cats august 20, 2008. new functionality traveler can designate an arranger traveler can track...

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CATS August 20, 2008

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Page 1: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

CATS

August 20, 2008

Page 2: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

New Functionality Traveler can designate an arranger Traveler can track reimbursement status Traveler can see reimbursement amount Traveler can initiate their own documents Scanned receipts expedite reimbursement Standard reports will be offered to fiscal

officers through the IUIE

Page 3: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

Implementation Time Line

Travel Implementation TimeLine

New

Original

August - 2008 November - 2008 October - 2008 December - 2008 Spring 2009

Page 4: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

Travel Documents Authorization (discussed on August 20, 2008) Reimbursement Supplements Prepaids, i.e., registration fees, advances, etc. Arranger Approval

Page 5: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

Authorization – Purpose Acquire prior approval for the trip Set up the accounts that will be charged &

generate an encumbrance (based on estimates)

Obtain a Trip ID so that future expenses that are charge to IU Travel credit card can be paid

Generate payments to vendors for prepaid expenses: Registrations Advances Lodging Deposit

Page 6: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

Route Levels - AuthorizationRoute Level Purpose Required? Ability

Un-routed (traveler or traveler’s arranger)

To initiate document Yes No restrictions SUBMIT

Traveler To allow travelers to approve trips generated by their arrangers

Conditional (will route for approval or FYI)

No restrictions APPROVE/DISAPPROVE

Content Orgs set this up so that initiator and traveler do not need to know the accounting. The chart/org is based on the traveler unless the traveler’s chart/org is blank (student) then use the arranger’s chart/org.

If Chart/Org is set up in workflow

Add/update all accounts APPROVE/DISAPPROVE

Sub-Account Orgs that use sub-accounts can require approval from individuals at this level

If Sub-Account is set up in workflow

APPROVE/DISAPPROVE

Fiscal Officer/Delegate This route level endorses the use of the accounts.

Yes Add/change the entire account string for accounts that they are the Fiscal Officer/Delegate of

Add limits APPROVE/DISAPPROVE

Page 7: CATS August 20, 2008. New Functionality  Traveler can designate an arranger  Traveler can track reimbursement status  Traveler can see reimbursement

Route Levels - AuthorizationRoute Level Purpose Required? Ability

Base Review Review at a higher level than the fiscal officer.

If trip type (optional) and Chart/Org is set up in workflow and trip reaches dollar limit

APPROVE/DISAPPROVE.

Separation of Duties If the initiator is the traveler and is also the fiscal officer/delegate and no other approval levels have seen the document then this group will need to approve this document.

There is no dollar limit.

Yes (conditional). APPROVE/DISAPPROVE

Contract & Grants C&G staff will review: dates of travel the carrier if the travel is to

a foreign country purpose has sufficient

detail traveler is being paid from

the same account as they are paid

travel is OK for the account

Yes (conditional). APPROVE/DISAPPROVE

Travel Department If payments need to be made Yes (conditional) Add/update the entire document

APPROVE/DISAPPROVE