Release 1 of the Travel and Expense Management (TEM) project delivered on 14 August 2017:

  • the Expense Management System (ProMaster)
  • mobile app (ExpenseMe)
  • domestic travel payment solution (UQ Travel Account).

This functionality was in scope:

  • review and reconcile corporate card transactions in ProMaster
  • submit staff reimbursement claims through ProMaster
  • cash advances available for specific scenarios via ProMaster
  • submit staff domestic travel allowances via ProMaster
  • the ExpenseMe mobile app allows staff to capture and submit receipts from a mobile device
  • automate payment for domestic travel through the UQ Travel Account simplifies the booking process for travellers
  • minor modifications to the online booking tool to enable the UQ Travel Account.

Release 1 did not change:

  • UQ Payment Strategy
  • major changes or upgrades to online booking tool
  • receipt substantiation rules
  • hospitality calculator processes
  • expense claim forms and process for students and non-staff
  • travel card application and reconciliation process for UQ students.

Corporate credit card holders

Credit card holders (often simply called 'cardholders') are staff members who hold a UQ corporate credit card.

Changes:

  • Cardholders can use their smartphone to photograph their receipts and upload them through the ExpenseMe mobile app. As long as the photo of the receipt is clear, complete and legible, the cardholder can now dispose of the physical receipt, removing the need to carry an ever-growing collection of paper receipts.
  • Uploading receipts via the ExpenseMe mobile app will usually automatically attach the receipt to the expense with matching value, saving work when it’s time to reconcile.
  • Alternatively, receipts can be uploaded through ProMaster or via email.
  • Cardholders will reconcile their corporate card transactions in ProMaster. This includes selection of chart strings in a simplified format. Delegation of this task to another staff member will be allowed only in certain circumstances, for a select group of staff.
  • Completion of the hospitality calculator, if required, will be performed by the Compliance Reviewer. The cardholder will need to provide the required detail to enable this.
  • Corporate credit card transactions will be visible in ProMaster within 72 hours, and in some cases the merchant will be pre-mapped to a specific expense type, again saving work.
  • Corporate credit card transactions are subject to a compliance check by finance staff before being approved by a financial delegate.
  • Paper-based filing of receipts for credit card expenses will no longer occur.

Staff expense reimbursement claimants

Expense reimbursement claimants are staff members who pay for a purchase out of their personal funds, and then seek a reimbursement for the cost from UQ.

Changes:

  • Expense reimbursement claimants will be able to use their smartphone to photograph their receipts and upload them through the ExpenseMe mobile app. As long as the photo of the receipt is clear, complete and legible, the expense reimbursement claimant can now dispose of the physical receipt.
  • Receipts can also be uploaded through the ProMaster web application directly or via email.
  • Expense reimbursement claimants will use either ProMaster or the ExpenseMe mobile app to claim their reimbursement instead of the manual claim form. Delegation of this task to another staff member will be allowed only in certain circumstances, for a select group of staff.
  • Paper-based filing of receipts for expense reimbursements will no longer occur.
  • All approvals are managed online with automated workflows within ProMaster, ensuring the expense is routed to the appropriate people.

Domestic travellers and travel bookers

Domestic travellers and travel bookers are staff who:

  • travel on University business
  • book travel for others on University business.

Unless otherwise specified on the UQ Travel website, all University travel is booked through Campus Travel, the University's travel provider.

The UQ Travel Account (an account against which domestic travel will be booked) will take care of payment for all domestic business travel booked by a UQ Staff member through the online booking tool.

Changes to booking travel:

  • The UQ Travel Account will be used automatically after the booker is identified as a UQ staff member when using the online booking tool (through Single Sign-on), making it easier to book domestic travel.     
  • Travellers and travel bookers can provide alternate opal, project and fund ID information at the time of booking to better route the expense.
  • Travellers will no longer be required to collect invoices or reconcile any travel booked using the online booking tool. This simplified process will reduce the number of steps resulting in a better user experience for travellers and travel bookers.
  • Domestic travel bookings made using the UQ Travel Account will be reviewed by a Compliance Reviewer, and budget holders will receive period reports with the details of all expenses charged to their budget.

Changes to standardised domestic travel allowance:

  • UQ staff will be able to apply for a travel allowance for domestic travel through ProMaster.
  • The domestic travel allowance will apply to meals and incidentals, and will be paid to staff directly into their personal bank account. Travellers will not be required to collect receipts if they take the travel allowance.
  • For travel within Australia (regardless of location), travellers will be paid $85 for meals and incidentals per overnight stay while on UQ business travel.
  • The standard rate ($85) will also apply to domestic travel allowance loaded onto the current travel card, but you will still need to follow the current process of completing a statement for acquittal and travel finalisation. UQ plans to phase out travel cards for staff in the near future.

Compliance Reviewers

Compliance Reviewers are derived from the UniFi Buyer role. The Compliance Reviewer reviews expenses to ensure they have been recorded accurately and that they comply with the relevant policies and procedures.

The review step is included in all expense transaction types:

  • corporate credit card transactions
  • staff expense reimbursements
  • cash advances and acquittal
  • travel expenses charged to the UQ Travel Account.

Changes:

  • Compliance review for staff expenses will be completed in ProMaster instead of UniFi. This may include correction of any issues (for example, chart fields), as well as querying transactions with the staff member for clarification. This will also include the completion of the hospitality calculator, as required, based on information provided by the claimant.
  • Non-staff (for example, contractor or student) expenses will continue to follow the existing form-based process.
  • Transactions and claims will be reconciled or entered by the staff member responsible for the expense, reducing the manual entry work.
  • Receipts will be linked to the transaction/expense in ProMaster. Handling of physical receipts is not required any longer.
  • All approvals are managed online with automated workflows within ProMaster, ensuring the expense is routed to the appropriate people.
  • Compliance Reviewers will assist and educate staff who make errors in their expenses (such as selecting an inappropriate chart string) to enable them to enter their expenses correctly in future.

Financial delegates

Financial delegates are staff members who have a financial delegation.

Changes:

  • Financial delegate approval for staff transactions and expenses will be completed in ProMaster instead of UniFi.
  • Non-staff (for example, contractor or student) expenses will continue to follow the existing form-based process.
  • Receipts will be linked to the transaction and expense in ProMaster. Handling of physical receipts is not required any longer.
  • All approvals are managed online or within the mobile app with automated workflows within ProMaster, ensuring the expense is routed to the appropriate people.

Budget holders

Budget holders are staff who are responsible for managing budgets assigned to them. In some cases they are currently included in the approval workflow for expense reimbursements.

Changes:

  • Budget holders are no longer required to provide approval for expenses. This shortens the process and means that expenses are listed against budgets on the General Ledger sooner.
  • Period reports are available to budget holders to enable them to keep track of spend against their budget.

Students, contractors, and other non-staff

The Expense Management System ProMaster, the mobile app and online booking tool are available only to staff with an Aurion employee ID.

Students, contractor staff, and others who are not staff with an Aurion employee ID will continue to use existing processes to claim expense reimbursement using the forms.