travel and expense management hierarchy discussion may 2013
TRANSCRIPT
Travel and Expense ManagementHierarchy DiscussionMay 2013
2
Agenda Approval Flow Review of Roles TEM Maintenance Forms Training Requirements Best Practices
3
Approval Flow
Wharton’s Approval Flow
Traveler
Submit (or
Approve)Report
DEFAULT REVIEWER
Preparer/ Admin Person
Will need to assign
SUPPLEMENTAL APPROVER
(or the appropriate
person) when necessary
BA/TAC Cost Object Approver
Traveler or
Delegate(Prepare
r)
Enter Report
User Added Approver - School Level HLA
(Maureen) for Old C5 Check boxes
*AUTOMATICALLY PROMPTED*
Supplemental Approver (HLA)
if>=$500 for allName selected
from “pick list”User Added
Approver ALL STAFF HLA
(< $500)Or Use Checkbox on Report Header
User Added Approver -Total Expense Dollar Amount >$15,000 –
select F&A
These roles can
select/confirm the User Added
Approvers!
Multiple User Added Approvers may be necessary based on role of Traveler and/or Business Purpose
Wharton’s Approval Flow
Traveler
DEFAULT REVIEWE
R
CAN BE BA/TAC
BA/TAC Cost Object Approver
Supplemental Approver
HLA
6
Review of Roles
7
Travel and Expense Roles
Traveler Role
Systemically granted to all identified users
Expense Role
Systemically granted to all Faculty/Staff
Manually assigned for Students as needed
Delegate administrating as the Traveler – can be systemically loaded
8
Default Reviewer
Defined in each user’s profile (one-to-one relationship).
Can generally be anyone within your organization. Responsible for ensuring the expense report
submitted is complete and accurate. Review the expense report to ensure appropriate forms and
documentation are submitted to support the expenses claimed.
For those expense items requiring receipts, they agree the amount claimed on the expense report matches to the receipts or documentation provided.
Review the accounting information for completeness and accuracy.
9
Cost Object Approver
Based on CNAC-ORG-BC-FUND entered Responsibility over the accounts being charged for
the expenses claimed. Ensure the expenses claimed are in compliance with all
University policies and tax requirements. Ensure the correct account information is listed on the
expense report. Ensure all expense report requirements, including valid
business purpose, all documentation, and justification forms have been fulfilled before the report is approved and submitted for reimbursement.
If applicable, they ensure expenses claimed are allowed under the sponsored program guidelines.
10
Supplemental Approver
Selected from drop down list by Default Reviewer or Approver
Not based on S/C, complete list is available The Supplemental Approver is an individual who is at a
higher level of organizational responsibility than the traveler and is familiar with the traveler and the expenses claimed.
Ensure the expenses claimed were incurred while conducting valid University business.
Review expenses to determine if they are necessary, reasonable, and consistent with University policies and the stated business purpose.
Ensure supporting justification forms contain valid reasons and the connection for the expenses claimed support the business purpose.
Where applicable, they ensure expenses claimed are allowed under the sponsored program guidelines.
Responsible to ensure the requirements for the Default Reviewer and Approver have been met.
11
User Added Approver
Must be designated as some type of Approver
Should be added by Cost Object Approver For staff reimbursements under $500 (or use
checkbox on report header)
For travel reimbursements over $15,000 to forward to F&A for approval
For school-level approval of old C-5 form exceptions
Greater than 182 days Higher class of service Unnecessary fees/ Meal thresholds
12
Role & Access Administrators
Establishes approver roles
BEN Financials responsibility
Training will be required
Initially, this responsibility will be managed centrally within F&A. After the system is up and running, ongoing maintenance will be delegated out to the departments.
13
TEM Maintenance Forms
14
Faculty & Staff Maintenance Forms1. Will individual ever be a Supplemental Approver
(Y/N)?
