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Travel Manager’s Role is Changing, New Ideas and Responsibilities

Travel Manager’s Role is Changing, New Ideas and Responsibilities. August 15, 2013 Vonnie Buske, UW-Whitewater Terri Gill, UW System Administration. Four comments issued in the Auditors letter to UW System Administration: Procurement of air travel Payment of travel

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Travel Manager’s Role is Changing, New Ideas and Responsibilities

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  1. Travel Manager’s Role is Changing, New Ideas and Responsibilities August 15, 2013 Vonnie Buske, UW-Whitewater Terri Gill, UW System Administration

  2. Four comments issued in the Auditors letter to UW System Administration: • Procurement of air travel • Payment of travel • Pre-audit review of the Travel Expense Reports (TERs) • Clarity of Travel Regulations and One Website as Source Auditors Comments - Standardize Travel Policies

  3. Sufficiency of receipts • Accounting for travel advances • Incurring expenses that were not allowable or were not necessary: • Upgrades • Change fees Common Audit Findings at Institutions – Airfare Related

  4. Implement a Managed Travel Program that requires use of select vendors, centralized management functions and data, and one card program. • Communicate the Program, its intent and expectations to the travelers • Develop clear and concise policies that support the goals of the program • Review for Compliance – you won’t get 100%, but how will you handle it Best Business Practices For A Travel Program

  5. Communicate clear, concise, and consistent policy • Use travel pre-authorization to set expectations • Travelers prepare one travel expense report that includes all trip expenses • Reviewers document all follow up and decisions made and include with travel documentation • University Procurement card expenses are reported on a TER even if no reimbursement will occur • TERs are submitted within 60 days after trip Best Business Practices At the Institution

  6. Advance payments are limited, instead require dept heads to have a dept travel procurement card to pay for advance items like airfare and registration for their staff • Consider separating procurement cards from travel procurement cards with limited MCC codes • Travel Managers (not procurement) review travel p-card expenses for compliance with travel policy and as part of the overall trip expenses • Non-compliance with policy is called to the attention of the traveler • Train, Train, Train Best Business Practices At the Institution - Cont

  7. Collaborate with the system-wide travel governance committees to develop and maintain consistent policies, processes, and communications about the UW System travel program. • Run Access Online reports on a monthly basis to review such issues as misuse, inactivity and closures. • Distribute information and policy updates to cardholders as needed. • Monitor or work with institution card administrator to monitor use of all card products approved for travel and in use by institution employees to ensure use is in accordance with official policies, including revocation of cards as necessary. Ongoing Travel Managers Duties

  8. Work with Card Administrator to report abuse of the Purchasing Card/Travel Card and corrective action taken to the System-Wide P card/Travel Card Administrator. • Ensure communication to card administrator for cancellation of cards upon termination, suspension, extended leaves of absence from employment or transfer between institutions, as needed. • Utilize and communicate suggestions for information provided in the For Administrators site Ongoing Travel Managers Duties - Cont

  9. Communication templates and standards • Access Online Training and Reporting • UW System Administration monitoring and reporting for institutions • UW System Administration cancelling MCC’s or cards • Incorporate best business practices – how? What Assistance Do You Need ?

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