New System for Managing UC Travel and Expense Coming in 2017

The University of Cincinnati's paper-based travel and expense system will be replaced in 2017. The new system of support has been designed to enable duty of care, streamline processes and gain resource efficiencies. It includes important policy changes, a new travel resource office and a new information system. UC envisions the capacity for the university to know where all of its travelers are at any one time, introduction of a greatly improved user experience, and achievement of significant resource efficiencies.

The new travel process will offer centralized support to all UC travelers. Travel arrangements will not be made by the travel office, rather, it will facilitate centralized accessibility to resources and oversee the information system and other travel tools. The information system, Concur, will serve as a tool for all employees and guests of the university who participate in university-sponsored travel and/or use purchasing cards. Concur operations will be supported by smart phones, tablets and other devices.

The Concur system’s duty of care functionality includes the ability to reach out to employees as appropriate while they are on travel. The system will also streamline expense reporting by automating many of the steps, and moving travel reimbursements and both travel and non-travel Purchasing Card expenses into one system for management, record storage and reconciliation. A Concur web site, to launch in February 2017, will serve as the management system’s portal, and will provide step-by-step guides, videos and phone contacts to assist UC faculty and staff with travel requests, booking of travel and all travel and non-travel expense reports.

The Concur system is an SAP product, so it will integrate with UC’s existing financial systems. Academic, research and administrative units are participating on the project through various committees and have been working together on the implementation plan. According to Project Manager Terry Kunky and Travel Manager Ericka Reaves, the plan calls for a pilot in February, and university-wide rollout running from April through June, with the intent to completely replace UC’s current paper-based system in July 2017.

More information will be available in early 2017 by means of two Town Hall meetings, and online and classroom training targeted for February.

The Town Halls are scheduled as follows:

• Jan. 25, 2017, 10-11 a.m., MainStreet Cinema, Tangeman University Center

• Feb. 7, 2017, 10-11 a.m., Main Auditorium, Vontz Center