Travel Management System (TMS)

1. Travel Management System (TMS) October 1, 2012 Rochelle Gross

2. Agenda • Welcome • Introduction • What is TMS? • TMS End-User Benefits • TMS End-User Documentation • TMS End-User Drop-In Sessions • Getting Started in TMS • Travelers & Delegates • Traveler and Delegate Getting Started Checklist • Traveler and Delegate Job Aids • Traveler and Delegate Best Practices • Approvers • Approver Getting Started Checklist • Approver Travel Request Checklist • Approver Cash Advance Checklist • Approver Expense Report Checklist • Approver Best Practices • TMS Questions & Issues • Closing

3. Welcome • Kennesaw State University (KSU) is excited to join the State of Georgia’s “TeamWorks Travel and Expense” system. • This system provides KSU travelers with a one-stop shop for all aspects of their university travel.

4. Introduction • At KSU we selected the brand name “Travel Management System” (or TMS) for our specific configuration within the state-wide system. • TMS is designed to consolidate travel requests advance approvals, cash advance requests, travel bookings, and expense reporting. • The State of Georgia’s “TeamWorks Travel and Expense” system and KSU’s TMS configuration both utilize the “Concur Travel & Expense” product.

5. What is TMS ? TMS is a comprehensive web-based solution that provides KSU employees the following tools for their university travel: • Travel Request and approval process(replaces the KSU paper “Request for Authority to Travel” process and form). • Cash Advance Request and approval process. • Airfare, hotel, and in-state rental car booking process. • Expense Report and approval process. • For KSU, TMS also includes: • Travel Budget Reporting via KSU SAS portal.

6. TMS End-User Benefits • Incur no out-of-pocket costs for airfare, in-state car rentals, and hotels; direct billing to KSU! • Auto-deposit to employee bank account (same as payroll deposit, to primary account) for cash advances and travel expense reimbursements. • 24x7 web based access, including via mobile devices. • 24x7 online training and step-by-step job aids developed by KSU team. • Employees can verify status of their Expense Reports, 24x7 online. • No need for Mapquest or Per Diem look-ups in Expense Reports.

7. TMS End-User Benefits continued • Eliminates paper processes: • Travelers attach scanned receipts or send fax receipts to the system. • Vendor request/setup process for new travelers is automatic within the system. • Travel Request process in system replaces paper Request for Authority to Travel process. • Cash Advance request process within the system, replacing current paper process. • State of Georgia volume purchasing power discounts, including: • Delta airfares discounts between 2-12 percent for domestic and 5-30 percent for international • Southwestairfares discounts at 10 percent

8. TMS Features Some of the exciting features in TMS include: • Expense Report: • Calculations of per diems are by the system based on your itinerary (no need to go to the Federal web site). • Calculations of personal car mileage are done by the system based on a mileage calculator (no need to go to a separate mileage web site). • Cash Advance requests are completed in the system, with auto-deposit to the traveler’s bank account.

9. TMS Features continued • Travelers can delegate another user to book travel and complete reports on their behalf (Traveler’s are required to review and submit their expense reports once the delegate completes the data-entry). • Travelers can receive frequent flyer mileage and other travel reward program points when booking travel through TMS. • Approvers can approve travel requests and expense reports quickly and easily online. • The 24x7 system can be accessed by mobile devices.

10. TMS End-User Documentation The KSU Travel web page provides end-users with the following items to facilitate their use of TMS: • Online Training modules (available 24x7) • Job Aids (step-by-step guides) • Checklists • Best Practices • Frequently Asked Questions (FAQS) • Policies & Procedures links • Drop-in Sessions Schedule (during implementation)

11. TMS Drop-In Sessions • During campus-wide implementation (Jan-April 2012), TMS Drop-In Sessions are offered on Friday mornings by KSU Travel Administrator(s). • End-users can attend any session and no advance enrollment /registration is required (you sign-in at the session). • The sessions are unstructured and for end-users to ask questions and receive face-to-face assistance on any aspect of the system. • Drop-In Sessions schedule is posted to the KSU Travel web page . • Be prepared with questions when you attend the Drop-In Sessions!

12. Getting Started in TMS • Implementation at KSU will be phased by department in early 2013. • When it is time for your department to begin using TMS, end-users will receive an email with instructions on: • how to login and reset your temporary password. • a link the KSU Travel web page, which provides links to online training and other end-user documentation.

13. TMS Traveler & Delegate Getting Started Checklist • Attend Online “Getting Started” Training • Print-out Getting Started job aids for step-by-step instructions (optional) • Login to TMS and reset your password to a private one. • Setup Your TMS Profile • Confirm your default Manager/Approver and Speedchart (email any changes needed to travel@kennesaw.edu ) • Add Travel Preferences such as travel reward program information • Add Personal Car Information • Add Delegates and Travel Arrangers (optional)

14. TMS Traveler & DelegateGetting Started Checklist continued • Attend Online Additional Traveler training (as needed before you book travel, etc.) • Travel Request (5 minutes) • Cash Advances (3 minutes) • Booking Travel through TMS (35 minutes total) • Approving an Expense Report (7 minutes) • Mobile (25 minutes)

15. TMS Traveler & DelegateGetting Started Checklist continued • Print-out Traveler Job Aids (as needed) • Travel Request job aids • Cash Advances job aids • Booking Travel through TMS job aids • Expense Reports job aids • Other job aids • Setup your Mobile App (optional)

16. TMS Traveler & Delegate Best Practices • Check your TMS Profile and confirm that your Default Approver/Manager is correct. • Check your TMS Profile and confirm that your Default Speedchart is correct. • Always create a Travel Request and receive appropriate approval to travel BEFORE booking airfare, hotel, and car rental for your travel. • Include on Travel Request on the “Pre Paid Registration” segment any travel related items to be paid outside of TMS (via P-Card or ePro), such as conference registrations so these will be included in TMS SAS budget reporting. • Check your speedchart and change where necessary before submitting items for approvals (note you cannot change speedchart on Cash Advance Requests; you will resolve this when you complete an expense report). • Check the approval flow and insert any additional required approvers (business manager, project manager, supervisor, etc.) before submitting (note you cannot insert additional approvers on your air, hotel, and car bookings; only your default approver will receive notifications about your bookings). • Book all reservations at same time when possible, as there is a small transaction fee per booking. Booking all segments of your trip at the same time helps reduce costs!

