Recommendations on New Travel Business Model for LBNL

Recommendations on New Travel Business Model for LBNL

Recommendations on New Travel Business Model for LBNL January 11, 2007 1 Project Participants Organization Core Team Advisory Committee Computing Sciences General Sciences Life & Environmental Sciences Physical Sciences Operations /Directorate : OCFO/Controllers

Office/Travel OCFO/Operations OCFO/Controllers Office/General Accounting OCFO/Business Systems Analysis OCFO/ Business Systems Analysis IT/Institutional Systems ---------------------------------------------------- Gizella Kapus Diana Attia Bill Johansen Deborah Smith -----------------Jill Stark Sandra McFarlan d Alyce Herrera

Lauretta Corsair Victor Chan Aurora Pecoraro Craig Gaylor Sally Lafferty Project Sponsor: Jeffrey Fernandez Project Manager: Carla Garbis 2 Outline Travel Facts The Problem Feedback from Travelers & Divisions Recommendations 3 LBL Travel Facts (FY06)

$ spent on travel Annual # of trips Average cost of trip % of travelers who took 1-5 trips during year # of delinquent expense reports as of 12/19/06 (Policy states that expense report becomes delinquent 30 days after return date) $10.6M (~2% of lab budget) 7,300- 9,400 (28-36/day) ~$1,100 80% 1,693 - # residing in the Travel Office

221 - # pending division action 430 - # paid but not yet reconciled 1, 042 4 Business Analysis-The Problem Lack of leadership; staffing issues Multiple business processes; no institutional consistency Administration of travel is costly Reimbursement can take a long time

100% audit too many errors missing receipts Pre-trip approval process for foreign trips is lengthy Gelco system not intuitive, buggy, broken Divisions, users and the Travel Office unable to easily get the information they need 5 Feedback from Travel Surveys 10% of travelers responded; primarily scientists Most travelers want to be able to easily make their own reservations and prepare expense reports Majority want Gelco system replaced Most consider 1-2 weeks a reasonable amount of time to be reimbursed (from the time an expense report is completed)

21% of scientific divisions agree with concept of eliminating formal pre-authorizations of domestic trips A number of divisions wanting formal authorization are in favor of waiving trip expense approval; (UC policy requires post trip approval) 6 Recommendations Core Travel Teams Guiding Principles: Faster reimbursement Improve the customer experience Keep it simple Minimize cost of processing Consider what is right for the institution 7 Summary of Key Recommendations Develop one consistent institutional process *

Divisions are currently handling pre & post-travel processes in many different ways: Some dont require pre-approval # of approvals vary Use of Gelco varies by division Domestic travel: require pre-approval within divisions; recommend using email Reimburse traveler only after all required receipts have been submitted * Continue current practice of reimbursing for actual cost of meals & incidental expenses (M&IE) up to maximum per diem rates, and clarify policy Default reimbursement (other than airfare) directly to employees bank account rather than disbursing checks* Move expense reimbursement of travel to Disbursements * If above recommendations are adopted, replace Gelco with an intuitive, user-friendly interface coupled with PeopleSoft travel module, and also mandate use of system The system should be used by all travelers *Represents best practice *Represents best practice

8 What the Process Will Look Like -One travel document 1 Domestic trip? Expense Information Obtain pre-approval within division (email recommended) Trip # assigned (regardless of funding source): Request for approval automatically emailed to travelers division director (or designee) Option will be provided to email notification to organization that is

funding the trip Trip approved by travelers division director (or designee) Note: Additional trip info will be captured in Step 1; data will be uploaded to FTMS; all foreign travel requests must be submitted to DOE (via FTMS) and approved before trip occurs Trip # assigned Post-trip Foreign trip? 3 2 Pre-trip Trip Info Where When Purpose

Project id Cost estimate -4 steps (status provided at each step) (trip expenses entered in same document created in step 1; traveler certifies expense report and it is forwarded to approver) 4 Final Approval of Reimbursement Expense Report (Payment issued to (trip approved by funding division or

supervisor) travelers bank account) Note: Conference travel requiring SC approval: New travel system should support process to extent possible 9 Next Steps Implement elements of business model that are independent of a new system (e.g., training) Develop project plan for implementation of PeopleSoft Travel & Expense module Need scientific representation by ALD 10

Backup 11 Recommendations: Process Develop one consistent institutional process* Domestic travel: require pre-approval; recommend using email Eliminate recording of liens before trip occurs* Expense airfare immediately to division project* Require one approval on expense report (must be in Labs Signature Authorization System) *Represents best practice 12 Recommendations: Process (Cont) Provide option for approval to follow the money Default reimbursement (other than airfare) directly to employees bank account rather than disbursing checks*

Continue current practice of reimbursing for actual cost of meals & incidental expenses (M&IE) up to maximum per diem rates and clarify policy Improve reimbursement turnaround time - 2 weeks from the time a traveler certifies expense report. Continue to reduce over time to meet industry standards. *Represents best practice 13 Recommendations: Controls Provide cash advances via US Bank corporate travel card only Provide training on how to complete an expense report Reimburse traveler only after all required receipts have been submitted* Return incomplete expense reports to travelers division* Develop robust reporting* Perform random audit of expense reports (by Acctg)* Complete timely accounting reconciliations* Provide reliable data. Database needs significant clean-up* Improve ongoing communication (Web, updates, announcements) *

*Represents best practice 14 Recommendations: System If all other recommendations are adopted, replace Gelco with an intuitive, userfriendly interface coupled with PeopleSoft travel module, and also mandate use of system The system should be used by all travelers Fully utilize system audits* Enable a traveler to fill out expense report off-line and upload to system at later date Explore scanning technology Provide easy means to status where expense report is in the process * Represents best practice 15 Recommendations: Organization Provide strong leadership

Move expense reimbursement of travel to Disbursements* Fully train staff *Represents best practice 16 FY06 Travel Cost by Division FY06 Travel Costs By Division Excluding Conf/Reg Fees & Relocation (Total = $10,643,342) 1,400,000.00 1,200,000.00 1,000,000.00 800,000.00 600,000.00 Travel Cost 400,000.00 200,000.00 0.00 CS EE PH NS AF MS ES LS GN PB AL CH EG IC

FA LD EH OP CF Division 17

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