Shared Services : New Expense Authorization and Reimbursement Information

Effective September 3rd, 2019, all Shared Services supported departments will now have an updated form and process for travel expenses.

SSC, in partnership with Business & Financial Services (BFS), has completed the development and testing of a new Travel & Miscellaneous Expense Authorization (TMEA) Form. The form will be implemented as part of the transition of Travel and e-Reimbursement to the Shared Services Center on Tuesday, September 3.

 

The new process uses an online form and workflow to eliminate steps and reduce the time to receive reimbursements. In order to submit reimbursements (TERs) after September 3rd, you must have approval from your supervisor and business office using the new online TMEA form.

 

It’s simple to get your pre-approval:

  • Start the process by logging into UWM Streamline to access the form (form link will become active on 9/3/19)
  • Complete the TMEA form with as much detail as possible and submit it electronically
  • Track the action on your request through the process and get notification of approval

After you travel or make that purchase, the SSC staff will provide the support you need to simplify the reimbursement process. The implementation of this form will increase efficiencies for individuals, your school/college/division, UWM, and UW-System by:

  • Reducing the time administrators spend approving authorizations AND e-Reimbursement requests. The new system will use the approved TMEA Form as the approval for the e-Reimbursement.
  • Allowing a Shared Services staff member to create an e-Reimbursement on behalf of any individual in the SSC population by assigning SSC Staff as “alternates.” (Those who wish to utilize SSC to complete their e-Reimbursement must initiate the
    alternate process. For security purposes, SSC cannot assign alternates on behalf of individuals.)
    Consistent e-Reimbursement creation will result in fewer returns from UW-System Audit, creating efficiencies in both reimbursement time and saving faculty/staff time that would have been spent completing e-Reimbursement requests.
  • Increasing budget accountability. S/C/D will be authorizing all spending prior
    to incurring the expense. This practice will help units track and monitor non-travel expenses that were not systematically tracked/identified with the current e-Reimbursement process.
  • Ensuring a standard, consistent process is used for all Shared Service-supported units for authorization/e-Reimbursement.

A robust Communication Plan has been developed to assist in sharing the new process with all faculty/staff. The initial communication and training will begin the week of August 12 and continue into September following the September 3 “Go Live” date. This plan includes several emails, flyers, meeting presentations, and open-lab training sessions. Below are dates/times/locations for the upcoming training sessions for the new Travel & Misc. Expense Authorization Form:


SSC Population-Staff Trainings:
August 13, 1-3pm, Enderis 1024
August 15, 8-10am, Enderis 1024

These training sessions will be available for all students and staff in the Shared Services
population (non-faculty). A presentation will be followed by open lab time for individuals to navigate the new form and ask questions of BFS/SSC staff regarding the new authorization form and e-reimbursement process.

SSC Population-Faculty Trainings:
August 20, 2-4pm, Enderis 724
August 22, 10am-12, Enderis 1024

These training sessions will be available for all faculty in the Shared Services population. A presentation will be followed by open lab time for individuals to navigate the new form and ask questions of BFS/SSC staff regarding the new authorization form and e-reimbursement process.

SSC Population-General Trainings:
August 27, 1-2pm, Enderis 1024
August 28, 10-11am, Enderis 1024
August 29, 2-3pm, Enderis 1024

These training sessions will be available for all faculty, staff, and students in the Shared Services population. A presentation will be followed by open lab time for individuals to navigate the new form and ask questions of BFS/SSC staff regarding the new authorization form and e-reimbursement process.

 

Documentation on the process change, including the General Process Change document and TMEA informational flier, can be found on the Shared Services Center website.

We are looking forward to implementing this feature and will work closely with all individuals in the coming weeks to ensure a smooth transition to the new process.

Feel free to contact the Shared Services Center at any time if you have questions about this upcoming process change at ssc-travel@uwm.edu.




Keywords:Travel Auth authorization expense reimbursement reimburse deposit traveling   Doc ID:89760
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2019-02-15 14:57 CDTUpdated:2019-08-16 09:46 CDT
Sites:UW-Milwaukee Help Desk
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