T&E Direct Entry improving reimbursement process

January 23, 2018

The Controller’s Office has rolled out a simplified travel reimbursement process that eliminates duplicate data entry by CSS, shortens processing time to payment and puts more control of the process in the hands of employee-travelers. The T&E team partnered with early adopters to pilot the new process, allowing UC Berkeley employee-travelers to directly enter their travel expenses into theT&E Reimbursement System, eliminating the need to fill out multiple forms to request reimbursement. Additionally, travelers can take photos of receipts and upload them directly to the system and all certifications and approvals can now be completed electronically, rather than collecting paper signatures. User feedback of system functionality has been overwhelmingly positive.

The Office of the Vice Chancellor of Finance was the first department to implement the new system in June, 2017. Working in partnership with Division Finance Leaders (DFLs), the Controller’s Office then engaged with several units that volunteered to be early adopters, including College of Chemistry, School of Public Policy, Intercollegiate Athletics, and the School of Social Welfare. Currently, there are eleven departments using direct entry and the team is actively reaching out to the remaining departments to schedule the transition to the new process. Implementation is quick and easy and should take no more than a few hours in time and no more than a week in duration from start to finish. We plan to have implemented the new process with all campus departments by June, 2018.

Campus units don’t need to wait to be contacted -- to get started sooner, campus leaders are welcome to contact Accounts Payable and Travel Manager Dan Parnas at travel@berkeley.edu. Dan is available for department training sessions as needed and will provide comprehensive transition support, including a message template with instructions on how to get started using the new direct enter process and links to training materials.

To learn more, visit the travel website