COLLABORATIVE COST CONTROL Research Administrators Forum and Training

COLLABORATIVE COST CONTROL Research Administrators Forum and Training Session LAURA PUTZ, ASSOCIATE CONTROLLER UNRESTRICTED ACCOUNTING - HSC APRIL 7, 2016

COLLABORATIVE COST CONTROL WWW. CHROMERIVER. COM

UNM Chrome River Expense Solution • Chrome River will replace current DPEZ/DPI process o Incorporates electronic approvals o No more signatures o Eliminates routing paper documents • Chrome River will replace current PCard Reconciliation process

UNM Chrome River Benefits Reduce manual processing and handling of expense reports Lower processing costs by increasing efficiency Reduces processing time and increases compliance with administrative policies Eliminates duplicate entries through direct integration

UNM Chrome River Benefits Automated electronic submissions Ability to attach receipts and other documentation Integrated with PCard for travel items Automated electronic reviews and approvals Extensive reporting capabilities with Web Focus/My. Reports

UNM Chrome River - What to expect… • UNM Administrative Policy changes o 4030 – Travel o 4020 – Moving Expense o 4320 – Purchasing Goods off Campus o 2170 – Honorarium Payments o 4040 – Employee Recruitment Expense o 4370 – Receiving & Paying for off Campus Purchases o 2480 – Incentives for Program Participants o 2110 – Long Distance Calling Draft policies for review through 4/21/16

UNM Chrome River - What to expect… • Planning/Design/Transition Phase o Technical Consideration o Data integration – COA, Vendors, Account Codes o Testing and Validation o Training Development • Early Implementation Phase o Targeted for May 2016 • Campus Wide Implementation o July 1, 2016 – Happy New Fiscal Year!

UNM Chrome River - What we will miss… • Routing Paper Documents • Signatures • • • Queue errors Document logs for tracking Taping of small receipts onto paper Account code disapprovals PCard Workflow

UNM Chrome River – Teams • • • Integration and IT Resources – Parveen Nagji Policy Review and Update – Doug Nelson Processing and Approvals – Jason Galloway Training and Communications – Laura Putz PCard Processes – Peggy Sedillo Security and Approval Routing – Lorrie Black Compliance Tax Reporting – Marty Desautels & Trudi Flynn End User Processing and Approvals Lorrie Black – Main Campus Beth Walker and Joyce Chavez – HSC Campus

UNM Chrome River – Next steps… • Campus Communications o Open Forums (RAN, RAFT, LEARN Sessions) o Financial Services Communications via List-Serv o Purchasing Newsletter o Fiscal Agents Network Group (FANG) • Training o In development • Website http: //fssc. unm. edu/chrome-river. html

UNM Chrome River - Demo… Create, Submit and Track Expense Reports Testing and Design instance being used for the demonstration. Implementation instance will vary.