CATS

September 24, 2008

Travel Presentations August 20, 2008

Authorization Prepaids, i.e., registration fees, advances, etc. Arranger Approval

September 24, 2008 Reimbursement Supplements Exception to Policy

Implementation Time Line

Travel Implementation TimeLine

New

Original

August - 2008 November - 2008 October - 2008 December - 2008 Spring 2009

Definition of Travel eDocs Reimbursement – reimburses expenses and

disencumbers funds. Supplement – used when additional expenses

are claimed after the reimbursement has been processed.

New Functionality – Reimbursement & Supplements Traveler

can designate an arranger can track reimbursement status can see reimbursement amount can initiate their own documents

Scanned receipts expedite reimbursement Electronic approval replaces a signed document Exception to Policy can be initiated with the

Reimbursement and/or Supplement Validation ensures that the document is complete A field to support lost receipts or other exception

to policy situations.

Reimbursement – Purpose Reimburse the traveler for expenses via direct

deposit Disencumber funds Associate the receipts with the trip

Route Levels – Reimbursement & Supplement

Route Level Purpose Required? Ability

Un-routed (traveler or traveler’s arranger)

To initiate document Yes No restrictions SUBMIT

Traveler To allow travelers to approve trips generated by their arrangers

Conditional (will route for approval or FYI)

No restrictions APPROVE/DISAPPROVE

Content (for reimbursements with no account structure)

Orgs set this up so that initiator and traveler do not need to know the accounting

No Add/update all accounts APPROVE/DISAPPROVE

Travel Department •adds mileage•assigns per diem rate•applies limits to expenses•removes unapproved expenses

Yes No restrictions APPROVE/DISAPPROVE Receipts must be scanned

before Travel will approveSub-Account Orgs that use sub-accounts can

require approval from individuals at this level

No APPROVE/DISAPPROVE

Route Levels - Reimbursement & Supplement

Route Level Purpose Required? Ability

Fiscal Officer/Delegate This route level endorses the use of the accounts. May route back to the Travel Department if the accounts where changed from/to a 47 account.

Yes •Add/change the entire account string for accounts that they are the Fiscal Officer/Delegate of•Add limits•APPROVE/DISAPPROVE

Separation of Duties •If the initiator is also the fiscal officer/delegate and no other approval levels have seen the document (excluding the Travel Department) then this group will need to approve.•There is no dollar limit

Contract & Grants If the account was changed or dates of the trip are outside of the effective/expired dates on the C&G account.

Yes (conditional) APPROVE/DISAPPROVE