Travel and Reimbursement Processes

Project Scope:
Team will reconvene to review current processes, relating to departmental request/reimbursement process and travelers who use Shared Service Center. Determine where processes can be streamline, eliminate paper and evaluate Travel/Expense software options. Update 'AS IS' maps, create 'TO Be' maps.

PROPOSED TIMELINE: May 2018

• Team reviewed current paper process.
• Electronic travel expense process - currently only the SGA Travel Process Improvement team has implemented a paperless process for requesting, submitting travel expense forms for approval routing using DocuSign.
• Team evaluated three travel/expense software solutions:
  • Comdata
  • Concur
  • Chrome River
• Team determined the University would benefit using Travel Pcards to be implemented with a software solution. The Pcard team will determine policy and usage.
• Team recommends that the software have the ability to include Pcard transactions, Hotel eFolio, Direct Pay for Guest travelers and Duty of Care solutions. 
• Travel Center - team recommends identifying resources to provide training and assistance to faculty/staff on use of the software. 
• Travel team submitted a formal recommendation to the CFO November 2018.

• Becky Ward, Undergraduate Programs
• Bernard McGhee, Information Technology Services
• Bob Johnson, Information Technology Services
• Carol Laney, University Process Improvement, Business Analyst
• Colette Williams, University Process Improvement, Project Manager
• George Ninan, Accounting
• Heather Winters, Research
• Kate Sims, Shared Services Center
• Keith Yates, Shared Services Center
• Latica Jones, College Arts & Sciences
• Robin Stewart, Planning and Assessment
• Sam Cox, Business Development
• Terrice Watson, Accounting
• Tom Nenon, Arts and Sciences
• Vickie Peters, School of Urban Affairs, Team Lead 

  Phone: 901.678.2213  |   E-mail: processimprovement@memphis.edu