Request authorization for businessrelated trip

1
Role Design and Impact
DRAFT/Confidential for Discussion Purposes Only
Request authorization for business-related
trip Request reimbursement for business-related
trip
The primary focus of this role is to prepare
documentation needed for travel authorization and
travel reimbursement.

• Request authorization for business-related trip
• Complete TEO document (as needed, for travel
  outside the state)
• Complete TEF document (as needed, for travel out
  of the country)
• Complete TE document (as needed for in-state
  travel including state park direct billing and
  motor pool expenses)
• Submit relevant document(s)

• Monitor status of disbursement
• Make travel authorization inquiry
• Make travel check inquiry

• Request reimbursement for business-related trip
• Complete and submit Expense Voucher (TP) document

Notes Bold, italic text indicates activities
supported and/or facilitated to a significant
degree by MARS. Indicates activity for which
significant reductions in time and/or effort to
complete are expected due to automation and/or
streamlined processes. (F)Indicates activities
that are dependent upon agency structure and/or
agency willingness to push accountability to
the field.
2
Role Design and Impact
DRAFT
Current to New Role Comparison Prepare Expense
Voucher
Decisions are pending regarding protocol
regarding the submission of actual receipts.
Request authorization for business-related
trip Request reimbursement for business-related
trip (Primary activities will remain the same,
though the vehicle for completing them will
change see below)
Expense VoucherMARS terminology for travel
voucher
A pilot of travel functionality is expected to
begin July 1, 1999. Commonwealth-wide rollout
will take place following the completion of the
pilot (date not yet certain).

• Request authorization for business-related trip
• Complete TEO document (as needed, for travel
  outside the state)
• Complete TEF document (as needed, for travel out
  of the country)
• Complete TE document (as needed for in-state
  travel including state park direct billing and
  motor pool expenses)

• Monitor status of disbursement
• Make travel authorization inquiry
• Make travel check inquiry

MARS Travel Management Prerequisites MARS
Computer Literacy Training Computer Based Training

• Request reimbursement for business-related trip
• Complete and submit Expense Voucher (TP) document

3
Role Design and Impact
DRAFT
Current to New Role Comparison Prepare Expense
Voucher

• A pilot of travel functionality will take place
  prior to rollout across the Commonwealth. This
  pilot (which will include the Transportation
  Cabinet, the Judicial Branch, and the Cabinet for
  Families and Children), is expected to begin July
  1, 1999.
• Travel documentation can be completed either via
  ADVANTAGE Desktop or the Travel Web site. This
  site may be accessed via any PC in the world with
  Internet access, affording users greater
  flexibility in completing travel documents.
  Users will be able to check the status of
  documents in suspense via the Internet, as well
  as view travel policies on-line.
• Though the functionality exists to allow for
  travel advances and/or encumbrances, it is
  expected that such will be used only
  infrequently, if at all.
• It is expected that some agencies (such as those
  with regional offices lacking computers) may
  still need to utilize as is processes for
  completing travel documents.
• It is currently being determined when/whether
  travelers will be required to submit the hard
  copies of their travel receipts.
• Larger agencies (or those with remote field
  offices lacking computers) may elect to have
  expense vouchers keyed in centrally, rather than
  by the individual incurring travel costs. In
  addition, some agencies may have support staff
  input the expense vouchers of senior personnel.

MARS Documents Relevant to Role
Activities that will be completed via MARS have
been highlighted through the use of italic, bold
font. Activities that are dependent upon agency
structure and/or agency willingness to push
accountability out to the field are identified
with an (F). Activities for which significant
reductions in time and/or effort required are
expected to result from automation and/or process
streamlining are indicated with an . Detail
activities are grouped according to the key
activity (underlined) they support. MARS
documents are cross-referenced (by number) to the
document(s) they replace. For more information
on the process flow for activities regarding this
area, please consult the MARS Roadmap document
cited. Roadmaps may be found at
http//www.state.ky.us/agencies/adm/mars/marssua.h
tm. For more training guidance, please consult
the MARS Training Curriculum, which will be
posted to the MARS page of the Simplified
Administrative Services Web site at
http//www.state.ky.us/agencies/adm/mars/mars.htm.

