Professional Staff Conference June 2016

TEMS We Are listening!

Darren Greentree, Tim Power, Jacinta Jennings Financial Operations

• We are Listening! • Implementation challenges • We have now turned the corner! • Improving your experience • Key Pain Points and User Pitfalls • Questions & Answers

Travel

• Additional Training and Support – Opportunity to discuss specific issues and provide support in

addressing those issues within TEMS – Small group coaching to build skill levels and confidence

• Jetstar bookings can now be made

Pain Points and Improvements underway

Common End User Pitfalls – Coaching Tips TEMS USER PROFILE

• Profiles provide key information on a traveller and touches the travel booking, traveller tracking at risk, expense acquittal and approval process

• An accurate profile will reduce the instance of failed bookings

Common End user Pitfalls – Coaching Tips (con’t)

• Profiles must be checked, updated and saved prior to requesting travel and acquitting expenses

• Traveller tracking and risk messaging • Set-up Delegates to make travel bookings, enter or check

expense details on your behalf, ready for approval

Selecting the correct Request Policy

Book Travel (Online) Request Ticketed

Confirmed Manager notified Trip Expense

Book Travel

(Online) Request Submit

Online Approval request

Approved online

Ticketed Confirmed Trip Expense

Book Travel

(Offiine) Request Submit

Online Approval request

Approved online

Ticketed Confirmed Trip Expense

1. Domestic and Trans-Tasman

2. Simple international point-to-point

3. Complex international | Groups & Events | All other requests

Time limited

Time limited

• Approvals need to be completed as soon as possible to capture ticketing deadlines and to reduce the incidence of itinerary rework and rebooking

• Airlines will have different timeframes available for booking, these can be changed without notice

• Arrange pre-trip justifications up front

Travel Requests Approval

Risk Messaging – Duty of Care Risk alerts activated and sent to the traveller’s mobile device via email and text. It is most important that your mobile number and email are correctly set up in your profile so that messages are received.

Expenses

Key Pain Points and Improvements underway

Reporting • Travel requests need to be linked to Expense Reports

• Travel and Expense Reports under development

• Reporting on Expenses from Oracle still possible

Key Pain Points and Improvements underway Allocations

• Previously allocated individual transactions - allocations at Report Header level now

• Override allocations on individual transactions if needed

Tip: Choose the combination that will be used the most at Report Header level

Key Pain Points and Improvements underway

Approvers / Delegates – What should I be checking? • Compliance with Policy • Budgets • Coding • GST • Receipts • Travel Requests assigned to Expense Report • Cash Advance assigned to Expense Report Coming Soon: Checker’s checklist…

Common end user pitfalls How do Default Approvers Work?

• Follow the University Alesco Hierarchy - looks up the chain for the first available Manager with sufficient financial delegation

• (Who is your Manager? Do they have financial delegation? Who is your Manager’s manager that has enough financial delegation?)

• Approvers are set as defaults to make the system work faster – they can be changed when you submit your reports

• Default approvers cannot be overridden in the system

• Expense reports will skip your Manager if they do not have enough financial delegation

• Add or replace an approver on report submission

Common end user pitfalls Receipts

• Receipts must be valid tax invoices – EFTPOS dockets do not justify where funds have been spent

• Receipts must be clear and legible

• Where GST is incurred receipts must state ‘tax invoice’

• (if not, business unit will incur the GST as additional expense)

• Where GST is not a flat 10% the user must override the GST calculation in TEMS

• e.g. Gift cards purchased to give as student prizes – gift cards do not attract GST and the GST in TEMS must be overridden to nil

• Opal cards – claims should be submitted for actual trips only (not card top-ups).

• Use your statement as your receipt

How to best use the System - Expense • Expense IT – by e-mail or use the App

• Accommodation – only itemise types of Expenses (not necessary to itemise nights) • Courier charges for International imports – use itemise to split out GST only charges and

courier charges • Employees are not business guests (all staff exist in TEMS = use the Advanced Search

feature to locate them). Students = Business Guests • Ask students if they already have a profile – they can set you up as delegate on their

behalf • Update your bank details when they change (so we can pay you!)

• MyCareer Online Concur training videos and user guides

• Help button in TEMS • Administrative staff • Designated Travel Arrangers • University Finance Office and

Accounts Payable • Credit Card Supervisors • School Managers • Drop in centres after go-live • Finance office

Technical support: • MyIT Portal • Contact the IT Service Desk • myit.westernsydney.edu.au

Training and Customer Support

• Ensure your Profile is up to date • Arrange pre-trip justifications well in advance • Approve Travel Bookings promptly to avoid cancelled

tickets • Approval workflows are based on Alesco reporting

lines • Mass allocation of Expenses now available • Expense It. Use the App or e-mail receipts and let the

system do the hard work! • Receipts. Ensure they are legible “tax invoices” • Utilise TEMS functionality to reduce your

administration workload

Key Take Away Points

• The new Pool Car booking system • One-Stop Secure payment gateway (replacing I-Pay)

Other Finance System Initiatives