iCAT initiatives utilize best business practices that will improve system efficiency and customer service to CWU faculty, staff, and students. The Online Travel & Authorization Workflow project took the current paper-based travel reimbursement process to a simplified electronic process. The new process streamlined the review, approval, and payment process of creating travel reimbursements. The new electronic workflow eliminated the need for the routing of paper approvals via interoffice mail.
The new Online Travel and Authorization system went live April 3, 2013.
Project Sponsor: Connie Williams, AVP of Finance & Business Auxiliaries
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 Production System to access the Travel & Expense Module
When was the Travel & Expense Management System implemented?
• The system went live April 3, 2013
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