kuali days vii birds of a feather wednesday 2:15 – 3:15 pm travel management system

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