Procure-to-Pay End User Improvements

Based on feedback from the campus community, the Finance team is implementing new improvements to the university’s procure-to-pay process and will be reaching out directly to end users to provide training and resources as they are rolled out.

These three initiatives are being put into place immediately:

1. Raising Purchase Order (PO) Threshold to $1,000: 
   More than two-thirds of our purchase orders are below $1,000, however the total spend is less than five percent. Raising the threshold allows for these lower-risk transactions to be more efficiently processed. In addition, the submission process is being improved to simplify the expenditure authorization and eliminate three-way matching, while enhancing and automating controls to ensure proper payments.
   
   
2. Chrome River Expense Reports:
   The process for reimbursement and University Procard transactions is being automated and simplified. Expense reports can now be created by taking a photo of a receipt and coded from a mobile device. A pilot group has successfully been using this tool and the entire campus will have access next month. Learn more at the Chrome River Launch page.
   
   
3. Egencia Travel Management:
   This front-end travel management tool will be rolled out to support areas in booking and managing travel while receiving best pricing. Cost savings, realized through contracts negotiated for the university and automatic rebookings if prices drop, are estimated at 9 percent. Campus users will benefit from an interface with world-class technology while still receiving individual loyalty points. Budget owners will benefit from lower-cost travel and the institution will receive its Procard rebates. Finally, an integration with Chrome River sends your receipt for automated processing of your expense report. See more details at the Egencia Launch Page.

Beyond these initiatives, the Finance team is reviewing other policies and procedures and rolling out additional improvements in the winter based on areas of concern identified by survey feedback from stakeholders.