Travel and Expense (T&E)

The Travel and Expense module implementation was the first initiative successfully completed within the OEI framework.  Its goal was to reduce administrative voucher preparation time, expedite reimbursements and provide significant savings across the University of Missouri System.  This new approach to managing travel expenses was phased in throughout 2011 and resulted in a CACUBO Best Practices Award in 2012 designed to recognize industry-leading efforts in process improvement.

In addition to achieving process automation through the use of technology, business processes were streamlined by embracing our shared services principles.  For example, the number of required approvals for reimbursement was reduced; a per diem meal reimbursement replaced individual meal reimbursement, and reduction or elimination of previously required documentation.

As part of the benchmark it was found that the University averaged about 14 cents in costs for every dollar reimbursed to travelers.  In fact, the benchmark study undertaken by 250 staff across the system, with support from Accenture using Hackett methodology, estimated that the university’s cost to process travel vouchers was approximately $2.7 million annually.  With the implementation of the new Travel and Expense module, coupled with pursuit of OEI shared services principles, the reduction of travel processing expenses is estimated to exceed $1 million annually, thus bringing our costs more in line with those of many of our peer institutions.