Updates to Johns Hopkins University’s coverage governing journey and enterprise expense reimbursements, which replicate enter from a number of stakeholders throughout the establishment, are set to go stay on July 1. The revisions are a part of the Travel Smart venture to create a single coverage governing reimbursements and simplify the method for each these submitting requests and people dealing with them on the system’s again finish, decreasing the executive burden for everybody concerned.
Changes that take impact on the go-live date embody:
- New journey expense submission deadline (inside 90 days of the journey’s final day, reasonably than inside 90 days of the acquisition or transaction)
- Guidelines for requesting late submissions
- No receipt or extra documentation wanted for bills below $75 (apart from airfare/rail, resort, and automobile rental bills)
- Clearer, less complicated necessities for documenting enterprise meals
- Explicit steerage for combining private and enterprise journey (with the college reimbursing solely the journey’s business-related portion)
- Traveler’s potential to decide on both to obtain the General Services Administration’s per diem or to submit bills inside receipt necessities
Staff and college are inspired to assessment the up to date Travel Smart coverage (available here after July 1) and to finish the newly revamped Business Travel e-course, obtainable through the myLearning platform. Expense approvers are required to finish the course, and others will discover it useful for implementing the revised coverage.
Additional help for employees and college familiarizing themselves with the adjustments is on the market by way of the help-desk perform of Concur the college’s expense-management software (click on the query mark subsequent to your profile icon); the expense training materials page; and within the JHU travel and expense FAQs.
Expenses incurred by way of June 30 will probably be ruled by the unique coverage, no matter when the reimbursement request is submitted, whereas the revised coverage applies to bills incurred on and after July 1. At that time, Concur will probably be up to date to replicate the adjustments.
Top targets driving the coverage revisions have been making a unified set of requirements and streamlining the executive work concerned in submitting, processing, and receiving reimbursements for enterprise bills. In crafting these updates, college directors sought and acquired enter from a whole lot of workers representing dozens of stakeholder teams throughout Hopkins divisions. Executives met with deans’ management groups, school senates, division directors, and workers boards, amongst others, to assessment the proposed adjustments and listen to from school and workers on ache factors and alternatives for course of enchancment.
The shift within the submission deadline for journey bills to 90 days after a visit’s final day was extensively requested throughout the college group, so this variation grew to become a precedence to ease stress on touring workers. Note that nontravel bills are nonetheless due inside 90 days of the date of buy. Additionally, company journey card bills are nonetheless due each two weeks, and govt journey card bills are nonetheless due each 30 days; the revised coverage doesn’t have an effect on these processes.
This up to date journey and expense submission coverage is one part of the overarching Johns Hopkins journey and expense program. Booking journey by way of the Johns Hopkins Managed Travel Program gives a number of benefits, together with submission of bills for speedy reimbursement and entry to most well-liked suppliers and value financial savings by way of negotiated charges on bills similar to accommodations (worldwide and in Baltimore) and automobile rental insurance coverage, to call simply two examples.
In addition, reserving by way of the managed journey portal robotically enrolls Hopkins vacationers within the Healix Global duty-of-care program, which gives providers to vacationers throughout a visit, similar to emergency transportation to a medical facility and even evacuation and repatriation. Learn extra about Healix below Travel Security Tools on the journey and expense program web site.
The up to date coverage introduces higher flexibility for workers submitting reimbursement requests. The general impetus for the updates was to determine a smoother, much less cumbersome expertise with the system for everybody who interacts with it.
Additional enhancements are anticipated to additional make clear the interplay of divisional and sponsor insurance policies with the up to date universitywide one.