Accounts Payable Roundtable - The University of …应付账款圆桌会议-大学的u2026.pdfVIP

Accounts Payable Roundtable Electronic Travel Systems Wendell Vest – VA Tech Sarah O’Neill Ashley Verdecchia – VCU November 13, 2014 Agenda • Requirements for Electronic System • System Selected • Status of Implementation • Benefits of Electronic System • Lessons Learned • Questions Answers Virginia Tech Requirements for Electronic System • 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 • 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 • 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 (expor