State of Kansas – SMART Agency Configuration Workshop Travel & Expense Approval Workflow

1. State of Kansas – SMART Agency Configuration Workshop Travel & Expense Approval Workflow

2. Meeting Agenda • Overview of Travel & Expense Approval Workflow • Roles and Responsibilities • Approval Process • Role Mapping Information • Breakout Session • Next Workflow Session

3. Team Introduction • Travel and Expense Team • Jo Ann Remp – State Lead • Kristie Herrick – State Team • Yvonne Rodriguez – State Team • Candy Spacek – State Team • Debbie McMillan – State Team • Shawn Miller – Accenture Lead • Matt Cole– Accenture Team • sunflowerfms@da.ks.gov 3

4. Objectives • Understand the workflow for Travel & Expense transaction approvals. • To be able to decide what approver roles your agency will need in SMART. • Who in your agency will be in these approver roles. 4

5. Overview • SMART comes with standard mechanisms for expense transaction approvals. • Based on the selected approval rules, the SMART approval process will route the transaction to the configured approver(s). • These expenses will be processed for payment only when all agency and Department of Administration, Accounts and Reports approvals are complete.

6. Roles and Responsibilities • Roles dictate what a user can see, the screens they can navigate to and the actions that can be performed on those pages. • Approval Roles – The approval role as defined in SMART for the approval levels. These approval roles are defined in the Appendix for each step level in the Expense, Travel Authorization, and Cash Advance workflow. 6

7. Roles and Responsibilities • Supervisor – The employee’s supervisor as defined in the Reports To field in SHARP. This designation may be overridden by the Agency Travel and Expense Maintainer. Any employee designated as a Supervisor must have an approval role in the SMART system in order to take approval action. Does not have final approval authority. • Department – The Department Manager of the Department ID chartfield associated with each employee on the expense. Does not have final approval authority. • Project Manager – If there is a Project ID then the approval is routed to the Project Manager rather than the Department Manager. Does not have final approval authority. 7

8. Roles and Responsibilities (cont) • Fiscal Office – This approval level is a pooled step as defined by role configuration. Will be the final approval authority for: • All Travel Authorizations, • Cash Advances of less than $5,000 • Expense Reports of less than $5000 that are not matched for setoff processing • Accounts and Reports – This A&R approval level is a pooled step as defined by role configuration. Will be the final approval authority for: • Cash Advances of $5,000 or more • Expense Reports of $5000 or more that are not matched for setoff processing

9. Roles and Responsibilities (cont) • Setoff – This approval level is a pooled step as defined by role configuration. Will be the final approval authority for: • All Expense Reports that have been matched against the setoff debtor file • Proxy - In the Travel and Expense system, a user can authorize one or more other users to enter transactions on their behalf by using the proxy function.

10. Expense Workflow . 10

11. Agency Approval Process • The employee or proxy will enter the expense transaction. • In the Travel and Expense module, the employee or proxy clicks a “submit” button which enters the expense transaction into the workflow process. • At the time of submit, the Approval Workflow Engine (AWE) determines the approval path of the expense transaction. • Expense Reports and Cash Advances of $5000 or more will be routed to Accounts and Reports • Expense reports that have a valid match to the Setoff debtor file will be routed to setoff for the final approval step. 11

12. Expense Workflow Step 1 12

13. Expense Approval Process • Agency Approval Workflow Step 1 • The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the expense report. • This role does not have final approval authority. • If additionalapprovals are required, the current approver will need to re-assign the approval request to the appropriate person. • The referral must have the approval role associated with Step 1. 13

14. . Expense Workflow Step 2 14

15. Expense Approval Process • Agency Approvals Workflow Step 2 • If there is a project number, the expense report is routed to the Manager of the Project as defined for the Project ID chartfield, for approval. • If there is not a project number the expense report is routed to the Department Manager, as defined on the Approver Assignment set up page, for approval. • If approvals are required other than Supervisor or Department Manager, the user will need to re-assign the approval request to the appropriate person. The referral must have the approval role associated with Step 2. . 15

