Copyright © 2008 Accenture All Rights Reserved. Accenture, its logo, and High Performance Delivered...

Copyright © 2008 Accenture All Rights Reserved. Accenture, its logo, and High Performance Delivered are trademarks of Accenture.

State of Kansas – SMARTAgency Configuration Workshop

Travel & Expense Approval Workflow

Meeting Agenda

• Overview of Travel & Expense Approval Workflow

• Roles and Responsibilities • Approval Process

• Role Mapping Information

• Breakout Session

• Next Workflow Session

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Team Introduction

Travel and Expense Team

• Jo Ann Remp – State Lead• Kristie Herrick – State Team• Yvonne Rodriguez – State Team• Candy Spacek – State Team • Debbie McMillan – State Team• Shawn Miller – Accenture Lead• Matt Cole– Accenture Team

[email protected]

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Objectives

• Understand the workflow for Travel & Expense transaction approvals.

• To be able to decide what approver roles your agency will need in SMART.

• Who in your agency will be in these approver roles.

Overview

• SMART comes with standard mechanisms for expense transaction approvals.

• Based on the selected approval rules, the SMART approval process will route the transaction to the configured approver(s).

• These expenses will be processed for payment only when all agency and Department of Administration, Accounts and Reports approvals are complete.

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• Roles dictate what a user can see, the screens they can navigate to and the actions that can be performed on those pages.

• Approval Roles – The approval role as defined in SMART for the approval levels. These approval roles are defined in the Appendix for each step level in the Expense, Travel Authorization, and Cash Advance workflow.

Roles and Responsibilities

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• Supervisor – The employee’s supervisor as defined in the Reports To field in SHARP. This designation may be overridden by the Agency Travel and Expense Maintainer. Any employee designated as a Supervisor must have an approval role in the SMART system in order to take approval action. Does not have final approval authority.

• Department – The Department Manager of the Department ID chartfield associated with each employee on the expense. Does not have final approval authority.

• Project Manager – If there is a Project ID then the approval is routed to the Project Manager rather than the Department Manager. Does not have final approval authority.

Roles and Responsibilities

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Roles and Responsibilities (cont)

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• Fiscal Office – This approval level is a pooled step as defined by role configuration. Will be the final approval authority for:

• All Travel Authorizations, • Cash Advances of less than $5,000 • Expense Reports of less than $5000 that are not matched for

setoff processing

• Accounts and Reports – This A&R approval level is a pooled step as defined by role configuration. Will be the final approval authority for:

• Cash Advances of $5,000 or more• Expense Reports of $5000 or more that are not matched for

setoff processing

Roles and Responsibilities (cont)

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• Setoff – This approval level is a pooled step as defined by role configuration. Will be the final approval authority for:

• All Expense Reports that have been matched against the setoff debtor file

• Proxy - In the Travel and Expense system, a user can authorize one or more other users to enter transactions on their behalf by using the proxy function.

.

Expense Workflow

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Expense Report Workflow

Agency Approvals A & R and Setoff Approval W/F Step 1 W/F Step 2 W/F Step 3 W/F Step 4 W/F Step 5

$0.00 Authority $0.00 Authority $5,000 Authority Unlimited Authority Unlimited Authority

The Traveler enters the expense document (Travel Authorization, Cash Advance Request, or Expense Report) and submits to workflow

The supervisor of the traveler as defined in SHARP

Is there a

project number

?

Manager as defined on the Approver Assignment setup page.

Manager(s) of Project ID as found on the Project Definition – Team Details tab. (Note: Document will be routed ONLY to project ID found on first chartfield string)

Agency Fiscal Office. Pooled step as defined by role configuration

A & R Approval. Pooled step as defined by role configuration

No

Yes

Is doc

> $5K

Yes

No

Note 1: If additional approvals are required, the “adhoc” approval feature may be utilized.

Note 2: Final approval for Travel Authorizations will be at the Agency Fiscal Office regardless of the dollar amount

Note 3: Only Expense reports will go thru setoff. Cash Advances and TAs will not.

***See the Appendix for the Security Roles as defined in SMART for each step level.

Does the Expense report

match a Setoff

Debtor?

