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TMS & Your Role

TMS & Your Role. Liza Harris. Implementation Reminder!. Once your department is notified to begin using TMS, all travel should be submitted and approved w/in the TMS system. This includes: Travel Requests (aka Travel Authority)

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TMS & Your Role

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  1. TMS & Your Role Liza Harris

  2. Implementation Reminder! Once your department is notified to begin using TMS, all travel should be submitted and approved w/in the TMS system. This includes: • Travel Requests (aka Travel Authority) Optional until 07/01/2013, per departments/business managers.Must attach copy of paper Travel Request form and approvals to expense report if you do not use electronic Travel Request process. • Travel Expenses • Cash Advances • Airfare/Hotel/In-State Car Rental bookings

  3. Your Role During Implementation • To support the TMS implementation, you can help serve as first point of contactfor issues in your respective department. • During implementation, report all issues to AP Travel. • If an issue is NOT urgent, advise your users to send an email to travel@kennesaw.edu so issues are logged. AP Travel will follow-up directly with the user to resolve. • If an issue is urgent and time critical: 1. Users can call the AP/Travel Hotline 770 420-4394; or 2. The department’s Business Manager/first point of contact can contact Rochelle Gross, KSU TMS Travel Administrator.

  4. Your Role During Implementation • 24 Hr Online Training - Remind users that online training is available 24x7. Users can access individual modules as needed and do not have to attend all the training at one time! • Drop In Sessions - You can help remind users that during implementation AP Travel is hosting Friday Morning “Drop-In Sessions” where users can ask questions and receive assistance on any aspect of the system. The schedule is provided with other end-user documentation links on the Travel web page. • You are also encouraged to organize and facilitate any additional orientation, coaching, or training sessions within your department if neededusing the TMS tools located on the Travel website. (PowerPoint presentation, job aids, checklists, best practices, etc.). • If more specific assistance is required for your department, please contact Liza Harris and/or Rochelle Gross to discuss your requirements and special requests.

  5. Use the TMS Check Lists! • 8.08 Check List Travel Expense Report Review • 8.09 Check List Travel Request ReviewFor those serving in the role of “business manager” and when reviewing/approving a travel request or expense report, use these check lists to ensure all required documentation is included and travel policies are followed. • 8.07 Check List Travel Expense Report for Travelers - Encourage travelers in your department to use this job aid to ensure they include required documentation and so expense reports can be processed quickly and without being sent back to the traveler to correct, which re-starts the approval workflow.

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