Updated July 3, 2018
In a recent memo to campus, EVCP Paul Alivisatos introduced the new travel reimbursement process called Direct Enter, which is intended to eliminate duplicate data entry and shorten processing time for payment from weeks to days, in most cases. Faculty and staff who have business travel were directed to self-process travel reimbursements by entering requests directly into the Travel & Entertainment Reimbursement System (TRV) by July 2, 2018.
Campus Shared Services (CSS) will begin returning non-complex travel reimbursement requests (see original message below for definition of “complex” requests) that are dated July 2, 2018 and after and ask travelers to self-process via Direct Enter – at: https://reimburse.berkeley.edu, as CSS no longer processes these types of requests. There are many resources available to help with Direct Enter at: https://travel.berkeley.edu/direct-enter.
Divisional Finance Leaders (DFLs) can also offer additional support and guidance regarding Direct Enter for campus departments. The list of DFLs are listed here: https://cfo.berkeley.edu/divisional-finance-leaders#dfl
May 3, 2018
The Controller’s Office is officially introducing Direct Enter, a new travel reimbursement process that is intended to streamline data entry, shorten processing time to payment from weeks to days, and put more control of the process in the hands of employee-travelers. Faculty and staff who travel in the course of their work are now able to request travel expense reimbursements by entering their travel expenses directly into the Travel and Entertainment (T&E) Reimbursement System. This eliminates the need for multiple request forms and will make the university more efficient. Plus, travelers can upload photos of receipts directly to the system and all certifications/approvals can be completed electronically, versus collecting paper signatures.
This week, a joint email from Paul Alivisatos, (EVCP), Rosemarie Rae, VC Finance, and Marc Fisher, VC Administration, was sent throughout campus, expressing the need for all departments to fully transition to this new process by Monday, July 2, 2018. To learn more about this new process, visit the Direct Enter page on the Berkeley Travel website, to find helpful information as well as a plethora of training materials and videos to help navigate through how to submit trip expenses into the travel reimbursement system.
The Travel & Entertainment team has been partnering with early campus adopters to pilot this new Direct Entry process beginning last year as part of a process improvement effort. Feedback so far has been positive and more than two-thirds of campus departments are realizing benefits from using it.
Campus Shared Services (CSS) will continue to be available to assist with processing more complex reimbursements, if necessary, that involve extensive foreign currency transactions and multiple destinations as well as travel reimbursements for students and visitors. After July 2, CSS will partner with Accounts Payable, Chief Administration Officers (CAOs), and Control Unit Administrators (CUAs) to help transition (requests) for their departments who have not yet done so.
Departments who are interested in having the Accounts Payable team attend staff meetings or request a demonstration, or to provide any additional support, should contact their Divisional Finance Leaders (DFLs) to help coordinate that or contact the team directly at: firstname.lastname@example.org.