day of travel.

17 TRAVEL FORMS

18 TA Form Amended TA checkbox No cost TA FOAPAL for tracking only Travel dollars encumbered on travel maintenance line (Acct ) Designate up to three FOAPALs for travel expenses Amount Special instructions Exclude credit card expense Special authorization for car rental eliminated

19 TR-1 Reimbursement via direct deposit or US Mail only Lodging statement Attach a TR-1M for vicinity mileage or if more mileage lines needed Comments/Explanation Traveler certification Traveler s signature only Unless blanket Departments may set internal procedures

20 TR-1M Reimbursement via Direct deposit or US Mail only Ideal for blanket travel Vicinity mileage Traveler certification Signature of traveler only Unless blanket Departments may set internal procedures

21 VIEW ENCUMBRANCES

22 View Encumbrances From Organizational Encumbrance List (FGIOENC) Drill down using Query Detail Encumbrance Info (FGIENCD). Search Budget Overview (FGIBDSR) by ORG and Account Travel Budget. Drill down using Transaction Detail Information (FGITRND). Search by TA# using Document Retrieval Inquiry (FGIDOCR).

23 VIEW ENCUMBRANCE: FGIOENC - FGIENCD Vendor name not visible TA#, FOAPAL, and amount are visible Click in the encumbrance field Click Options Select Query Detail Encumbrance Info (FGIENCD)

24 VIEW ENCUMBRANCE: FGIOENC - FGIENCD Vendor name not visible TA# and amount are visible Click in the encumbrance line Click Options Select Query Detail Encumbrance Info (FGIENCD)

25 VIEW ENCUMBRANCE: FGIBDSR - FGITRND Enter ORG and ACCT Next Block Click in line Click Options Select Transaction Detail Information (FGITRND)

26 VIEW ENCUMBRANCE: FGIBDSR - FGITRND Enter ORG and ACCT Next Block Click in line Click Options Select Transaction Detail Information (FGITRND)

27 VIEW ENCUMBRANCE: FGIDOCR Enter TA# in the Document field Next Block

28 FINAL MATTERS

29 Submit Documents Travel Document Submission Portal Located at ualr.edu/vcfa/travel (*beginning Sept. 17)

30 FAQs Visit our Frequently Asked Questions

31 Questions? General Travel or TA: Travel Reimbursement, TR-1, TR-1M, TAA: Travel Redesign Questions or Comments (

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