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Travel MasterCard Program. TIPS Meeting January 21, 2009. Agenda – Julia Wyman. Travel Card Program Invoice Tracking Process ( if there is any time). Focus Group Participation. Design and Development of iOU Enhancements
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Travel MasterCard Program TIPS Meeting January 21, 2009
Agenda – Julia Wyman • Travel Card Program • Invoice Tracking Process (if there is any time)
Focus Group Participation Design and Development of iOU Enhancements Group convened January 2008, efforts continued through end of October with UAT testing Participating Schools and Departments: School of Engineering (Mechanical, Electrical, and Computer Science) School of Medicine (Pediatrics) School of Humanities (English) Law School Graduate School of Business Athletics Office of Vice Provost for Graduate Education Stanford Management Company
New Stanford Travel Card University Liability / University-Paid MasterCard Charges paid automatically by the University Use for Travel-Related Expenses (airfare, lodging, rental car, travel meals) Includes conference reservations and seminar registrations associated with travel No personal use Continue to use PCard for non-travel related expenses and local business meals Department Cards Use to purchase airfare and pre-paid travel expenses for occasional travelers, students, and non-employees Card stays with department administrator and is in the administrator’s name Individual Cards Issued to frequent travelers Card issued in travelers name and travels with them Charges will flow into iOU for review and expense reporting
Roles and Responsibilities Travelers Comply with policy Provide receipts, identifying alcohol and non-reimbursable expenses Supply business purpose for expense report Assigned Administrators Validate Travel Card transactions in iOU and follow up on erroneous and fraudulent charges Initiate expense report in iOU Update Card Profiles / Administrator changes Disbursement Department Oversee issuance of new cards and change requests Monitor charge activity and expense reporting (declined, unvalidated, disputed, non-reimbursable charges)
iOU System Enhancements Transaction Validation New Travel Card module in iOU accessible by cardholders and assigned administrators Travel Card transactions are routed to administrator for review and validation One Administrator can support multiple cards Administrators can be updated/changed Expense Reporting – One report per trip is preferred Select validated card charges to flow into to the expense report Identify non-reimbursable charges Enter other expenses as usual Payment Outcomes No reimbursement (Travel Card charges = total expense report) Reimbursement of expenses not charged to Travel Card Pay back Stanford for personal non-reimbursable expenses. Frequent travelers may apply against future expense report
Required Training New online, interactive training with mandatory assessment test Course 1: Traveling for Stanford Target Audience: Stanford Travelers, All Travel Cardholders, Travel Card Validators / Expense Report Originators Course will cover travel policy, roles and responsibilities; proper use of Travel Card; and how to obtain card Approximate Time: 30-40 min. Course 2: Stanford’s Travel Card Program Target Audience: Travel Card Validators / Expense Report Originators Course will demonstrate how to validate Travel Card charges and originate expense reports in iOU that include Travel Card charges Approximate Time: 30-40 min.
Rollout Strategy Early Adopters – February 2009 Current Amex Department Cardholders (approximately 200) and assigned Validators / Reimbursement Originators General Campus Rollout – Spring 2009 New Individual Cardholders • Note: • Individual liability American Express Travel Cards can be retained for now. • Cardholder will be required to sign a new agreement with the bank. • Amex program will phased out in the Spring/Summer.
Sample iOU Screens • Validation Process • Travel Card Transaction Queues • Validate Travel Card Transactions • Expense Reporting Process • Travel Card Charge Selections • Travel Card Charge Allocations
New Invoice Tracking Process • Purpose: • Eliminate the invoice “Black Hole” • Invoice tracking process for submitters - from receipt to payment • Vehicle for Accounts Payable to follow-up when there are problems • Rollout Plan: • Piloted with DAPER, Controller’s Office, Purchasing & Contracts, and Administrative Systems • Campus-wide rollout December 2008
How it Works • Step 1. Obtain a cover sheet (with bar code) for faxing invoices to • Accounts Payable • Click link on fingate (See http://fingate.stanford.edu/staff/buypaying/forms.html) • Enter your name, email address, phone number, and optional notes • Click "Generate Bar Code" button • Print the Invoice Fax Cover Sheet • Note - You can re-use the Invoice Fax Cover Sheet for all of your invoice submissions. If you lose the cover sheet, simply generate a new one.
How it Works • Step 2. Verify the quality of the bar code on your printed Invoice Cover Sheet • Ensure that the bar code is properly aligned on the printed page • Ensure that the bar code is free of any marks or smudges • If the printed bar code does not meet these criteria, generate a new Invoice Fax Cover Sheet • Step 3. Fax the Invoice Cover Sheet, with your invoices and other supporting documents to Accounts Payable. • Note: The bar code cover sheet MUST be the top page of your fax transmission
Email Notifications Fax Received Multiple Invoices Created Where multiple invoices faxed? • Email includes: • Document ID • Date rec’d • # pages • Link to images Yes • Email includes: • Parent document ID • Date rec’d • # pages • Child document ID’s • Links to images No Can invoice be processed? Yes No Fax Received, Insufficient Info to Process Invoice Processed, Payment Scheduled Payment Disbursed • Email includes: • Document ID • Supplier name • Disbursement date • Invoice number • Amount paid • Check or wire number • Email includes: • Document ID • Invoice # and amount • Supplier name • PO number • Links to images • Email includes: • Link to images • Processor notes • (i.e. invalid PO, • incomplete requisition, • illegible image)