No

Approved

Yes

Route to Setoff staff for approval. Pooled step as defined by role configuration.

• The employee or proxy will enter the expense transaction.

• In the Travel and Expense module, the employee or proxy clicks a “submit” button which enters the expense transaction into the workflow process.

• At the time of submit, the Approval Workflow Engine (AWE) determines the approval path of the expense transaction.

• Expense Reports and Cash Advances of $5000 or more will be routed to Accounts and Reports

• Expense reports that have a valid match to the Setoff debtor file will be routed to setoff for the final approval step.

Agency Approval Process

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Expense WorkflowStep 1

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Is there a

project number

?





No

Yes

Is doc

> $5K

Yes

No






match a Setoff

Debtor?

No

Approved

Yes


Agency Approval Workflow Step 1

• The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the expense report.

• This role does not have final approval authority.

• If additional approvals are required, the current approver will need to re-assign the approval request to the appropriate person.

• The referral must have the approval role associated with Step 1.

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Expense Approval Process

.


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Is there a

project number

?





No

Yes

Is doc

> $5K

Yes

No






match a Setoff

Debtor?

No

Approved

Yes


.

Agency Approvals Workflow Step 2

• If there is a project number, the expense report is routed to the Manager of the Project as defined for the Project ID chartfield, for approval.

• If there is not a project number the expense report is routed to the Department Manager, as defined on the Approver Assignment set up page, for approval.

• If approvals are required other than Supervisor or Department Manager, the user will need to re-assign the approval request to the appropriate person. The referral must have the approval role associated with Step 2.


15

.


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Is there a

project number

?





No

Yes

Is doc

> $5K

Yes

No






match a Setoff

Debtor?

No

Approved

Yes


Agency Approvals Workflow Step 3

• This approval level is a pooled step as defined by role configuration.

• The Agency Fiscal Office approves the Expense Report

• If an expense report is less than $5,000, and has not been matched to the setoff debtor file, the Agency Fiscal Office will have final approval authority.

• If an expense report is greater than $5,000 it will be routed to the Department of Administration, Accounts and Reports for approval.

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Is there a

project number

?





No

Yes

Is doc

> $5K

Yes

No






match a Setoff

Debtor?

No

Approved

Yes


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Accounts and Reports Approval Step 4

• The A&R approval level is a pooled step as defined by role configuration.

• A&R approves the Expense Report

• If an expense report has not been matched to the setoff debtor file, A&R will have final approval authority.

• If an expense report has been matched to the setoff debtor file it will be routed to Setoff for final approval.


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Is there a

project number

?





No

Yes

Is doc

> $5K

Yes

No






match a Setoff

Debtor?

No

Approved

Yes


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Setoff Approval Step 5

• The Setoff approval level is a pooled step as defined by role configuration.

• Setoff will validate all Expense Reports that have a match to the debtor file.

• If necessary, Setoff staff will create a negative expense line to satisfy the employee’s debt.

• Setoff completes the final approval step for the Expense Report


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Travel Authorization Workflow

Travel Authorization Workflow

Agency Approvals W/F Step 1 W/F Step 2 W/F Step 3

$0.00 Authority $0.00 Authority Unlimited Authority

The Traveler enters the Travel Authorizationand submits to workflow


Is there a

project number

?




No

Yes





Travel Authorization Approval Process

Travel Authorization workflow steps are the same as the Expense workflow Steps 1, 2, and 3.

– Workflow step 1: The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the Travel Authorization.

– Workflow step 2: The Project Manager of the Project ID field or the Department Manager of the Department ID field listed on the Travel Authorization, approves the Travel Authorization.

– Workflow step 3: Agency Fiscal Office, pooled step as defined during role mapping. Final approval for all Travel Authorizations regardless of the dollar amount.

• Travel Authorizations will not go through setoff.

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Cash Advance Workflow

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Cash Advance Workflow

Agency Approvals A & R Approval W/F Step 1 W/F Step 2 W/F Step 3 W/F Step 4

$0.00 Authority $0.00 Authority $5,000 Authority Unlimited Authority

The Traveler enters the Cash Advance Request and submits to workflow





Is doc

> $5K

Yes

No





Approved Approved

Cash Advance Approval Process

Cash Advance workflow steps are the same as the Expense workflow Steps 1-4, except they do not route through the Project Manager.

