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VCU Passport Townhall
March 2013
Procurement Services
How do we transition from a paper travel and reimbursement process to an electronic
solution?
Recent Travel Project updates
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
We are no longer moving fwd with the PanAm booking tool.
To give departments more options for booking, you may use the P-card for payment of air/rail business travel.
Payment for air/rail with the P-Card
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
The P-card may be used to book air and rail travel.
• P-card reviewers should contact Corporate Card Services to request an increase to the card's monthly and transaction limits and/or to have the airfare and rail restrictions lifted.
• Reviewers may also want to check and determine whether any additional internal departmental approvals are required.
• P-Card purchases for air and rail travel do not need to be entered in eVA.
• The P-Cardholder is the only person authorized to use the card. If the cardholder will be away from the University for an extended period, another person in the department should obtain a card.
• Travel Authorization is still required per University policy. The P-Cardholder would include it as documentation in the online reconciliation process.
Travel Booking Process
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Complete Travel
AuthorizationBook travel Submit TERV
Pre-Approval in CR Book travel Expense Report
in CR
Today
Future
Travel Booking Process
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Complete Travel
AuthorizationBook travel Submit TERV
Pre-Approval in CR Book travel Expense Report
in CR
Today
Future
We are not moving forward with PanAm’s Online Booking Tool (OBT). We will look for another OBT provider once the Chrome River system goes live later in the spring.
Chrome River integration with Banner
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Chrome River feeds to Banner so that you get paid
What will you see in Banner?Amount, index code, account code, employee name, report name and V-number if non-employee
*Pre-approvals will not encumber in Banner
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
What are those?
Approval flows Receipt Management
Non-employee travel Travel Advances
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
You’ll also learn what you need to specifically discuss with your department to ensure department preparedness
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
You’ll also learn what you need to specifically discuss with your department to ensure department preparedness
Special grant procedures? Superuser? Who keeps receipts?
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
You’ll also learn what you need to specifically discuss with your department to ensure department preparedness
Finally, we’ll close with a timeline for next steps
What will you learn today?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
You will walk away with an understanding of the upcoming changes to VCU work processes
You’ll also learn what you need to specifically discuss with your department to ensure department preparedness
So that when you attend hands-on computer training for the Chrome River system, we can dive deep into system functionality.
Why?
Finally, we’ll close with a timeline for next steps
Upcoming changes to VCU work processes
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Approval flows Receipt Management
Non-employee travel Travel Advances
Expense Reimbursement Tool – Approval Workflow Discussion
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
• Schools will choose from 3 options
• AA = Authorized Approver, arranger chooses this individual from an unfiltered list of all University employees
• Each index code is linked to a department, which drives the choice for the department or sub-department FA. The FA used for the travel system is the FA found on the Org 4 or Org 5 level in Banner.
• Travelers receive email notification of pre-approval and are in approval flow for reimbursement when delegate completesOption Pre-Approval Reimbursement
1* AA FA
2 FA, AA FA
3 AA, FA FA
If a Pre-Approval was not attached (business meal, travel < $500)
If the Expense Report is more than the set variance (> 10% or >$100 of Pre-Approval)
Then system prompts traveler/arranger to choose AA
Expense Reimbursement Tool – Approval Workflow Discussion
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
The FA is the only approval for the Expense Report when a Pre-Approval is attached.Option Pre-Approval Reimbursement
1 AA FA2 FA, AA FA3 AA, FA FA
AA approved Pre-Approval so not
needed on Expense Report
1.
2.
Option Pre-Approval Reimbursement
1 AA, FA
2 FA, AA
3 AA, FA
Expense Reimbursement Tool – Approval Workflow Discussion
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
The Delegate functionality allows multiple people to review an expense report, even if those individuals are not in the approval chain.
• No limit on the number of people who can be your delegate.
• You have control over who is your delegate. Delegates cannot view your Approvals.
• Scenario - If you need to make sure that a traveler complies with a specific grant, a grant administrator can delegate into the traveler’s Chrome River profile and review the expense report before submitting to the FA.
Expense Reimbursement Tool – Receipt Management
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Paper Electronic
Submission Originals mailed with TERV to Procurement Services
Electronically attach and submit (scan, email, fax)
Retention Originals w/ Procurement Services Until payment has been received OR per department
or grant policyCommunication Via email from the Travel Services
teamVia Chrome River – notes,
tracking
Paper Electronic
Submission of Payee
Information
TERV Prior to completion of pre-approval or expense report on
Guest Traveler Form
Expense Reimbursement Tool – Non-Employee
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
1. Check in Banner – FTMVEND - to see if V# has been created in the past2. If no V# exists, complete a Guest Traveler Form and submit to Procurement
Services so that a V# can be assigned3. The person’s name and V# will be fed through Banner into Chrome River 4. Select person’s name from drop-down list for pre-approval; use Non-
Employee tab for expense reimbursement5. For expense reimbursement, email a copy of the report cover page to the
person; obtain electronic acknowledgement; attach acknowledgement as a receipt
Expense Reimbursement Tool – Non-Employee
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Who is considered an employee in Chrome River? Who did we include in the people feed?
- all classified - all faculty (adjunct, admin, teaching) - all hourly - all graduate assistants- all post docs- select affiliates that are in operational roles
Students and student workers, are not included in the feed.
Expense Reimbursement Tool – Travel Advances
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Paper Electronic
Applied Per trip “Bank”; no multiple requests
Initiation Travel Authorization Form Chrome River, tab on expense bar
Policy Change $250 minimum$25 increment
$100 minimum
Timeframe 10 days prior 10 days prior
Travel Booking Process in Chrome River
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Pre-Approval in
CRBook travel Expense
Report in CR
The 12 steps of Chrome River
Specific items to discuss with your department
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
1. Who’s responsible for holding receipts until the payment has been cut in Banner?
2. Does our department have any internal requirements that we need to address to see how they will work with the new system?
3. What has my School decided as our Approval Flow Option?
4. Who will be our Superuser? Will this person be responsible for training those higher level approvers who can’t/don’t attend campus training?
5. Do we want to open up our department’s P-card(s) for payment of business travel?
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Looking at the next steps
42
March 4th March 11th March 18th March 25th Apr 1st Apr 8th Apr 15th May 1st
Updating our websiteTraining Video goes live
Townhalls
Pilot
Computer based training courses- Cabell 320, Sanger B1, Tab 108- 18 sessions each week through week of April 15th
- After April 15th, 4-6 sessions each week- Sign up on IT Training website in mid March
Go Live
Hands-on training transition
Outstanding TERVs as of April 15th
V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y
Examples of outstanding TERVs as of 4/15?– TERVs in process of being created– TERVs in the approval chain– TERVs in transit
Procurement Services will continue processing paper TERVs until May 1st
After May 1st, we will send the TERV back to the department and ask you to process via Chrome River
If a paper TA was completed prior to April 15th, you do not need to re-process through Chrome River’s Pre-Approval. Simply attach the completed form to the expense report for future reference.