Travel and Expense Workflow Updates Disbursements and Travel

Travel and Expense Workflow Updates Disbursements and Travel Services Office September 28 th, 2016 Office of Financial Affairs (http: //www. utsa. edu/financialaffairs/)

1 Travel & Expense Workflow • Expected to “go live” November 1, 2016 are: • Travel Authorization • Expense Report • Cash Advance • Share. Point Interim Approval Travel Process will no longer be required. Disbursements & Travel Services Office

2 T&E Workflow – Action Options • Reviewed – Used only by the Traveler (or their proxy) to certify their expense report • Approve – Moves document to next workflow stage • Send Back – Sends the document back to the Creator • Terminates – requires the document to be re-entered • Hold – Holds the document in its current status (NOTE - These actions are different than the AP/e. Pro workflow actions) Disbursements & Travel Services Office

3 Workflow – Travel Authorization Em Em ai ai Em ai l. N ot ific at io • Creator submits • All expenses must be included Traveler’s Supervisor Approval • Supervisor must approve when all travel expenses have been included. Approved Travel Authorization Other Approvals Budgetary Approval n • Creator budget checks ica tio n io Travel Authorization Created ot if n at ific l. N • Cost Center • Grants –PM (Project Mgr. , if not PI)/RSC • Principal Investigator • Capital Projects – PM • Airfare, Lodging, Registration Fee, etc. Disbursements & Travel Services Office No back office involvement Encumbrance created

4 Travel Authorization Key Changes • No Share. Point/Interim Workflow Solution • Travel Authorization in People. Soft (PS) • All estimated expenses must be encumbered and included regardless of method of payment • Registration/Conference Fee • Charged to CLIBA/One Card • Procard can no longer be used • • • Airfare Lodging Car Rental or Mileage Meals Incidentals (baggage fees, taxis, etc. ) Disbursements & Travel Services Office

5 Travel Authorization Key Changes • Benefits • No duplicate entry • Save steps when creating the Expense Report from a Travel Authorization (TA) via the Quick Start menu • Will pre-populate the expense detail lines • Links the Travel Authorization to expense report to clear encumbrance and close out travel • Ability to see the current status of the TA and where it is in the routing process Disbursements & Travel Services Office

6 Travel Authorization Key Changes • We have narrowed the list of situations in which a paper Travel Authorization Form (TAF) is required • When is TAF required: • Travel authorization was not electronically approved in PS before first day of travel • DTS will be tracking these occurrences to move towards minimizing them • Change to travel dates is 7 days or greater • (Significant) change to destination • Add a missing expense item/change encumbrance (to keep TA within $250 or 10% of final expenses and avoid additional supervisor approval) Disbursements & Travel Services Office

7 Travel Authorization Encumbrances • Expenses paid with CLIBA card: • Currently, there is no automated process to link the AP Non-Po voucher to the T&E module travel authorization encumbrance. • DTS will monitor CLIBA payments for charges with TA number referenced on the Citibank statement • As CLIBA payments are processed, DTS will disencumber expense on TA • Line encumbrance will be reduced to $1 • Eliminates the need for the creator to have to re-enter expense type to include item on the Expense Report • DTS will add comments to TA listing original estimated expense amount approved Disbursements & Travel Services Office

8 Workflow – Expense Report ai Em ifi t ca n ca io ifi ot tio ca ifi n ot n ca ifi tio n ifi Approved Expense Report tio ot ot tio ca n ifi ot n tio ca • For certain exception situations: Modified TRS Form ot l. N l. N • Attach documentation l. N ai Em ai Em Expense Report Created Traveler/ Employee (or Proxy) Certifies Payment Budgetary Approval • Cost Center • Principal Investigator Other Approvals DTS Approval Encumbrance released and travel is closed • Grants – PM (Project Mgr. , if not PI)/RSC • Capital Projects – PM • Receipts • Budget checks • Submit Disbursements and Travel Services Office