– Workflow step 1: The supervisor of the traveler, as defined in SHaRP or the person designated for this role, approves the Cash Advance.

– Workflow step 2: The Department Manager of the Department ID field listed on the Cash Advance, approves the Cash Advance.

– Workflow step 3: Agency Fiscal Office, pooled step as defined during role mapping. Final approval for Cash Advances under $5000.

– Workflow step 4: Accounts and Reports, pooled step as defined during role mapping. Final approval for Cash Advances that are $5000 and over.

• Cash Advances will not go through setoff.

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Other Considerations Required for Role Mapping

For each Expense Payee in an agency, the following values need to be provided for the following data elements:

– The Step 1 approver (supervisor) if you want someone different than who is listed in the Reports To field in SHaRP.

– Default chartfield values

– An Expense processing role (these roles are defined in the appendix)

– Proxies and their associated expense payees

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Other Considerations Required for Role Mapping (cont)

• In SMART, Travel and Expense reimbursements may only be directed to one account; they may not be split among multiple bank accounts as is available in SHaRP for Payroll.

• In order to use the integration available between SHaRP and SMART, it will be preferable to use the main paycheck distribution from SHaRP as the distribution method for T&E in SMART. We strongly encourage selection of the direct deposit option in T&E to allow the State to achieve the efficiency and cost savings of direct deposit over issuing a check.

• If an employee wants a payment method other than their main paycheck distribution from SHaRP, the employee will complete an EFT form and the Agency Expenses Maintainer will update the employee record in the SMART system.

• New hires will have to complete an EFT form and submit to their agency Expenses Maintainer.

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Workflow Process Activity

Work in groups to discuss possible designs for your agency workflow.

Keep in mind the objectives while forming your questions:

•To be able to decide what approach your agency will take in utilizing the workflow structure in SMART.

•To decide how the approver roles fit within your organizational structure.

•Who in your agency will be in these approver roles.

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Workflow Process Activity

Choose a member of your group to share what you listed with the rest of the workshop attendees.

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Questions

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Appendix

Expense Security Roles

Workflow Step Security Role

W/F Step 1 Agency T&E Approver Supervisor

W/F Step 2 (Dept) Agency T&E Approver _Department Manager

W/F Step 2 (Project) Agency T&E Approver Project Manager

W/F Step 3 Agency T&E Approver - Fiscal Office

W/F Step 4 Central T&E Approver (A&R Only)

W/F Step 5 Setoff T&E Approver (Treasury Only)

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Travel Authorization Security Roles



W/F Step 2 (Dept) Agency T&E Approver _Department Manager

W/F Step 2 (Project) Agency T&E Approver Project Manager


Appendix (cont)

Cash Advance Security Roles




W/F Step 3 Central - T&E Approver (A&R Only)

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Appendix (cont)

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Role DefinitionEmployee Restricted Traveler

Legislature Unrestricted Traveler; Any member of the Legislature

Legislative Branch Employee

Unrestricted Traveler; Any officer or employee of the legislative branch including the office of Revisor of Statutes or Legislative Research Department

Board Member Unrestricted Traveler; Any member of the State Board of Law Examiners

Commissioner Unrestricted Traveler; Any member of the Commission on Judicial Qualifications; Any officer or member of the Interstate Cooperation Commission

Agency Secretary Restricted Traveler

Executive Director-Agency

Restricted Traveler

Governor Unrestricted Traveler

Governor Designee Unrestricted Traveler; Any designated employee of the governor while representing the Governor at an out-of-state official function

Judicial Branch Employee

Unrestricted Traveler; The Judicial Administrator; Clerk of the Supreme Court

Judge Unrestricted Traveler; Any justice of the Supreme Court; Any judge of the Court of Appeals; Any judge of the District Court

Elected State Officer Unrestricted Traveler; Any elective state officer

Appointed State Officer Unrestricted Traveler; Any appointed state officer or employee when such appointive officer or employee is required by an elected state officer to accompany such elected state officer on an official trip

Consultant Restricted Traveler

Expense Processing Roles

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