University's new expense system continues to roll

Greater online capabilities offer advantages systemwide

The University of Colorado's new expense system continues to expand as part of a rolling launch that began in April. By the end of February, the entire university will be using it.

The Colorado Springs campus and system administration already have switched completely to the system, which is 92 percent in place at the Boulder campus and 70 percent at the downtown Denver and Anschutz Medical campuses.

Soon, the expense system will offer a systemwide online source for completing such processes as:

• creating travel authorization requests
• creating requests for cash advances for trips
• requesting reimbursement for employee business travel
• requesting reimbursement for non-travel goods purchased by employees
• reallocating procurement card transactions
• preparing procurement card monthly statements

The new system replaces the travel authorization program, travel vouchers and payment vouchers for employees and the ACARD system. The more efficient, modern interface enables the university to reduce use and storage of paper and receipts, expedite processing of reimbursements and help ensure better documentation for expenses.
For details on the remaining transition period, see the implementation schedule at the Expense System microsite. The site also includes information on training classes, learning resources and frequently asked questions.

The Procurement Service Center (PSC) and the Office of University Controller (OUC) have been working to coordinate communication, training and implementation efforts for the rollout, and are seeking input from users of the new system. Links to an online survey are posted at the PSC and OUC Web sites, as well as within the expense system.