9 Workflow – Benefits to Expense Report Changes • Travel Expense Reports • Benefit – Travel Reimbursement Settlement Form (TRS) will no longer be required when: • Employee certifies electronically • All expenses are included on TA and Expense Report (ER not greater than 10% or $250 more than TA) • TRS will be modified so that when it is required, it will be much shorter Disbursements & Travel Services Office

10 Workflow – Benefits to Expense Report Changes (Cont’d) • Benefit - Scanned and attached documentation will make details of an expense readily accessible in People. Soft • Benefit - Ability to see the current status of travel documents and where it is in the routing process • Benefit - Issues with travel documents can be sent back immediately to the Creator, eliminating the reliance on emails or paper document routing • Benefit – Email notifications throughout the process Disbursements & Travel Services Office

11 Workflow – Expense Report Changes • Travel Expense Reports • All travel expenses must be listed on the PS Expense Report (ER) • Reimbursable and non-reimbursable expenses, regardless of the method of payment. • Supervisor approval will be required when expenses exceed 10% or $250 of the amounts approved on TA or an expense has not been listed. • Requires employee to electronically certify all expenses in PS – or – delegate the electronic certification Disbursements & Travel Services Office

12 Workflow – Expense Report Changes • Traveler may delegate certification of expenses • Requires a Traveler Delegation of Authority form to be submitted to PSSC • Form is in development by PSSC – will be ready mid-October for workflow training • Delegate cannot be the individual who creates expense report • Requires completion of modified version of TRS with traveler’s signature to be attached • Documentation of traveler’s agreement with expenses Disbursements & Travel Services Office

13 Workflow – Expense Report Changes • Executive Workflow Delegation • Specific to President’s Office and Vice Presidents • Affects Travel Authorizations and Expense Reports • Example – President’s Office • Executive Workflow delegation will allow the President to designate multiple individuals (VPBA and Chief of Staff) to approve the VP travel authorizations • Employee/Traveler Certifications • Applicable to Expense Reports • Allows all employees, including President’s Office and VP, to designate someone other than the creator to certify their business related expenses in People. Soft Disbursements & Travel Services Office

14 Workflow – Cash Advances l. N ai Em ifi n ot tio l. N ca ai ifi ot Em Em DTS Approval n l. N ai tio ca Em Payment to Traveler Cash Advance Deducted From Expense Report Reimbursement ot n io at c ifi Cash Advance Created Traveler/Employee certification (No delegation allowed here because of possible payroll consequences) Traveler’s Supervisor Approval • Form only attached if advance > $10, 000 • Otherwise, no attachment • Creator submits Disbursements & Travel Services Office • If Advance exceeds Expense Report Total, then Traveler reimburses UTSA immediately.

15 Other Changes Related to Audit Observations • Changes Related to Audit Observations were presented to the CMO • Expense Report Approval Delegations Ø Observation: Instances identified where delegation was improper or did not follow the authorized delegation Ø Mgmt. Response: FMOG will be created to provide guidance on appropriate delegation for expenses. Disbursements & Travel Services Office

16 Other Changes Related to Audit Observations • Duplicate Reimbursements Ø Finding: Expenses were submitted and approved twice for the same individual. Ø Mgmt. Response: Individuals are required to immediately reimburse University. PS Reports are being created to monitor transactions but department has primary responsibility to avoid duplicate payments. Disbursements & Travel Services Office

17 Audit Observations • Late submission of Expense Reports Ø Observation: Expense Reports were not submitted within reasonable period of time after return of travel ØMgmt. Response: New Expense Report deadlines • Within 30 days from travel end – DTS recommended departmental submission date • 60 days or more after travel date – DTS will consider item past due. • Expenses will be reimbursed, per IRS accountable plan • DTS will notify department expense report is past due after 60 days Disbursements & Travel Services Office

