Detailed Activities

1. “To Be” Redesigned Role Prepare Expense Voucher for Travel Business Area: Travel MARS Roadmap: N/A Role Description Key Activities Detailed Activities Role Design and Impact DRAFT/Confidential: for Discussion Purposes Only Request authorization for business-related trip Request reimbursement for business-related trip The primary focus of this role is to prepare documentation needed for travel authorization and travel reimbursement. • Monitor status of disbursement • Make travel authorization inquiry • Make travel check inquiry • Request authorization for business-related trip • Complete TEO document (as needed, for travel outside the state) • Complete TEF document (as needed, for travel out of the country) • Complete TE document (as needed for in-state travel including state park direct billing and motor pool expenses) • Submit relevant document(s) • Request reimbursement for business-related trip • Complete and submit Expense Voucher (TP) document Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

2. Activities No Longer Performed Activities That Remain the Same Definition of Terms Changed Activities Training and Skill Needs Timing Role Design and Impact DRAFT Current to New Role Comparison: Prepare Expense Voucher Decisions are pending regarding protocol regarding the submission of actual receipts. Request authorization for business-related trip Request reimbursement for business-related trip (Primary activities will remain the same, though the vehicle for completing them will change; see below) “Expense Voucher”=MARS terminology for “travel voucher” A pilot of travel functionality is expected to begin July 1, 1999. Commonwealth-wide rollout will take place following the completion of the pilot (date not yet certain). • Request authorization for business-related trip • Complete TEO document (as needed, for travel outside the state) • Complete TEF document (as needed, for travel out of the country) • Complete TE document(as needed for in-state travel including state park direct billing and motor pool expenses) • Monitor status of disbursement • Make travel authorization inquiry • Make travel check inquiry MARS: Travel Management Prerequisites MARS Computer Literacy Training Computer Based Training • Request reimbursement for business-related trip • Complete and submit Expense Voucher (TP) document

3. Additional Notes Template Key MARS Documents Documents Formerly Used Role Design and Impact DRAFT Current to New Role Comparison: Prepare Expense Voucher • A pilot of travel functionality will take place prior to rollout across the Commonwealth. This pilot (which will include the Transportation Cabinet, the Judicial Branch, and the Cabinet for Families and Children), is expected to begin July 1, 1999. • Travel documentation can be completed either via ADVANTAGE Desktop or the Travel Web site. This site may be accessed via any PC in the world with Internet access, affording users greater flexibility in completing travel documents. Users will be able to check the status of documents in suspense via the Internet, as well as view travel policies on-line. • Though the functionality exists to allow for travel advances and/or encumbrances, it is expected that such will be used only infrequently, if at all. • It is expected that some agencies (such as those with regional offices lacking computers) may still need to utilize “as is” processes for completing travel documents. • It is currently being determined when/whether travelers will be required to submit the hard copies of their travel receipts. • Larger agencies (or those with remote field offices lacking computers) may elect to have expense vouchers keyed in centrally, rather than by the individual incurring travel costs. In addition, some agencies may have support staff input the expense vouchers of senior personnel. MARS Documents Relevant to Role Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. DOA-34: Travel Voucher (1, 4) DOA-28: Request for Authorization of Out-of-State Travel (2) DOA 28-A: Request for Authorization of Out-of-Country Travel (3) DOA-7: Inter-Account Bill (5) DOA-35: Travel Voucher Continuation Travel Authorization (TE) (1) Out of State (TEO) (2) Foreign (TEF) (3) Expense Voucher (TP) (4) IIT (Internal Travel Voucher) (5)

4. “To Be” Redesigned Role Authorize Expense Voucher Business Area: Travel MARS Roadmap: N/A Role Description Key Activities Detailed Activities Role Design and Impact DRAFT Review travel expenses Approve travel expenses This role involves ensuring that travel expenses are legitimate and in accordance with travel regulations. • Review travel expenses • Open expense voucher (TP) summary • View document details (to more closely examine trip and expenses) • Approve travel expenses • Approve the expense voucher (TP) document • Route document via workflow (until all approvers in the chain approve it) • (If not approved) Route back to traveler • Review corrected document Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

5. Activities No Longer Performed Activities That Remain the Same Definition of Terms Changed Activities Training and Skill Needs Timing Role Design and Impact DRAFT Current to New Role Comparison: Authorize Expense Voucher Pre-audit activities will be changed; specific details are being determined. Review travel expenses Approve travel expenses (Primary activities will remain the same, though the vehicle for completing them will change; see below) “Expense Voucher”=MARS terminology for “travel voucher” A pilot of travel functionality is expected to begin July 1, 1999. Commonwealth-wide rollout will take place following the completion of the pilot (date not yet certain). • Review travel expenses • Open expense voucher (TP) summary • View document details (to more closely examine trip and expenses) • Approve travel expenses • Approve the expense voucher (TP) document • Route document via workflow (until all approvers in the chain approve it) MARS: Travel Management Prerequisites: MARS Computer Literacy Training Computer Based Training

6. Additional Notes Template Key MARS Documents Documents Formerly Used MARS Documents Relevant to Role Role Design and Impact DRAFT Current to New Role Comparison: Authorize Expense Voucher • Currently, travel documentation involves a pre-audit process that will not be continued once the transition to automated processing is completed. Responsibility for authorization will devolve to individual agencies; specific policy is still being finalized. • For agencies requiring it, the Office of the Controller will supply assistance required to make the transition to assuming these responsibilities. • In the current pre-audit process, agencies (with the exception of the Administrative Office of the Courts, the Cabinet for Families and Children, Transportation, and the Legislative Research Commission) submit documentation to the Finance Cabinet for pre-audit. As part of this pre-audit, materials are stamped to indicate approval and later archived. At this time, if these materials request an exception to a travel regulation or if they apply to a constitutional officer, they must receive sign-off by Ed Ross or Becky Young. (Such will continue to be the case in the future.) • Larger agencies (or those with remote field offices lacking computers) may elect to have expense vouchers keyed in centrally, rather than by the individual incurring travel costs. In addition, some agencies may have support staff input the expense vouchers of senior personnel. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. DOA-34: Travel Voucher (1, 4) DOA-28: Request for Authorization of Out-of-State Travel (2) DOA 28-A: Request for Authorization of Out-of-Country Travel (3) Travel Authorization (TE) (1) Out of State (TEO) (2) Foreign (TEF) (3) Expense Voucher (TP) (4)