17. TMS Traveler & Delegate Best Practicescontinued • Select the lowest air, hotel, and car fare when possible. The standard window for booking the lowest domestic airfare is between 14 and 21 days prior to departure. For international flights, 6-8 weeks in advance of departure. • For group travel of five (5) or more going to the same destination, call Travel, Inc. directly to book the airfare, to save total transaction costs. • No same-day booking for hotels. Book hotels in TMS at least 24 hours prior to check-in. • Set-up a Trip Itinerary for each expense report, even if per diems are not being claimed. • Select “In State” or “Out of State” appropriately when completing the Trip Itinerary. • Create one expense report per trip, as there is a small transaction fee per expense report. • Non-travel employee reimbursements must be done through ePro. • Email notification of hotel booking will reflect actual rate/conference rate.

18. TMS Approver Getting Started Checklist • Attend Online “Getting Started” Training • Print-out Getting Started job aids for step-by-step instructions (optional) • Login to TMS and reset your password to a private one. • Setup Your TMS Profile • Confirm your default Manager/Approver and Speedchart (email changes to travel@kennesaw.edu ) • Add Travel Preferences such as travel reward program information • Add Personal Car Information • Attend Online Approver training • Approving a Cash Advance (3 minutes) • Approving a Travel Expense (4 minutes) • Approving an Expense Report (7 minutes) • Print-out Approver Job Aids • Approve Expense Report • Approve Cash AdvanceApprove Travel Request • Setup your Mobile App (optional) • Attend Mobile App online training module (25 minutes) • Printout Mobile App job aid

19. TMS Approver Travel Request Checklist • Select the Travel Request form the Approval Queue in My Concur: • Review the Travel Request Header Information for accuracy and correct Speed Chart • Review Segments Tabs: • Car Rental • Airfare • Hotel • Meals • Miscellaneous (this can include mileage, meals, parking and fees) • Registration (this can include registrations and other items to be paid via P-Card or ePro) • Review the Approval Chain and Insert any additional Approvers if necessary • Select Send Back Travel Request, Approve or Approve & Forward

20. TMS Approver Cash Advance Checklist • Select the Cash Advance Request tab from the Approval Queue in My Concur • Click the Comments tab to review all Comments regarding the Cash Advance • Click the Audit Trail tab to review the Audit Trail of the request • Select Approve or Reject

21. TMS Approver Expense Report Checklist • Open the Expense Report from the Approval Queue in My Concur. • On the Details tab: • Review the Report Header Information • Review the Audit Trail • Enter any Allocations not entered by the employee • Review Travel Allowances (Meals Per Diem) entered • Review Comments History • Review Cash Advances Assigned

22. TMS Approver Expense Report Checklist continued • On the Expenses: • Review individual Expense line items • Hover over Receipts icon to view receipts attached to individual line item Expenses • Review Personal Car Mileage & Mileage Calculator Mileage • Hover over Allocations icon to review allocations made by the employee to an individual line item • On Receipts tab: • Click Receipts Required • View Receipts and other documents attached at the report level • Choose Approve, Approve & Forward or Send Back to Employee

23. TMS Approver Best Practices • Respond promptly to all email notifications from the system to review and approve your employee’s travel requests, cash advances, and expense reports • Review all email notifications regarding air, hotel, and car bookings. Respond if necessary—and promptly—only in event the booking should be voided or cancelled. • “Void” an airline ticket by replying to the booking notification email within 24 hours from the time they receive it. (Travel, Inc. booking fees still apply) • “Cancel” airline tickets if it is after the 24 hours of receiving the booking notification email by calling Travel, Inc. (Travel, Inc. booking and airline cancelation fees still apply AND ticket is not refunded, but can be re-used.) • Thoroughly review ALL information submitted through TMS by your staff before approving any item!

24. TMS Approver Best Practices • Review the Approval Flow. Insert any Authorized Approver not included, such as a Business Manager, Grants Manager, Project Manager or others required for your department. • Approvers are held accountable for ALL approved information on the Expense Report. Please be sure to check reports carefully for required receipts, policy violations, allocations, etc. before you approve! • You can approve, deny, or send items back to the employee for changes. • Vacation Rule: When out of the office and unable to approve, please send an email to travel@kennesaw.eduwith the dates when you are out of the office and identify who should be assigned to approve on your behalf. Note: Delegated Approvers for Vacations must be either one level up or next level below the chain of command from your position or the next person below in the Approver’s department.

25. TMS End-User Questions & Issues? • After attending the online training, if you have questions and issues with using TMS: • First contact your department Business Manager or Business Operations Professional for assistance. • If your department does not have a Business Manager or Business Operations Professional, and/or if they are unavailable email: travel@kennesaw.edu for assistance. • Note: emails to travel@kennesaw.edu are logged and routed to a KSU Travel Administrator to address. A KSU Travel Administrator will follow-up promptly to requests for assistance!

26. Closing • Final Reminder…Once your department receives notification to access TMS, you must begin using the system from that point forward for all your KSU Travel!