18 Audit Observations • Late submission of expense reports (cont. ) ØMgmt. Response: • 120 days or more after the travel date – • Will be reimbursed • Will be sent to Payroll where full amount of the trip will be processed as taxable income to the traveler. • Once taxation has occurred, it will not be reversed • Exceptions will only be granted for the “rare” case when an individual was not reasonably able to submit the expense report on time (e. g. extended illness) • Department turnover in administrative staff will not be approved as an exception • If traveler has a reasonable explanation for missing 120 day deadline, exceptions can only be granted by Assistant Controller or their designee Disbursements & Travel Services Office

19 Training Schedule • On-line Training – October 17, 2016 • Travel Authorization • Expense Reports • Everyone is encouraged to take the on-line training • Creators • Approvers • Travelers who want to electronically certify • In-Person Training – training for creators has been modified for new procedures and guidelines • Travel Advances – beginning October 6, 2016 • Travel & Expense Reimbursement – beginning mid-October Disbursements & Travel Services Office

20 Scanning Requirements/Criteria • Expense receipt attachment requirements • All documentation must be scanned and attached • Required documentation for: • Airfare • Any expenses to be reimbursed • CLIBA items do not require scanned receipt with ER because the documentation is with the CLIBA payment • Will become official University record to satisfy audit and open records request • Expense Reports will be “sent back” to creator when receipts are not legible or not all receipts are attached • Re-routes through workflow Disbursements & Travel Services Office

21 Scanning Requirements/Criteria • Scan Supporting Documentation • Retain original copies at the department level for twelve (12) months • Scanned documents are the “official” University record to support any University audits and Public Information Requests – Open Records Requests Disbursements & Travel Services Office

22 Scanning Requirements/Criteria • Specific Scanning Requirements • Layout of all scanned documents must be in upright position/portrait (scan landscape, if applicable) • Scanned document images must be legible • Supporting documentation with multiple pages must be scanned in sequential or consecutive order Disbursements & Travel Services Office

23 Scanning Requirements/Criteria • Specific Scanning Requirements • Supporting documentation must be individually scanned and attached by type of document (e. g. invoice, service agreement, Travel Reimbursement Settlement Form [if applicable], Business Expense Form) • Limit individual scanned files to less than 40 pages Disbursements & Travel Services Office

24 Scanning Requirements/Criteria • Specific Scanning Requirements: • If supporting documents exceed the number of pages per file, use “part 1”, “part 2, ” in naming convention. See naming conventions below for examples. • Receipts or other supporting documentation less than 8 ½ X 11 or letter size must be taped to an 8 ½ X 11 sheet Disbursements & Travel Services Office

25 Scanning Requirements/Criteria • Types of T&E supporting scanned documentation/receipts to include • • • Receipts for reimbursable expenses Travel Settlement Form (TRS) [if applicable] Business Expenses Form (BEF) [if applicable] TAR (Travel Advance Request) and budget [if applicable] Include official and important documentation to substantiate payment for reimbursable expenses • Please exclude all non-essential or excess documents that do not support the payment (e. g. lengthy emails, duplicate copies, Map. Quest, etc. ). • Retain non-essential or excess documents for your records and future reference Disbursements & Travel Services Office

26 Scanning Requirements/Criteria • Naming Conventions • Rename scanned supporting documentation file with the following naming conventions applicable to Travel Authorizations (attach pre-approvals), Expense Reports and Cash Advances • UTSA_EX_ followed by type of document to identify all UTSA documents • Include a brief description and date to better identify documents • Naming conventions help the approver see what is in each attachment Disbursements & Travel Services Office

27 Scanning Requirements/Criteria • Examples of Naming Conventions • Naming Conventions - limit to 20 characters • Expense Reports: • • UTSA_EX_ BEF for Mary Garcia 09. 03. 16 UTSA_EX_TRS_M. Morgan. Oct. 16 UTSA_EX_TAR_Minnie Morgan 10. 03. 16 UTSA_EX_Preapproval for hotel M. Morgan UTSA_EX_TAF – Correction 10. 06. 16 UTSA_EX_Budget 10. 03. 16 UTSA_EX_ Student RTAs Grp Travel Disbursements & Travel Services Office

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