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CAL POLY POMONA

TRAVEL REDESIGN INITIATIVE FY 2018/2019. CAL POLY POMONA. What does the Travel Redesign Initiative Entail?. Travel policy alignment with the CSU Travel Procedures Options to minimize out of pocket travel costs for Faculty/Staff

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CAL POLY POMONA

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  1. TRAVEL REDESIGN INITIATIVE FY 2018/2019 CAL POLY POMONA

  2. What does the Travel Redesign Initiative Entail? • Travel policy alignment with the CSU Travel Procedures • Options to minimize out of pocket travel costs for Faculty/Staff • Implementation of Automated Clearing House (ACH) payment processing in AP • Implementation of an eTravel system – Concur

  3. Travel Policy Alignment • Align CPP, Foundation and CSU Travel Procedures • Identify and remove restrictive measures that are not valuable to the CPP traveler • Update of campus travel website and related documentation • Summary page/document outlining travel procedure revisions

  4. Options to Minimize Out of Pocket Costs • Current Option • Individual Liability Credit Card with US Bank • Future Options • Corporate Individual Credit Card with US Bank • Corporate Departmental Credit Card with US Bank • Liability for charges falls under the University/Department, not the traveler • Transition to the new card platform in January 2019

  5. Implementation of Automated Clearing House (ACH) • Convenient, reliable and safe payment option • Eliminates the risk of payments being lost in the mail, misplaced or stolen • Deposit posted within three (3) business days • Option to be available in January 2019

  6. Implementation of Concur • Benefits • Streamline the workflow associated with processing travel related activity • System configuration of checks and balances to ensure completeness and policy enforcement • Faster approval and processing time for travel reimbursements to University personnel • Fully automated and paperless process

  7. Implementation of Concur • Features • Built-in approval workflow for requests and expense reports • Email notifications for pending approvals in queue • Reminder emails • Pending approvals • Unsubmitted expense reports • Past requests with no expense reports • Ability to check the status of your request or expense report in real-time • System calculated mileage via Google Maps for Expense Reporting • Customized audit rules • Identification of travel ban states • Receipt required notification on expense types • Message displayed to provide justification for hotel above the cap

  8. Implementation of Concur • Training Materials and Resources • Updated campus travel website • Concur training documentation library • How-to user guides • Step-by-step instructions • Concur training videos in coordination with MediaVision • How to create a request • How to create an expense report

  9. Implementation Contacts Joe Simoneschi Associate Vice President, Finance & Administrative Services jsimoneschi@cpp.edu Jorge Lomeli Interim Associate Vice President, Project & Process Management jllomeli@cpp.edu Michelle Cardona Director and Controller, University Accounting Services mdcardona@cpp.edu

  10. Questions?

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