Travel Management System (TMS)

1. Travel Management System (TMS) January 25, 2013

2. Agenda • Welcome • Introduction • What is TMS? • TMS End-User Benefits • TMS Features • Getting Started in TMS • Implementation by Department • TMS End-User Drop-In Sessions • Key Job Aids for Successful Implementation • Summary What to Emphasize to Users • Who to Contact During Implementation • Closing

3. Welcome • Kennesaw State University (KSU) is excited to join the State of Georgia’s “TeamWorks Travel and Expense” system. • This system provides KSU travelers with a one-stop shop for all aspects of their university travel.

4. Introduction • At KSU we selected the brand name “Travel Management System” (or TMS) for our specific configuration within the state-wide system. • TMS is designed to consolidate travel requests, cash advance requests, travel bookings, and expense reporting. • The State of Georgia’s “TeamWorks Travel and Expense” system and KSU’s TMS configuration both utilize the “Concur Travel & Expense” product.

5. What is TMS ? • TMS is a comprehensive web-based system that provides KSU employees the following tools for their university travel: • Travel Request and approval process(replaces the KSU paper “Request for Authority to Travel” process and form). Note: Electronic Travel Requests are optional until July 1, 2013. Paper Travel Requests should be scanned and attached to expense reports until that date. Please confirm with your department and/or business manager to determine if your group will use the electronic or paper form for Travel Requests. • Cash Advance Request and approval process. • Airfare, hotel, and in-state rental car booking process. • Expense Report and approval process. • For KSU, TMS also includes in future: • Travel Budget Reporting via KSU SAS portal.

6. TMS End-User Benefits • Incur no out-of-pocket costs for airfare and in-state car rentals; direct billing to KSU! • Hotel booking in TMS is via personal credit card, and employees will request reimbursement for those out-of-pocket expenses when completing their expense report. Note: The State is exploring hotel direct billing programs and KSU anticipates participating once an acceptable solution is found as we realize that fewer out-of-pocket expenses for our travelers is a significant benefit. • Direct-deposit to employee bank account (same as payroll deposit, to primary account) for cash advances and travel expense reimbursements. • 24x7 web based access, including via mobile devices. • 24x7 online training and step-by-step job aids developed by KSU team. • Employees can verify status of their Expense Reports, 24x7 online. • No need for Mapquest or Per Diem look-ups in Expense Reports.

7. TMS End-User Benefits continued • Eliminates paper processes: • Travelers attach scanned receipts or send fax receipts to the system. • Vendor request/setup process for new travelers is automatic within the system. • Travel Request process in system replaces paper Request for Authority to Travel paper process.Note: Electronic Travel Requests are optional until July 1, 2013. Paper Travel Requests should be scanned and attached to expense reports until that date. Please confirm with your department and/or business manager to determine if your group will use the electronic or paper form for Travel Requests. • Cash Advance request process within the system, replacing current paper process. • State of Georgia volume purchasing power discounts, including: • Delta airfares discounts between 2-12 percent for domestic and 5-30 percent for international • Southwest airfares discounts at 10 percent

8. TMS Features • Some of the exciting features in TMS include: • Expense Reports • Per diems are calculated by the system based on your itinerary (no need to go to the Federal web site). • Personal car mileage calculations are done by the system based on a mileage calculator (no need to go to a separate mileage web site). • Cash Advance requests are completed in the system, with direct-deposit to the traveler’s bank account.

9. TMS Features continued • Travelers can delegate another user to book travel and complete reports on their behalf (Traveler’s are required to review and submit their expense reports once the delegate completes the data-entry). • Travelers can receive frequent flyer mileage and other travel reward program points when booking travel through TMS. • Approvers can approve travel requests and expense reports quickly and easily online. • The 24x7 system can be accessed by mobile devices.

10. Getting Started in TMS The KSU Travel website provides end-users with the following items to facilitate their use of TMS: • Online Training modules (available 24x7) • Job Aids (step-by-step guides) • Checklists • Best Practices • Frequently Asked Questions (FAQS) • Policies & Procedures links • Drop-in Sessions Schedule (during implementation)

11. Getting Started in TMSImplementation by Department • Implementation at KSU is being phased by department in early 2013. • When it is time for your department to begin using TMS, end-users will receive an email with: • instructions on how to login and reset the temporary password. • a link to the KSU Travel web page, which provides links to online training and other end-user documentation.

12. Getting Started in TMSDrop-In Sessions • During campus-wide implementation (Feb-May 2013), TMS Drop-In Sessions are offered on Friday mornings by KSU Travel Administrator(s). • End-users can attend any session and no advance enrollment or registration is required (you sign-in at the session). • The sessions are unstructured and for end-users to ask specific questions and receive face-to-face assistance on any aspect of the system. • Drop-In Sessions schedule is posted to the KSU Travel web page . • Be prepared with questions when you attend the Drop-In Sessions! They are not training sessions!

13. Getting Started in TMSKey Job Aids for Successful Implementation • Following is a short list of key Job Aids to assist your department/users during implementation: • 1.03 Profile Setup • 8.02 Best Practices for Approvers • 8.03 Best Practices for Travelers • 8.04 Check List - Approver Cash Advance • 8.05 Check List - Approver Expense Reports • 8.06 Check List - Approver Travel Requests • 8.07 Check List - Travel Expense Report for Travelers  • 8.08 Check List - Travel Expense Report Review for Business Managers • 8.09 Check List - Travel Request Review for Business Managers • 8.10 Travel Expense Report Review Process for Business Managers • 8.11 Travel Request Review Process for Business Managers • 8.12 TMS Frequently Asked Questions (FAQS) • 8.13 TMS Process Flow • 8.14 Travel Pocket Guide

14. Getting Started in TMSSummary What to Emphasize to Users • Direct users to the KSU Travel website for all travel information. There are now links to “Travel” on the: • Kennesaw website (go to A-Z Index, or search for Travel) • Campus Intranet Page (go to Travel, or searchfor Travel) • Office of Finance & Accounting website (under Quick Links, Travel). • Encourage users to attend online training and use the Job Aids. • Encourage users to follow standard naming conventions as provided in Training and Job Aids for all TMS processes (this will be important when we have SAS reporting in future). • Remind users to always confirm SpeedChart before submitting a process in TMS. • Remind users to always insert Additional Approvers required by your department BEFORE submitting. Only the default SpeedChart budget owner is automatically inserted as an approver.When selecting another SpeedChart always include that department/budget owner for approval.

15. Getting Started in TMSWho to Contact During Implementation • During Implementation, report all issues to AP Travel. • If an issue is NOT urgent, advise your users to send an email to travel@kennesaw.eduso issues are logged. AP Travel will follow-up directly with the user to resolve. • If an issue is urgent and time critical: 1. Users can call the AP/Travel Hotline 770 420-4394; or 2. The department’s Business Manager/first point of contact can contact Rochelle Gross, KSU TMS Travel Administrator .

16. Closing • Final Reminder…Once your department receives notification to access TMS, you must begin using the system from that point forward for all your KSU Travel!