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Enhancing Efficiency with the CU Expense System: A Comprehensive Overview

The CU Expense System is a web-based platform designed to streamline the processes of travel authorization requests, employee reimbursements, and procurement card transactions. Implemented in 2009, this system offers significant benefits such as faster reimbursements, reduced errors, and improved documentation through electronic approvals and routing. With a modern interface and environmentally friendly features, it supports our business processes effectively. Accessed via the myCU portal, the system includes valuable resources for training and guidance to help you navigate changes in your workflow.

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Enhancing Efficiency with the CU Expense System: A Comprehensive Overview

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Presentation Transcript

  1. Certifying and Approving and the Expense System 10-20-09

  2. Our (Short) Agenda • What? • Why? • When? • How? • Who?

  3. What is the Expense System? • Web-based system, accessed through myCU portal (my.cu.edu) and used to process: * Travel Authorization Requests * Employee reimbursements (travel/non-travel) * Procurement Card transactions

  4. Why implement the Expense System? • Faster reimbursements* System helps reduce errors/re-work* Electronic approvals/routing* Data entered once • Improved documentation* Supports our business process* Available online • Direction of the future* More modern interface* More environmentally sound

  5. When does this happen? • Being phased in during 2009 for CU…

  6. Who is available to help? Your Department Liaison* Understands the Expense System* Knows internal business processes/identify initial delegates* Identifies training needs Our On-site Trainer* Provides scheduled/ad hoc training when you make the switch Learning Resources* Postcard* Website www.cu.edu/psc/expensesystem.html Finance & Procurement Help Desk* 303.837.2161

  7. A Quick Look: Log in to Portal

  8. Opening the Expense System…

  9. How does your work change? Employee or assistant: prepare paper Travel Voucher (TV)/Payment Voucher (PV) for reimbursement Employee or assistant: attach/review paper receipts Employee: review packet, sign TV/PV, give to approver Approver: review & approve TV/PV, copy/send to PSC PSC: re-enter data in Finance System Employee or delegate: prepare expense report (travel/ non-travel) in Expense System Employee or delegate: attach/review receipts in Exp System Employee: review receipts/certify/ submit expense report in Exp System Approver: review/approve expense report in Exp System PSC: oversee payment processing

  10. Certifying and Submitting Let’s take a look at Certifying and Submitting Also, full array of learning resources available at:* https://www.cu.edu/psc/help/expense.html

  11. Approving Expense Reports Let’s take a look at Approving Expense Reports Also, full array of learning resources available at:* https://www.cu.edu/psc/help/expense.html

  12. Wrapping Up You have questions? Remember your resources Welcome to the Expense System!

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