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Campus Notices

iCAT Online Travel Workflow Initiative


The Online Travel & Authorization Workflow Project is the first of twelve iCAT initiatives to be implemented at CWU.   The project is sponsored by Connie Williams, AVP of Finance & Business Auxiliaries.


The project team developed the below questions/answers to provide basic information on the why, who, what, when, where of our initiative to assist faculty, staff, and students in understanding how they can benefit from this valuable initiative.


                  Why implement a Travel & Expense Management System?
•Streamline processes, reduce costs, and eliminate paper
•Facilitate the entry, accumulation, processing, and management of:
         –Travel Authorization, Travel Advance, Travel Expense Reports (currently our Travel Expense Voucher)
         –Travel related expenses
         –Reconciliation of travel related expenses
•Create a cost effective means to service CWU travelers
•Organize and manage vendor invoice payment and employee reimbursement information

               Who will the Travel & Expense Management System Impact?
•University authorized travelers who travel
•Office personnel responsible for reconciling travel documents
•Employees that authorize and approve travel
•Department managers (Grants/Foundation) responsible for managing travel budgets and activities
•University Accounts Payable staff
•Report writers and data analysts

             What are the Objectives of a Travel & Expense Management System?
•Online web-based system
•Improve and streamline current process and data management:
                 –Reduce costs of processing invoices
                 –Support the paperless initiative
                 –Quicker turnaround time
                 –Drive efficiencies of process
                 –Minimize send backs (errors)
•Improve customer service
•Provide decision support and financial management tools
•Capture and track spend data
•Improve policy and regulatory compliance
•Real-time visibility of status

                What are the Benefits of a Travel & Expense Management System?
•Web-based system accessible anywhere / anytime:
              –Submit reimbursements including documentation, obtain confirmation
              –Review, approve, audit, and process reimbursement
              –Increase visibility of status
•Automate the travel process
•Employee Direct Deposit
•Produce time savings for the travelers and the travel processor
•Decrease the turn-around time to receive reimbursement by streamlining review points
•Reporting function to manage travel budgets and activities
•Decreased audit findings will yield improved policy & compliance
•Improve customer satisfaction

         Where will the Travel & Expense Management System be implemented?
•Users will log into the Financial Management System to access the Travel & Expense Module 


        When will the Travel & Expense Management System be implemented?
•Scheduled go-live will be the first part of April 2013

We will be providing more information in the coming weeks.  If you have any questions, contact Tina Short (iCAT Project Manager) at shortt@cwu.edu.  Please visit our project website at http://www.cwu.edu/icat for continual updates.

Event Type: 
FYI