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.
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