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 • Part 1 – What we have learned • New terminology, functionality, and acronyms for our new travel documents • How to prepare TEM Profiles, Travel Arranger documents, and how to process an In-State travel reimbursement • How to look up documents and use the route log to monitor travel documents for approvals TEM TRAINING OVERVIEW • Part 2 – What we have learned • Travel advances • How to prepare Travel Authorizations for Out-of State travel • How to issue reimbursements from Travel Authorization documents using the Travel Reimbursement document • How to make sure Travel Authorizations are closed so that encumbrances are relieved TEM TRAINING OVERVIEW • Part 3 – Group & International travel • How to use the Group tab in the Travel Authorization document • Risk Management’s role for International travel • How to prepare Travel Authorizations for International travel • How to issue reimbursements from Travel Authorization documents using the Travel Reimbursement document GETTING TO KNOW OUR NEW KUALI DOCUMENTS • Travel Authorization (TA) • Travel Reimbursement (TR) • Handouts with example travel scenarios • • • 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 • Travel Authorization Document (TA) – A.K.A. Pre-Trip • If group travel is requested for any trip the Group tab, located on this document, must be completed • The TA is used for ALL Out of State, No Cost, and International travels • All International TA’s must be ad-hoc approved by the department higher authority and International Travel Authority • Approval letters from Risk Management must be attached to the TA for ALL International trips GETTING TO KNOW OUR NEW KUALI DOCUMENTS • Travel Reimbursement Document (TR) – A.K.A Post-Trip • The TR document is used to process a travel reimbursement when the trip is complete and all receipts have been received • 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 • 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 • Group travel is often organized by a leader, or a few individuals, who manage all expenses associated with the trip • Group leader is responsible for collecting all receipts • Reimbursement will only be made to the Traveler on the post trip form, not to the travelers listed on the group travel tab. • Anyone with a TEM Profile can be imported into the document using the the Group Travel tab • 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 • International travel for employees must be registered and approved through the Risk Management webpage • Students must obtain approval from International Programs before traveling Internationally • Emergency Contact information including and in-country contact phone number will be required for all trips • Attach the approved International Trip Application to the TA document prior to the DHA review and electronic signature INTERNATIONAL TRAVEL • All traveler accommodation information must be entered. • Accommodation type, Accommodation name, Accommodation address • 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 • Automatic Signatures • All “signatures” will now route electronically through Kuali for approval • Approval will automatically route for; document initiator, traveler, and fiscal officer for the account • Think about who else should be signing the travel forms? • Anyone have an example of someone from your department? INTERNATIONAL APPROVAL PROCESS • Ad Hoc Approve Signatures • Travel document does not contain information to determine the Department Higher Authority (DHA) or the Department International Approver (DIA) • Examples of DHA approvers include; Department Head, Business Officer, Dean, VP • Examples of DIA approvers include; Dean or VP • 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 • VERY EASY TO FORGET THIS STEP !!!!! CREATE NEW TRAVEL DOCUMENTS • Let’s practice preparing an International trip with Group travel document • • Create a new TA document for International with Group Travel • International Travel Example #1 on page 1 in the handout • 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 • Let’s practice preparing International travel documents • • Create a new TA document for International Travel • TA Example #3 on page X in the handout • 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 • Let’s practice preparing International travel documents • • We can now create a reimbursement from the TA we just created • TR Example #4 on page X in the handout • Notice that the TR actual expenses are more than the TA estimates • 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 • TA Document for International travel • Traveler registers their trip on the Risk Management webpage • Travel Arranger prepares document and attaches the approved international trip application, and then submits the TA • Travel Arranger needs to remember to ad hoc approve DHA & DIA • IF the department prefers, the FO can ad hoc approve the DHA & DIA so their approvals come after the FO approves • *Document will route to traveler only in cases where a travel advance is granted • After DHA, DIA and traveler* have approved the TA, it is routed to the fiscal officer for approval • • 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 • TR Document for International travel • Travel Arranger creates document from TA • Document will route to traveler for approval • After traveler has approved the document, it is routed to fiscal officer for approval • Document is then routed to travel department for processing QUESTIONS? • Kuali Help or Business/Financial Questions: • Erin Mercurio: 491 – 6752 • Summer Leaming: 491- 2801 • Grant Polzer: 491 – 4148 • David Leathers: 491-5509 • General Travel Questions: • Terri Bedan: 491-6021 • Rose Perez: 491-1362 • Sherri Rhule: 491-2291
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