16. . Expense Workflow Step 3 16

17. Expense Approval Process • Agency Approvals Workflow Step 3 • This approval level is a pooled step as defined by role configuration. • The Agency Fiscal Office approves the Expense Report • If an expense report is less than $5,000, and has not been matched to the setoff debtor file, the Agency Fiscal Office will have final approval authority. • If an expense report is greater than $5,000 it will be routed to the Department of Administration, Accounts and Reports for approval. 17

18. Expense Workflow Step 4 18

19. Expense Approval Process • Accounts and Reports Approval Step 4 • The A&R approval level is a pooled step as defined by role configuration. • A&R approves the Expense Report • If an expense report has not been matched to the setoff debtor file, A&R will have final approval authority. • If an expense report has been matched to the setoff debtor file it will be routed to Setoff for final approval. 19

20. Expense Workflow Step 5 20

21. Expense Approval Process • Setoff Approval Step 5 • The Setoff approval level is a pooled step as defined by role configuration. • Setoff will validate all Expense Reports that have a match to the debtor file. • If necessary, Setoff staff will create a negative expense line to satisfy the employee’s debt. • Setoff completes the final approval step for the Expense Report 21

22. Travel Authorization Workflow 22

23. Travel Authorization Approval Process Travel Authorization workflow steps are the same as the Expense workflow Steps 1, 2, and 3. • Workflow step 1: The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the Travel Authorization. • Workflow step 2: The Project Manager of the Project ID field or the Department Manager of the Department ID field listed on the Travel Authorization, approves the Travel Authorization. • Workflow step 3: Agency Fiscal Office, pooled step as defined during role mapping. Final approval for all Travel Authorizations regardless of the dollar amount. • Travel Authorizations will not go through setoff.

24. Cash Advance Workflow 24

25. Cash Advance Approval Process Cash Advance workflow steps are the same as the Expense workflow Steps 1-4, except they do not route through the Project Manager. • Workflow step 1: The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the Cash Advance. • Workflow step 2: The Department Manager of the Department ID field listed on the Cash Advance, approves the Cash Advance. • Workflow step 3: Agency Fiscal Office, pooled step as defined during role mapping. Final approval for Cash Advances under $5000. • Workflow step 4: Accounts and Reports, pooled step as defined during role mapping. Final approval for Cash Advances that are $5000 and over. • Cash Advances will not go through setoff.

26. Other Considerations Required for Role Mapping For each Expense Payee in an agency, the following values need to be provided for the following data elements: • The Step 1 approver (supervisor) if you want someone different than who is listed in the Reports To field in SHaRP. • Default chartfield values • An Expense processing role (these roles are defined in the appendix) • Proxies and their associated expense payees

27. Other Considerations Required for Role Mapping (cont) • In SMART, Travel and Expense reimbursements may only be directed to one account; they may not be split among multiple bank accounts as is available in SHaRP for Payroll. • In order to use the integration available between SHaRP and SMART, it will be preferable to use the main paycheck distribution from SHaRP as the distribution method for T&E in SMART.  We strongly encourage selection of the direct deposit option in T&E to allow the State to achieve the efficiency and cost savings of direct deposit over issuing a check. • If an employee wants a payment method other than their main paycheck distribution from SHaRP, the employee will complete an EFT form and the Agency Expenses Maintainer will update the employee record in the SMART system. • New hires will have to complete an EFT form and submit to their agency Expenses Maintainer.

28. Workflow Process Activity Work in groups to discuss possible designs for your agency workflow. Keep in mind the objectives while forming your questions: • To be able to decide what approach your agency will take in utilizing the workflow structure in SMART. • To decide how the approver roles fit within your organizational structure. • Who in your agency will be in these approver roles.

29. Workflow Process Activity Choose a member of your group to share what you listed with the rest of the workshop attendees.

30. Questions 30

31. Appendix

32. Appendix (cont)

33. Appendix (cont)

34. NEXT SESSION Your next session will begin in 15 minutes. Sessions available are: • General Ledger • Purchasing • Voucher