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Kuali Days VII

Kuali Days VII. Birds of a Feather Wednesday 2:15 – 3:15 PM Travel Management System. Welcome. John Harner, Director Travel Management at Indiana University Anne Bartlett, Lead Developer Travel@IU Marilyn Kisters, Subject Matter Expert - Workflow. Overview. History of travel systems at IU

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Kuali Days VII

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  1. Kuali Days VII Birds of a Feather Wednesday 2:15 – 3:15 PM Travel Management System

  2. Welcome • John Harner, Director Travel Management at Indiana University • Anne Bartlett, Lead Developer Travel@IU • Marilyn Kisters, Subject Matter Expert - Workflow

  3. Overview • History of travel systems at IU • Travel@IU Abstract • Workflow Design

  4. TAPS (Before) • DOS based programming language • Difficult to push out to end users • Document initiation & approval continued to be paper • Limited developer pool • Reporting depended on the application developers

  5. TAPS (Before) • Limited interface with Financial System • Database management was involved, continuous, and labor-intensive (done by Travel)

  6. Travel Today • J2EE Web Application/Oracle Database • Foundation for 2009 Deployment • Document initiation & approval continues to be paper • Because it is developed in a widely used language developer pool has fewer limitations.

  7. Travel@IU - Today • Data has been dimensionally modeled and is no longer dependent on J2EE developers. • Data input/output is easily configured (csv, xml) • Transferring data to Financial System is much easier because of the database. • Database management is being done by qualified DBAs

  8. Travel@IU - 2009 • The document initiation will occur at the traveler/arranger level • Workflow controls routing • Receipts will be scanned and associated with the reimbursements • Traveler/arrangers can track reimbursements

  9. Travel@IU - 2009 • Reporting • Details of expenses are maintained, i.e., airfare, taxi, hotel, per diem, etc. • Foreign vs. Domestic vs. In-State categories • By Individual • By Account • By Organization • By Campus

  10. Travel@IU Trip Prepayment Before Trip Authorization -Encumber Funds -Payments Additional Payments? Out-of-State? Yes Yes No Supplement After Trip Reimbursement -Disencumber Funds -Expenses Additional Expenses? Yes

  11. Trip - Authorization

  12. Trip Header

  13. Traveler Information

  14. Destination Information

  15. Account Information

  16. Prepaid Expense

  17. Cost Summary

  18. Travel@IU Trip Prepayment Before Trip Authorization -Encumber Funds -Payments Additional Payments? Out-of-State? Yes Yes No Supplement After Trip Reimbursement -Disencumber Funds -Expenses Additional Expenses? Yes

  19. Trip - Reimbursement

  20. Destination Information

  21. Account Information 1181.67 1.67

  22. Reconciled Expenses • Air • Lodging • Rental Car • Fuel • Limo

  23. Expense Reconciliation Process • Expenses • Air • Lodging • Rental Car • Fuel • Limo Batch Process Vendor Invoice Data Reconciliation - Invoice/Itinerary Number - Trip Id - Account Number Credit Card Transactional Data

  24. Reimbursement Expenses

  25. Cost Summary

  26. Travel@IU Trip Prepayment Before Trip Authorization -Encumber Funds -Payments Additional Payments? Out-of-State? Yes Yes No Supplement After Trip Reimbursement -Disencumber Funds -Expenses Additional Expenses? Yes

  27. Routing – Reimbursement

  28. Routing – Reimbursement

  29. Routing – Reimbursement

  30. Travel@IU - Future • Non-Employee Travel (Reimbursements) • Group Travel • Single-sign on to Agency Vendors • Route Documents to Tax • Route Documents to Export Controls Office

  31. Questions & Answers

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