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Travel & Expense Initiative… . Final Boarding Call!. Agenda. Our New Integrated Travel and Expense System Current Process vs. New Process New University Credit Card Gaining Access Training Questions. Our New Integrated Travel and Expense System.

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slide1

Travel& Expense Initiative…

Final Boarding Call!

slide2

Agenda

Our New Integrated Travel and Expense System

Current Process vs. New Process

New University Credit Card

Gaining Access

Training

Questions

slide3

Our New Integrated Travel and Expense System

  • Result of ROSE Travel and Expense Initiative
  • New travel booking and expense management tool purchased from Concur
  • It allows us to:
  • Gain better visibility to travel and expense claim status
  • Have a better travel and expense “experience”
  • Save up to $400,000 per year by not paying transaction fees
  • Potentially save up to $1M per year by having access to all options and reduced rates so you can make better travel decisions
slide4

Booking Travel – Current Process

  • Call Travel Agent to get airfare quotes orsource your own flight and have the travel agent book
    • Dependent on travel agent for finding fare / best flight
    • Doing all the legwork yourself beforehand
  • Complete a Travel Authorization form and fax to Travel Agent and Travel Services
      • Require FOP signing authority signature
      • $45 transaction fee
      • Time-consuming
slide5

Booking Travel – New Process

  • Book online YOURSELF or on behalf of someone
    • Always see University reduced pricing
    • Able to consider all possible variables
      • All airlines
      • Flight timing
      • Price
      • # of stops
    • Profile completes booking information
    • Reduced data entry = reduced errors
    • No transaction fee!
slide6

Booking Hotel & Car – Current Process

  • Book with Travel Agent when making arrangements
    • Rely on Travel Agent to find best location and price or do the legwork on your own prior to booking
  • Use personal credit card for booking and payment
    • Need to search numerous websites looking for availability and pricing
  • Ties up your personal credit limit
slide7

Booking Hotel & Car – New Process

  • Simple click of a button to add hotel and car to travel arrangements
    • View all hotel and cars options all on one webpage!
    • Provides easy to read price comparison
    • Provides University reduced pricing
    • No need to pay using personal credit card
    • No HA Form needed – book Winnipeg hotels directly
    • PLUS: Your profile lists your preferences so your travel arranger will know what you like
    • e.g.king size bed, pool, gym, or automatic vs. standard
slide8

Cash Advances – Current Process

  • Complete Accountable Advance Request form
  • Obtain one-over-one and FOP signing authority signatures
  • Send copy to Travel Services

Cash Advances – New Process

  • Request entered into Concur
    • Authorization processed electronically
    • Status of request, balance and usage of cash advance visible in Concur
slide10

Travel & Business Expenses– Current Process

  • Pay for expenses using personal funds – cash, credit card, debit
  • Save all receipts
  • Claim on a Travel and Business expense claim form
  • Data-entry
  • Obtain manual necessary of signing authorities
  • Check and input budget available of FOP
  • Account for air travel
  • Difficult to obtain/track status through the system
slide11

Travel & Business Expenses– New Process

  • Use the new University US Bank VISA card to pay for all your travel expenses
    • Credit card charges automatically feed into Concur
  • Scan, fax or upload your receipts into Concur
    • Use Blackberry, iPhone or Android to take images and attach to expenses
  • One-Over-One approver receives email notification and approves electronically
      • Use Blackberry, iPhone or Android to approve
slide12

Travel & Business Expenses– New Process

  • Send your receipts to Travel Services
    • Legal requirement
    • PLUS SIDE – No longer need to ask Travel Services for copies/originals
slide13

New U of M Travel VISA Card

Drag and drop expenses that are charged on the card directly to your expense claim

Approved credit card expenses will be paid directly to US Bank VISA on your behalf once your expense claim is submitted

No strain on personal line of credit

Access to the Card

Complete the new US Bank VISA Application form

Sign the Memorandum of Understanding

Send/Fax to VISA Program Coordinator

slide14

How Does Concur Affect YOU?

Saves you $$ on your FOP

Provides you with a seamless travel & expense experience

Saves time by pre-populating University credit card data for drag and drop into your expense report

No impact on your personal credit limit* No need for credit history

Added visibility – always know where your expense report is at and where it’s been

Submit from anywhere in the world.

No more forms!

slide15

Gaining Access

  • Employee access very different from student access

NEED TO:

Claim ‘@cc’ University email address.

Complete user access form.

Attend training!

slide16

Training

  • Claimant Training
  • Available for all those who travel and/or claim business expenses.
  • 90 minute class where the system will be demonstrated and key concepts highlighted or
  • go through a series of webinars where understanding of the system will be assessed.
  • Why Necessary?
  • Will need to access system to (1) set-up profile and (2) approve claims as a one-over-one.
slide17

Training

  • Unit Expert Training
  • Unit Experts are expected to become the support resources for their areas.
    • Attend Claimant Training
    • 3 hour class
    • Hands-on and in-depth into the travel booking and expense claiming processes.
    • Bring along some previously submitted travel claims for practice.
slide18

Rollout Schedule

  • Visible online at umanitoba.ca/admin/financial_services/travel/travelsystem_schedule.htm
slide20

Presentation information and session topics available from the Financial Services website:

  • http://umanitoba.ca/admin/financial_services/brownbag.html
  • Thank You!