As a prominent institution of higher education and a Tier 1 Research University, travel plays a crucial role in student recruitment, research, professional development, and academic exploration. However, managing travel logistics and ensuring accurate financial oversight has traditionally been a complex and time-consuming endeavor. Until 2024, all travel-related accounting was conducted manually.

To modernize this process, University Information Technology Services (UITS) was tasked with helping to implement a new travel management system. University Accounts Payable led the transition to SAP Concur, replacing the outdated PDF-based Travel Authorization form used for university travel. This project required collaboration among several university departments, including the Accounts Payable travel team, UITS, Human Resources, and University Analytics & Institutional Research.

Key UITS contributions included:

System Integration & Security: The UITS Administrative Technologies development team created an integration file for the university’s Chart of Accounts, allowing fiscal officers to approve anticipated travel expenses. They also established secure methods for sending and monitoring travel data, emphasizing strong encryption.

Data Management & Reporting: Business analysts facilitated the integration of systems with JIRA and Confluence, supported daily monitoring, and assisted in functional testing. Additionally, University Analytics & Institutional Research developed a Travel Dashboard, implementing the university’s first-ever pre-travel reporting capabilities.

Training & User Support: The HR Outreach & Initiatives Training Team developed an EDGE Learning tutorial that provides guidance on utilizing the Travel Request tool, mobile app, and updating personal travel profiles.

This modernization effort has greatly improved travel management, enhancing efficiency, security, and transparency throughout the university.