CAL POLY POMONA TRAVEL REDESIGN INITIATIVE FY 20182019

CAL POLY POMONA TRAVEL REDESIGN INITIATIVE FY 2018/2019 1

What does the Travel Redesign Initiative Entail? q. Travel policy alignment with the CSU Travel Procedures q. Options to minimize out of pocket travel costs for Faculty/Staff q. Implementation of Automated Clearing House (ACH) payment processing in AP q. Implementation of an e. Travel system – Concur 2

Travel Policy Alignment q. Align CPP, Foundation and CSU Travel Procedures q. Identify and remove restrictive measures that are not valuable to the CPP traveler q. Update of campus travel website and related documentation q. Summary page/document outlining travel procedure revisions 3

Options to Minimize Out of Pocket Costs q. Current Option q Individual Liability Credit Card with US Bank q. Future Options q Corporate Individual Credit Card with US Bank q Corporate Departmental Credit Card with US Bank q. Liability for charges falls under the University/Department, not the traveler q. Transition to the new card platform in January 2019 4

Implementation of Automated Clearing House (ACH) q. Convenient, reliable and safe payment option q. Eliminates the risk of payments being lost in the mail, misplaced or stolen q. Deposit posted within three (3) business days q. Option to be available in January 2019 5

Implementation of Concur q. Benefits q. Streamline the workflow associated with processing travel related activity q. System configuration of checks and balances to ensure completeness and policy enforcement q. Faster approval and processing time for travel reimbursements to University personnel q. Fully automated and paperless process 6

Implementation of Concur q. Features q. Built-in approval workflow for requests and expense reports q. Email notifications for pending approvals in queue q. Reminder emails q Pending approvals q Unsubmitted expense reports q Past requests with no expense reports q. Ability to check the status of your request or expense report in real-time q. System calculated mileage via Google Maps for Expense Reporting q. Customized audit rules q Identification of travel ban states q Receipt required notification on expense types q Message displayed to provide justification for hotel above the cap 7

Implementation of Concur q. Training Materials and Resources q. Updated campus travel website q. Concur training documentation library q. How-to user guides q. Step-by-step instructions q. Concur training videos in coordination with Media. Vision q. How to create a request q. How to create an expense report 8

Implementation Contacts Joe Simoneschi Associate Vice President, Finance & Administrative Services jsimoneschi@cpp. edu Jorge Lomeli Interim Associate Vice President, Project & Process Management jllomeli@cpp. edu Michelle Cardona Director and Controller, University Accounting Services mdcardona@cpp. edu 9

Questions? 10