Whether you are a Business Manager, Business Assistant or Research Account Specialist, monitoring adherence to university travel policies is a critical responsibility of each member of the Business Management organization. Working in partnership with departmental staff and central office staff, the Business Management team supports faculty and staff who travel on university business. Observations and findings from recent audits revealed the need to highlight the use of review tools and other resources to ensure compliance with the applicable guidelines.

Fiscal Approver Aging Report

The Fiscal Approver Aging Report is sent to Business Management staff each week, typically on a Monday. This report contains a list of pcard charges and travel expense reports pending with a fiscal approver. Each weekly list is updated with current data. It is expected that business offices review and act on items that have been on the list for more than 5 business days. Any item that will NOT be resolved by the end of the week the report is received should be elevated to department leadership and the appropriate DFA/ADFA. 

Tcard Dashboard

University policy mandates that expense reports be submitted within 60 days after travel is completed. Timely submission of travel expenses ensures this requirement is met, travelers are not waiting too long for a reimbursement and supports current and accurate financial records. Business Office staff (with access) can use the Tcard Dashboard to help monitor outstanding expenses and work with the travelers to submit the expenses. 

The Tcard Dashboard tracks Tcard charges that are either unallocated or have been allocated to an expense report that has not been submitted to a fiscal approver. Resolution of charges falling in the 60 day post travel and 180 day taxability timeframe should be actively pursued. It is expected that business office monitor the dashboard on a weekly basis and take action before unsubmitted expenses become an issue. 

If you don’t have access and believe that you should, please contact your supervisor or Kristi Mickle.