Organizational Excellence

Engage. Simplify. Enable the Mission

Expense Project

UVA Expense Project
Lead Partner - Procurement and Supplier Diversity Services
 
The new, online Expense Management System, Chrome River, replaces the paper-intensive process of expense reimbursement and Travel and Expenditure Card reconciliation.
 
The system automates the expense management process to reduce errors and effort and speeds up the reimbursement process.
 

OUTCOMES

The project aims to deliver streamlined and consistent processes for expense management. The results will include more accurate data categorization, ease of use, enhanced compliance with export controls, increased reporting capabilities, and integration of travel bookings with expense management. 

This will be achieved through implementation of a consistent process for expense management that is built into the Chrome River software platform (access is behind Netbadge).

Advantages or the new system are:

  • Tracking: Users can see where any report is within the approval process; users and approvers will receive email notification when action is required.
  • Error Reduction: Errors are reduced by the system's uniform enforcement of UVA policy as the expense report is entered, and requirement of proper justification before the report proceeds.
  • Paper Reduction: The new system supports UVA’s commitment to sustainability by reducing paper files.
  • Ease: The system is online and accessible from any device.  Receipts and other expense documentation can be uploaded immediately from wherever the expense is incurred.

TIMELINE

Expense Timeline

 

November 2016 - April 2017: Training for subject matter experts (Ambassadors) and end users

April 17, 2017: Go-live date for Chrome River

PROJECT LEADERSHIP

Dolores Hildebrand - Assistant Director

Project Type: 
Current Sponsored Project