Training Part 3 - Business and Financial Services

KUALI TEM MODULE
A NEW AND IMPROVED WAY TO PROCESS TRAVEL
PART 3: INTERNATIONAL AUTHORIZATION, GROUP TRAVEL, AND INTERNATIONAL
REIMBURSEMENTS
Presented by Campus Services
CAMPUS SERVICES
We are a financial customer service unit within Business and
Financial Services and we partners with the campus community
by providing professional, knowledgeable and responsible
business and financial solutions.
http://busfin.colostate.edu/cs.aspx
TEM TRAINING OVERVIEW
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Part 1 – What we have learned
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New terminology, functionality, and acronyms for our new
travel documents
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How to prepare TEM Profiles, Travel Arranger documents, and
how to process an In-State travel reimbursement
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How to look up documents and use the route log to monitor
travel documents for approvals
TEM TRAINING OVERVIEW
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Part 2 – What we have learned
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Travel advances
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How to prepare Travel Authorizations for Out-of State travel
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How to issue reimbursements from Travel Authorization
documents using the Travel Reimbursement document
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How to make sure Travel Authorizations are closed so that
encumbrances are relieved
TEM TRAINING OVERVIEW
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Part 3 – Group & International travel
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How to use the Group tab in the Travel Authorization
document
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Risk Management’s role for International travel
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How to prepare Travel Authorizations for International travel
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How to issue reimbursements from Travel Authorization
documents using the Travel Reimbursement document
GETTING TO KNOW OUR NEW
KUALI DOCUMENTS
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Travel Authorization (TA)
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Travel Reimbursement (TR)
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Handouts with example travel scenarios
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Group travel
International travel with a personal day at end of trip
International travel for a foreign visitor
GETTING TO KNOW OUR NEW
KUALI DOCUMENTS
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Travel Authorization Document (TA) – A.K.A. Pre-Trip
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If group travel is requested for any trip the Group tab, located on this
document, must be completed
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The TA is used for ALL Out of State, No Cost, and International travels
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All International TA’s must be ad-hoc approved by the department
higher authority and International Travel Authority
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Approval letters from Risk Management must be attached to the TA for
ALL International trips
GETTING TO KNOW OUR NEW
KUALI DOCUMENTS
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Travel Reimbursement Document (TR) – A.K.A Post-Trip
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The TR document is used to process a travel reimbursement when the trip
is complete and all receipts have been received
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The TR document can be created from an existing TA document that
exists in Kuali. Similar to how we create a post trip now in Adobe
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A new TR document can be created for all In State travel that is covered
by blanket approval when no Ghostcard or travel advance is needed
(no TA required)
GROUP TRAVEL
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Group travel is often organized by a leader, or a few individuals, who
manage all expenses associated with the trip
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Group leader is responsible for collecting all receipts
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Reimbursement will only be made to the Traveler on the post trip form,
not to the travelers listed on the group travel tab.
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Anyone with a TEM Profile can be imported into the document using the
the Group Travel tab
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All international travelers listed that have a Group Traveler Id must have
International or Risk Management approval
• If the participants in the group travel do not have a Group Traveler Id,
the list of individuals can be added to the Notes & Attachments section
of the TA
INTERNATIONAL TRAVEL
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International travel for employees must be registered and approved
through the Risk Management webpage
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Students must obtain approval from International Programs before
traveling Internationally
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Emergency Contact information including and in-country contact phone
number will be required for all trips
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Attach the approved International Trip Application to the TA document
prior to the DHA review and electronic signature
INTERNATIONAL TRAVEL
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All traveler accommodation information must be entered.
• Accommodation type, Accommodation name, Accommodation
address
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International documents have a currency converter that can be used
• Information will still be gathered from a currency converter website
(OANDA)
• Provide the currency exchange rate used to calculate the TR
INTERNATIONAL APPROVAL PROCESS
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Automatic Signatures
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All “signatures” will now route electronically through Kuali for approval
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Approval will automatically route for; document initiator, traveler, and
fiscal officer for the account
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Think about who else should be signing the travel forms?
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Anyone have an example of someone from your department?
INTERNATIONAL APPROVAL PROCESS
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Ad Hoc Approve Signatures
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Travel document does not contain information to determine the Department
Higher Authority (DHA) or the Department International Approver (DIA)
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Examples of DHA approvers include; Department Head, Business Officer,
Dean, VP
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Examples of DIA approvers include; Dean or VP
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It is the responsibility of the travel arranger or fiscal officer (dept. policy) to
include these individuals for approval by using ad hoc- approve in Kuali
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VERY EASY TO FORGET THIS STEP !!!!!
CREATE NEW TRAVEL DOCUMENTS
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Let’s practice preparing an International trip with Group travel
document
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Create a new TA document for International with Group Travel
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International Travel Example #1 on page 1 in the handout
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We are going to add a list of employees and non-employees to the TA
Save document numbers so that you can look up the document and
create the TR later from your desk
CREATE NEW TRAVEL DOCUMENTS
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Let’s practice preparing International travel documents
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Create a new TA document for International Travel
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TA Example #3 on page X in the handout
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We are also going to add a personal travel day to the end of the trip
Save document numbers so that we can look up the documents and
create the Travel Reimbursement
CREATE NEW TRAVEL DOCUMENTS
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Let’s practice preparing International travel documents
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We can now create a reimbursement from the TA we just created
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TR Example #4 on page X in the handout
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Notice that the TR actual expenses are more than the TA estimates
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Encumbrances will be relieved entirely from those that were established on the
TA document
Check the account balances from the Balances by Consolidation screen
ROUTE LOG AND
APPROVAL PROCESS
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TA Document for International travel
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Traveler registers their trip on the Risk Management webpage
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Travel Arranger prepares document and attaches the approved
international trip application, and then submits the TA
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Travel Arranger needs to remember to ad hoc approve DHA & DIA
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IF the department prefers, the FO can ad hoc approve the DHA & DIA so their
approvals come after the FO approves
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*Document will route to traveler only in cases where a travel advance is
granted
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After DHA, DIA and traveler* have approved the TA, it is routed to the fiscal
officer for approval
•
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If the department prefers, the FO can approve before the DHA & DIA does
Document is then routed to travel department for processing if there is a
travel advance request
ROUTE LOG AND
APPROVAL PROCESS
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TR Document for International travel
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Travel Arranger creates document from TA
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Document will route to traveler for approval
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After traveler has approved the document, it is routed to fiscal
officer for approval
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Document is then routed to travel department for processing
QUESTIONS?
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Kuali Help or Business/Financial Questions:
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Erin Mercurio: 491 – 6752
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Summer Leaming: 491- 2801
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Grant Polzer: 491 – 4148
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David Leathers: 491-5509
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General Travel Questions:
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Terri Bedan: 491-6021
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Rose Perez: 491-1362
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Sherri Rhule: 491-2291