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.

Guest Traveler Form

Expense Report for non-employee

Expense certification for non-employee

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 advance

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

Step 1 – Log into Home Dashboard

Step 2 – Go to Expense Dashboard

Step 3 – Complete Pre-Approval

Step 4 – Select Authorized Approver

1200.00123307

Step 5 – Return to Expense Dashboard

Step 6 – Start Expense Report

Step 7 – Complete individual expense types

Step 8 – Watch for compliance warnings

Step 9 – Resolve compliance warnings

Step 10 – Attach receipts

Step 11 – Submit report

Step 12 – Attach Pre-Approval

Example of Pre-Approval Notification to Traveler/Arranger

Example of Pre-Approval through Email

Example of Expense Report Approval through Email

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

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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.