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Travel MasterCard Program. TIPS Meeting January 21, 2009. Agenda – Julia Wyman. Travel Card Program Invoice Tracking Process ( if there is any time). Focus Group Participation. Design and Development of iOU Enhancements

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Travel MasterCard Program

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Travel MasterCard Program

TIPS Meeting

January 21, 2009


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Agenda – Julia Wyman

  • Travel Card Program

  • Invoice Tracking Process (if there is any time)


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Focus Group Participation

Design and Development of iOU Enhancements

Group convened January 2008, efforts continued through end of October with UAT testing

Participating Schools and Departments:

School of Engineering (Mechanical, Electrical, and Computer Science)

School of Medicine (Pediatrics)

School of Humanities (English)

Law School

Graduate School of Business

Athletics

Office of Vice Provost for Graduate Education

Stanford Management Company



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New Stanford Travel Card

University Liability / University-Paid MasterCard

Charges paid automatically by the University

Use for Travel-Related Expenses (airfare, lodging, rental car, travel meals)

Includes conference reservations and seminar registrations associated with travel

No personal use

Continue to use PCard for non-travel related expenses and local business meals

Department Cards

Use to purchase airfare and pre-paid travel expenses for occasional travelers, students, and non-employees

Card stays with department administrator and is in the administrator’s name

Individual Cards

Issued to frequent travelers

Card issued in travelers name and travels with them

Charges will flow into iOU for review and expense reporting


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Roles and Responsibilities

Travelers

Comply with policy

Provide receipts, identifying alcohol and non-reimbursable expenses

Supply business purpose for expense report

Assigned Administrators

Validate Travel Card transactions in iOU and follow up on erroneous and fraudulent charges

Initiate expense report in iOU

Update Card Profiles / Administrator changes

Disbursement Department

Oversee issuance of new cards and change requests

Monitor charge activity and expense reporting (declined, unvalidated, disputed, non-reimbursable charges)


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iOU System Enhancements

Transaction Validation

New Travel Card module in iOU accessible by cardholders and assigned administrators

Travel Card transactions are routed to administrator for review and validation

One Administrator can support multiple cards

Administrators can be updated/changed

Expense Reporting – One report per trip is preferred

Select validated card charges to flow into to the expense report

Identify non-reimbursable charges

Enter other expenses as usual

Payment Outcomes

No reimbursement (Travel Card charges = total expense report)

Reimbursement of expenses not charged to Travel Card

Pay back Stanford for personal non-reimbursable expenses. Frequent travelers may apply against future expense report


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Required Training

New online, interactive training with

mandatory assessment test

Course 1: Traveling for Stanford

Target Audience: Stanford Travelers, All Travel Cardholders, Travel Card Validators / Expense Report Originators

Course will cover travel policy, roles and responsibilities; proper use of Travel Card; and how to obtain card

Approximate Time: 30-40 min.

Course 2: Stanford’s Travel Card Program

Target Audience: Travel Card Validators / Expense Report Originators

Course will demonstrate how to validate Travel Card charges and originate expense reports in iOU that include Travel Card charges

Approximate Time: 30-40 min.


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Rollout Strategy

Early Adopters – February 2009

Current Amex Department Cardholders (approximately 200) and assigned Validators / Reimbursement Originators

General Campus Rollout – Spring 2009

New Individual Cardholders

  • Note:

    • Individual liability American Express Travel Cards can be retained for now.

    • Cardholder will be required to sign a new agreement with the bank.

    • Amex program will phased out in the Spring/Summer.


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Sample iOU Screens

  • Validation Process

    • Travel Card Transaction Queues

    • Validate Travel Card Transactions

  • Expense Reporting Process

    • Travel Card Charge Selections

    • Travel Card Charge Allocations


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Validation Process: Travel Card Transaction Queues


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Validation Process: Validate Travel Card Transactions


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Expense Reporting Process:Travel Card Charge Selections


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Expense Reporting Process:Travel Card Charge Allocations



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New Invoice Tracking Process

  • Purpose:

    • Eliminate the invoice “Black Hole”

      • Invoice tracking process for submitters - from receipt to payment

      • Vehicle for Accounts Payable to follow-up when there are problems

  • Rollout Plan:

    • Piloted with DAPER, Controller’s Office, Purchasing & Contracts, and Administrative Systems

    • Campus-wide rollout December 2008


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How it Works

  • Step 1. Obtain a cover sheet (with bar code) for faxing invoices to

  • Accounts Payable

    • Click link on fingate (See http://fingate.stanford.edu/staff/buypaying/forms.html)

    • Enter your name, email address, phone number, and optional notes

    • Click "Generate Bar Code" button

    • Print the Invoice Fax Cover Sheet

    • Note - You can re-use the Invoice Fax Cover Sheet for all of your invoice submissions.

      If you lose the cover sheet, simply generate a new one.


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How it Works

  • Step 2. Verify the quality of the bar code on your printed Invoice Cover Sheet

    • Ensure that the bar code is properly aligned on the printed page

    • Ensure that the bar code is free of any marks or smudges

    • If the printed bar code does not meet these criteria, generate a new Invoice Fax Cover Sheet

  • Step 3. Fax the Invoice Cover Sheet, with your invoices and other supporting documents to Accounts Payable.

    • Note: The bar code cover sheet MUST be the top page of your fax transmission


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Email Notifications

Fax Received

Multiple Invoices

Created

Where multiple

invoices

faxed?

  • Email includes:

  • Document ID

  • Date rec’d

  • # pages

  • Link to images

Yes

  • Email includes:

  • Parent document ID

  • Date rec’d

  • # pages

  • Child document ID’s

  • Links to images

No

Can invoice

be processed?

Yes

No

Fax Received,

Insufficient

Info to Process

Invoice Processed,

Payment Scheduled

Payment Disbursed

  • Email includes:

  • Document ID

  • Supplier name

  • Disbursement date

  • Invoice number

  • Amount paid

  • Check or wire number

  • Email includes:

  • Document ID

  • Invoice # and amount

  • Supplier name

  • PO number

  • Links to images

  • Email includes:

  • Link to images

  • Processor notes

  • (i.e. invalid PO,

  • incomplete requisition,

  • illegible image)


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