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Kuali Days VII
Birds of a Feather
Wednesday 2:15 – 3:15 PM
Travel Management System
Welcome
• John Harner, Director Travel Management at Indiana University
• Anne Bartlett, Lead Developer Travel@IU
• Marilyn Kisters, Subject Matter Expert - Workflow
Overview
• History of travel systems at IU
• Travel@IU Abstract
• Workflow Design
TAPS (Before)
• DOS based programming language
• Difficult to push out to end users
• Document initiation & approval continued to be paper
• Limited developer pool
• Reporting depended on the application developers
TAPS (Before)
• Limited interface with Financial System
• Database management was involved, continuous, and labor-intensive (done by Travel)
Travel Today
• J2EE Web Application/Oracle Database
• Foundation for 2009 Deployment
• Document initiation & approval continues to be paper
• Because it is developed in a widely used language developer pool has fewer limitations.
Travel@IU - Today
• Data has been dimensionally modeled and is no longer dependent on J2EE developers.
• Data input/output is easily configured (csv, xml)
• Transferring data to Financial System is much easier because of the database.
• Database management is being done by qualified DBAs
Travel@IU - 2009
• The document initiation will occur at the traveler/arranger level
• Workflow controls routing
• Receipts will be scanned and associated with the reimbursements
• Traveler/arrangers can track reimbursements
Travel@IU - 2009
• ReportingDetails of expenses are maintained, i.e., airfare,
taxi, hotel, per diem, etc.
Foreign vs. Domestic vs. In-State categories
By Individual
By Account
By Organization
By Campus
Travel@IU
Authorization -Encumber Funds -Payments
Authorization -Encumber Funds -Payments
PrepaymentPrepaymentBefore Trip
Before Trip
After TripAfter Trip
Reimbursement -Disencumber Funds -Expenses
Reimbursement -Disencumber Funds -Expenses
SupplementSupplement
TripTrip
Out-of-State?Out-of-State?
AdditionalPayments?Additional
Payments?
AdditionalExpenses?Additional
Expenses?
YesYes
NoNo
YesYes
YesYes
Trip - Authorization
Trip Header
Traveler Information
Destination Information
Account Information
Prepaid Expense
Cost Summary
Travel@IU
Authorization -Encumber Funds -Payments
Authorization -Encumber Funds -Payments
PrepaymentPrepaymentBefore Trip
Before Trip
After TripAfter Trip
Reimbursement -Disencumber Funds -Expenses
Reimbursement -Disencumber Funds -Expenses
SupplementSupplement
TripTrip
Out-of-State?Out-of-State?
AdditionalPayments?Additional
Payments?
AdditionalExpenses?Additional
Expenses?
YesYes
NoNo
YesYes
YesYes
Trip - Reimbursement
Destination Information
Account Information
1.67
1181.67
Reconciled Expenses
• Air• Lodging• Rental Car• Fuel• Limo
• Air• Lodging• Rental Car• Fuel• Limo
Expense Reconciliation Process
Vendor Invoice
DataVendor Invoice
Data
Credit Card Transactional
Data
Credit Card Transactional
Data
Expenses
• Air• Lodging• Rental Car• Fuel• Limo
Expenses
• Air• Lodging• Rental Car• Fuel• Limo
ReconciliationReconciliation
Batch Process
- Invoice/Itinerary Number- Trip Id - Account Number
Reimbursement Expenses
Cost Summary
Travel@IU
Authorization -Encumber Funds -Payments
Authorization -Encumber Funds -Payments
PrepaymentPrepaymentBefore Trip
Before Trip
After TripAfter Trip
Reimbursement -Disencumber Funds -Expenses
Reimbursement -Disencumber Funds -Expenses
SupplementSupplement
TripTrip
Out-of-State?Out-of-State?
AdditionalPayments?Additional
Payments?
AdditionalExpenses?Additional
Expenses?
YesYes
NoNo
YesYes
YesYes
Routing – Reimbursement
Route Level PurposeUn-routed (traveler or traveler’s arranger)
To initiate document
Traveler To allow travelers to approve trips generated by their arrangers
Content (for reimbursements with no account structure)
Organizations set this up so that initiator and traveler do not need to know the accounting string
Travel Department •adds mileage•assigns per diem rate•applies limits to expenses•removes unapproved expenses
Routing – Reimbursement
Route Level PurposeSub-Account Orgs that use sub-accounts can require approval
from individuals at this levelFiscal Officer/Delegate This route level endorses the use of the
accounts. Base Review Review at a higher level than the fiscal officer.
Routing – Reimbursement
Route Level PurposeSeparation of Duties •If the initiator is also the fiscal officer/delegate
and no other approval levels have seen the document (excluding the Travel Department) then this group will need to approve.•There is no dollar limit
Contract & Grants If the account was changed or dates of the trip are outside of the effective/expired dates on the C&G account.
Travel@IU - Future
• Non-Employee Travel (Reimbursements)
• Group Travel
• Single-sign on to Agency Vendors
• Route Documents to Tax
• Route Documents to Export Controls Office
Questions & Answers