Accounts Payable
Roundtable
Electronic Travel Systems
Wendell Vest – VA Tech
Sarah O’Neill & Ashley Verdecchia – VCU
November 13, 2014
Agenda
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Requirements for Electronic System
System Selected
Status of Implementation
Benefits of Electronic System
Lessons Learned
Questions & Answers
Virginia Tech
Requirements for Electronic System
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Per diem functionality
Encumbrance process for travel authorization
Ease of integration with Banner
Electronic approvals that will handle complicated
process
• Electronic routing of documents
• Ability to image supporting documents at end user
level
System Selected
• Banner Travel & Expense Management System
(TEM)
– June 2010 - purchased system
– February 2012 - first pilot department
– September 2013 - per diem functionality
– February 2014 - dynamic workflow approvals
– June 2014 – query application developed
Status of Implementation
• University wide implementation began in June
2014
• Approximately 60% of campus implemented
• Goal is to have system implemented university
wide by early summer 2015
• Piloted ten departments Feb 2012 – May 2014
while enhancements were being made
Benefits of Electronic System
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Reimbursements received quicker
Eliminate printing of paper documents
All approvals done electronically
Status of document available throughout
approval process
• Per diems automatically calculated for lodging
and meals based on itinerary location
Benefits – Electronic Approvals
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Non-sufficient funds (NSF) checking step and other validations
Traveler approval if employee or student
Supervisor approval if desired (optional)
Financial manager (Principle Investigator) approval (optional)
Organization approval (2 levels if desired)
OESRC (export controls office) approval for international travel (TA only)
Sponsored Program Administrator approval for international travel (TA
only)
Travel AP staff approval (TR only)
Routing to Payroll for taxable reimbursements (i.e. moving & relocation)
Routing to Accounts Payable to pay by wire instead of check or ACH
Routing to international tax specialist for non-resident payments
Second NSF checking step
Benefits – Automation of Provisioning
• All employees and student employees are automatically
given access to the system through the provisioning
system (TEM roles, workflow account, imaging)
• Controller’s Office maintains access for certain approval
groups such as export controls office, accounts payable,
etc.
Benefits – Workflow System Edits
• Traveler cannot perform organization approval for own
travel documents - workflow rejects
• Accounts Payable (AP) staff notified when itinerary dates
overlap for traveler – potential duplicate payment
• AP staff notified when reimbursement has previously
been returned for correction by AP
• Correct account type must be selected when moving &
relocation purpose selected
Benefits – Per Diems
• Using Federal CONUS rates for U.S.
destinations
– Update once per year effective October 1
• Using Federal OCONUS rates for foreign and
territory destinations
– Update each month
• Load rates for at least 12 months out in the
future so encumbrances can be done for
future authorizations
Benefits – Foreign Currency Conversion
• Allows receipts in foreign currency to be
entered and then converted to US dollar based
on conversion rate for that day
• Daily load of selected currency conversion
rates into Banner from a paid servicer
Lessons Learned
• Have support from heavy users from the
beginning
• Involve a select number of users in the
implementation process/implementation team
• Gain executive support for procedural changes
• Understand limits within products
• Don’t rush & take your time!
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Resist temptation to recreate paper process
Leverage technology to win support
Centralize feedback portal
Push for innovation & enhancements
Utilize multiple avenues for training
Make it Real!
Virginia Commonwealth University
• By the numbers
– 13,609 full-time employees
– 31,288 total student
– 22,823 reimbursement requests FY14
– Travel regionally, domestically & internationally
– 2 full-time FTE review & approve 100% of
reimbursement requests within 1 business day
Selected System
• Chrome River
– September 2012- Purchased system
– February 2013 - Pilot 8 departments
– April 2013 – Deployed to entire university
– February 2014 – Deployed to Qatar campus
Benefits of Chrome River
• Full system functionality
– Customizable dashboard
– Automated work-flows
– Tracking capabilities
– Approvals via email
– Delegate ability
– Automated data feeds to & from Banner
– Electronic receipt retention
Benefits of Chrome River
• Pre-Approvals
– Employee or guest
– Country list & approval flows for export controls
– Amounts encumber in Banner once fully approved
Benefits of Chrome River
• Expense Reports
– Per diems & Meal calculator
– Line item approval & return capabilities
– Mobile app
– Travel Agency air & rail bookings integrate
– Foreign currency conversion through Oanda
– Cash Advance “Bank” & liquidate automatically
Lessons Learned
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Resist temptation to recreate old workflows
Leverage technology to gain support
Centralize feedback
Push for innovation & enhancements
Utilize multiple avenues for training
Questions & Answers