2. Review Default Funding Source and update if necessary
Systemically defaulted to 070-HomeOrg-1-000000
The default cannot be set to grant funds
Format MUST be: 070-0700-1-000000
3. Assign Default Reviewer
One-to-one relationship
Will review all expense reports regardless of funding source
Format MUST be: 10070837 – FRENKEL, SAMUEL
15
Funding Source Maintenance Form1. Assign “Level 1 Approver” for every fund
(regardless of whether it is excluded or not) Format MUST be: 10070837 – FRENKEL, SAMUEL
Level 2 and Level 3 are optional Linear approval flow – not alternates
2. Review Funding Source list– mark any funding sources that you do not want expenses to hit using “Y” in “Exclusion Flag” column.
16
TEM Maintenance Forms - Action Items•Copies of Faculty and Staff as well as
Funding Source Maintenance Forms have been deposited into your Pillar Drive (one spreadsheet, two tabs)
•Please complete by Monday, June 17
17
Student Maintenance Form Generally, in order to process an expense
reimbursement for students, they will need to be made expense users in the system
If you have students that need to be reimbursed, you will need to send the following to [email protected]:
Penn ID Full Name Default Funding Source (e.g. 070-0700-1-000000) Default Reviewer Current local address
18
Additional Funding Source Maintenance Form
Add a new combination not created by the default logic
Not required for new grants, endowment, or gift funds
Only required for special “granted’ cross charging for first time charges
If you need a new combination added, email the funding source details (e.g. 070-0700-1-000000) to [email protected]
19
TEM - Included Funding Sources▫ only Numeric values in any of the 4 segments (CNAC-ORG-BC-
FUND)▫ only enabled code combinations ▫ only CNAC values ending in zero▫ restricted funds (4, 6 ledgers funds) combination based on
responsible org ▫ with budgeted 5XXX object codes in this FY▫ restricted funds (4, 6) any BUDGETED 5xxx combinations to non-Resp
ORGs ▫ agency funds (9 ledgers) only combinations to CNAC 990 and funds
beginning with”9” and budgeted 5xxx combinations in this FY▫ COA strings created in PennERA for sub awards with budgeted 5xxx
combinations▫ only combinations for fund 000011 that have the SERVCENT as the
ORG Category budgeted 5xxx activity budgeted in the current FY▫ for S/C specific funds 01XX01, 01XX02, 01XX03, 01XX04 and 10XX05
include only those combinations where XX is equal to the first two digits of the CNAC value
20
TEM - Excluded Funding Sources▫ Any combination using fund 000000 with a BC other than 1▫ Any combination with Org 0000 and CNAC not equal to 000▫ 000006 Debt Service Fund▫ 000007 University Development Fund▫ 000008 Research Assistantships Matching Fund▫ 000009 Insurance Fund▫ 000013 University Bank Fund ▫ 02xxxx *exception* INCLUDE 020200▫ 3xxxxx Endowed Loan Funds▫ 47xxxx Controller’s Adjustment Accounts (accruals)▫ 48xxxx Outside Held Trusts ▫ 49xxxx Trustees Held Annuities▫ 599996, 599997, 599998, 599999 Budget Planning Only▫ 64xxxx Controller’s Adjustment Accounts ( accruals)▫ 65xxxx Capital Gift Funds
21
Delegate Addition Maintenance Form Under design based on feedback from the
TEM Advisory board.
Will provide you with the ability to load delegate(s) for travelers so others can enter the expense reports.
The Delegate will still be required to login and switch to administering as the Traveler to enter the expense report.
The Traveler must login to Concur to submit the report.
22
Training Requirements
23
Training Requirements Traveler/Delegate end user training recommended for
all. Two sessions currently scheduled. RSVP to [email protected]
Wednesday, July 17 from 1-3 pm Thursday, July 25 from 10-12pm
Instructional guides and how-to videos also available at: https://cms.business-services.upenn.edu/tem-beta.html
Required KnowledgeLink courses for Default Reviewers and Cost Object Approvers:
Concur Expense Report Approver Knowledge Building Concur Expense Report Approver Application Training
Approver training recommended, but not required, for Supplemental Approvers.
24
Best Practices
25
Hierarchy Approval Set-up Best Practices At least two individuals should review every
expense report
Although the Default Reviewer and Cost Object (budgetary) approver can systemically be the same person if that person is subordinate of the Traveler, the best practice is to have an additional approver.
A default reviewer needs to be set for EVERYONE
A cost object approver needs to be set for EVERY funding source
26
Questions ?Thank you!