DOA-34 Travel Voucher (1, 4) DOA-28 Request for
Authorization of Out-of-State Travel (2) DOA
28-A Request for Authorization of Out-of-Country
Travel (3) DOA-7 Inter-Account Bill (5) DOA-35
Travel Voucher Continuation
Travel Authorization (TE) (1) Out of State (TEO)
(2) Foreign (TEF) (3) Expense Voucher (TP)
(4) IIT (Internal Travel Voucher) (5)
4
Role Design and Impact
DRAFT
Review travel expenses Approve travel expenses
This role involves ensuring that travel expenses
are legitimate and in accordance with travel
regulations.

• Review travel expenses
• Open expense voucher (TP) summary
• View document details (to more closely examine
  trip and expenses)
• Approve travel expenses
• Approve the expense voucher (TP) document
• Route document via workflow (until all approvers
  in the chain approve it)
• (If not approved) Route back to traveler
• Review corrected document

Notes Bold, italic text indicates activities
supported and/or facilitated to a significant
degree by MARS. Indicates activity for which
significant reductions in time and/or effort to
complete are expected due to automation and/or
streamlined processes. (F)Indicates activities
that are dependent upon agency structure and/or
agency willingness to push accountability to
the field.
5
Role Design and Impact
DRAFT
Current to New Role Comparison Authorize Expense
Voucher
Pre-audit activities will be changed specific
details are being determined.
Review travel expenses Approve travel expenses
(Primary activities will remain the same, though
the vehicle for completing them will change see
below)
Expense VoucherMARS terminology for travel
voucher
A pilot of travel functionality is expected to
begin July 1, 1999. Commonwealth-wide rollout
will take place following the completion of the
pilot (date not yet certain).

• Review travel expenses
• Open expense voucher (TP) summary
• View document details (to more closely examine
  trip and expenses)
• Approve travel expenses
• Approve the expense voucher (TP) document
• Route document via workflow (until all approvers
  in the chain approve it)

MARS Travel Management Prerequisites MARS
Computer Literacy Training Computer Based Training
6
Role Design and Impact
DRAFT
Current to New Role Comparison Authorize Expense
Voucher

• Currently, travel documentation involves a
  pre-audit process that will not be continued once
  the transition to automated processing is
  completed. Responsibility for authorization will
  devolve to individual agencies specific policy
  is still being finalized.
• For agencies requiring it, the Office of the
  Controller will supply assistance required to
  make the transition to assuming these
  responsibilities.
• In the current pre-audit process, agencies (with
  the exception of the Administrative Office of the
  Courts, the Cabinet for Families and Children,
  Transportation, and the Legislative Research
  Commission) submit documentation to the Finance
  Cabinet for pre-audit. As part of this
  pre-audit, materials are stamped to indicate
  approval and later archived. At this time, if
  these materials request an exception to a travel
  regulation or if they apply to a constitutional
  officer, they must receive sign-off by Ed Ross or
  Becky Young. (Such will continue to be the case
  in the future.)
• Larger agencies (or those with remote field
  offices lacking computers) may elect to have
  expense vouchers keyed in centrally, rather than
  by the individual incurring travel costs. In
  addition, some agencies may have support staff
  input the expense vouchers of senior personnel.

Activities that will be completed via MARS have
been highlighted through the use of italic, bold
font. Activities that are dependent upon agency
structure and/or agency willingness to push
accountability out to the field are identified
with an (F). Activities for which significant
reductions in time and/or effort required are
expected to result from automation and/or process
streamlining are indicated with an . Detail
activities are grouped according to the key
activity (underlined) they support. MARS
documents are cross-referenced (by number) to the
document(s) they replace. For more information
on the process flow for activities regarding this
area, please consult the MARS Roadmap document
cited. Roadmaps may be found at
http//www.state.ky.us/agencies/adm/mars/marssua.h
tm. For more training guidance, please consult
the MARS Training Curriculum, which will be
posted to the MARS page of the Simplified
Administrative Services Web site at
http//www.state.ky.us/agencies/adm/mars/mars.htm.
DOA-34 Travel Voucher (1, 4) DOA-28 Request for
Authorization of Out-of-State Travel (2) DOA
28-A Request for Authorization of Out-of-Country
Travel (3)
Travel Authorization (TE) (1) Out of State (TEO)
(2) Foreign (TEF) (3) Expense Voucher (TP) (4)