New Buying Card Mannequin and Growth of the Travel and Expense System

The Supply Chain Services group, led by Chief Procurement Officer Andrew Brennan, is sharing progress on the Travel and Expense Transformation Project to assist college and employees put together as they put together to increase the Travel and Expense system on July 1.

This undertaking will streamline expense and buying card (PCard) reconciliation processes by means of Concur software program, enhancing processing instances, rising visibility into transactions and decreasing handbook work. The objective is to create a extra environment friendly, user-friendly expertise for college and employees.

In latest months, the undertaking group has collaborated with campus companions to finish a number of milestones, together with restructuring the college’s strategy to buying playing cards.

New buying card mannequin

The college will transition to a brand new three-card mannequin that aligns card varieties with frequent buying and journey must create constant practices and processes throughout departments and models.  

The three University Card varieties are:

• ProfessionalCard: For frequent, small-dollar operational purchases
• TravelCard: For staff who journey and must pay travel-related bills
• OneCard: For restricted conditions involving group journey or particular buying wants

A brand new interactive determination tree will assist customers decide which card they want. All present cardholders might want to apply for a brand new card and full an up to date coaching.

Departments and models shall be invited to use for the brand new playing cards in phases from May to August. Until new playing cards are authorised and distributed, cardholders can proceed to make use of their present PCards. There is not any motion required till coaching and card functions turn into out there.

Dedicated assist from ambassadors

The undertaking group is constructing a neighborhood of Travel and Expense ambassadors to assist departments and models all through this transformation.

Ambassadors will obtain devoted coaching on the expanded Travel and Expense system and can function main factors of contact for his or her colleagues inside their school or division. As we strategy implementation, they may interact with their models and supply:

• Support to system customers
• Local coaching
• Easy entry to undertaking sources

A collaborative course of

Input from the campus neighborhood has been a precedence all through this undertaking and can proceed to tell the work main as much as the July 1 expanded system launch and past.

The most vital outreach efforts embrace:  

• In October, the Travel and Expense Advisory Group was shaped, together with 45 members representing schools and models.
• Last fall, over 400 college and employees participated in focus teams and 70 of them examined the expanded system over two weeks.
• In latest months, undertaking updates have been shared with leaders, enterprise officers and others at boards akin to Staff Council.
• The undertaking group will current upcoming modifications on the Finance and Budget Forums on April 29, 30 and May 1, and on the Staff Council’s Crossroads Conference on May 21.
• In May and June, choose campus models will take part in a pilot group that can take a look at the expanded system.

You can go to the undertaking web site for sources and the newest updates on progress. If you’ve gotten any questions or considerations, please attain out to the undertaking group.