Travel and Expense

The expanded Travel & Expense system is now live! Review our resources section for trainings, information on the three new University Card types, and frequently asked questions.

Page Index

• What is the Expanded Travel and Expense System?
• Why the University is Making These Changes
• Resources for Employees
• University Card Rollout Timeline

What is the Expanded Travel and Expense System? 

The expanded Travel and Expense system streamlines the employee experience for booking travel, submitting receipts and expense reimbursements, and reconciling card activity. These features, combined with the travel booking and card requests already within the previous version of the system, create an all-in-one resource. Changes and features include:

• Employees seeking travel and non-travel reimbursements and card holders and purchasers will now submit their own receipts and provide business purposes and documentation directly into the expanded system.
• The new University Card program, which provides additional payment tools for employees through three different card types.
• Custom dashboards with expense data and real-time visibility into reimbursement status for employees
• Mobile app that allows employees to capture receipts and approvers the ability to approve transactions from their mobile device
• Embedded software assistant, policy reminders, audit rules, and defined approval workflows

This transition aligns the responsibilities of employees, travelers, purchasers, and business and fiscal officers to create a shared goal of financial accountability across campus through:

• A modern way to capture and submit receipts 
• Faster reimbursement turnaround
• Fewer manual calculations, workflow status tracking, and data entry
• Clearer accountability for financial activities

Why These Changes Were Made

Before the expanded system, information often passed through multiple hands across different offices and through different applications, which slowed down processing times, reduced visibility into the status of documents within workflow, and created frustration for both employees and business offices. Staff spend unnecessary time tracking receipts, asking for missing details, and performing manual status tracking.

By consolidating travel, reimbursement, and card activities into a single integrated system, we streamline the experience, reduce delays, and give employees clear visibility into the status of their submissions.

"The landscape of higher education is shifting, and we need to adapt to ensure we stay relevant. This project is one of several steps we're taking to shift our focus from manual tasks to more meaningful work: providing faster answers, strategic insight, and improved partnership and collaboration. This shift supports the university's commitment to operational excellence and efficiency."

Garth Perry, Chief Budget and Fiscal Management Officer

Resources for Employees

This expansion affects business officers, cardholders and users, and any employee who submits receipts and requests for reimbursement. To help as we continue this transition, please review the resources below, depending on your role. Finance and Budget is working on updated website content that will be available once this transition is completed.

Resources

What University Card Do I Need?
Travel & Expense Training Page
Cutover Dates and Information
Frequently Asked Questions

Office Hours

Throughout the month of July, the University Travel, Expense, and Card services team will be hosting office hours in Teams to help assist users with questions regarding the expanded system. 

Review the dates below to find an upcoming time that works for you. To join the call, click on the link for the session you would like to attend shortly before it begins. 

• Monday, July 20: 10:30–11:30 a.m.
• Wednesday, July 22: 10:30–11:30 a.m.
• Friday, July 24: 10:30–11:30 a.m.
• Monday, July 27: 10:30–11:30 a.m.
• Wednesday, July 29: 10:30–11:30 a.m.
• Friday, July 31: 10:30–11:30 a.m.
• Monday, August 3: 10:30–11:30 a.m.
• Wednesday, August 5: 10:30–11:30 a.m.
• Friday, August 7: 10:30–11:30 a.m.
• Monday, August 10: 10:30–11:30 a.m.
• Wednesday, August 12: 10:30–11:30 a.m.
• Friday, August 14: 10:30–11:30 a.m.

Travel and Expense Ambassadors

A recent communication shared updates about the project, including a community of Travel and Expense ambassadors to support colleges and divisions throughout this change. Ambassadors will receive dedicated training on the expanded system and serve as primary points of contact for their college or division. 

Ambassadors are expected to:

• Champion the project with a positive, solutions-oriented mindset and support process improvement efforts
• Provide introductory Travel & Expense training within their college/division between May and July
• Serve as the first point of contact for Travel & Expense questions through FY27, answering questions before escalating to Finance & Budget
• Demonstrate strong knowledge of financial policies (particularly travel, procurement cards, and fiscal officer responsibilities)
• Understand their college/division’s business processes
• Stay current on project updates via this page and the ambassadors teams channel
• Participate in ongoing training sessions through FY26 and FY27
• Collaborate with fellow ambassadors to build community and share support

Cardholder Rollout Phases

The university is transitioning to a new three-card model that aligns card types with common purchasing and travel needs to create consistent practices and processes across departments and units.

The three University Card types are:

• ProCard: For small-dollar operational purchases
• TravelCard: For employees who travel and need to pay travel-related expenses
• OneCard: For limited situations involving group travel or special purchasing needs

Our new interactive decision tree can users determine which card they need. All current cardholders will need to apply for a new card and complete updated trainings.

Departments and units will be invited to apply for the new cards in phases from May to August. Until new cards are approved and distributed, cardholders can continue to use their current PCards.

Phase 1

Phase 2

Phase 3

Phase 4

Travel and Expense News

You can review previous communications that we have sent regarding this project below.