Background

The UMass Administration and Finance leadership from across all campuses is pleased to announce that the University will embark on an important project that is aimed to dramatically improve employee-related Travel and Expense (T&E) processes. With support from the Chancellors, the University has included funds in the FY 2023 budget to procure and implement a new technology platform to support T&E processes.

Why is Travel and Expense a priority?

Each year, thousands of UMass employees travel for university business or make appropriate business expense purchases that require reimbursement. It’s an important part of the work across campuses for research, fundraising, recruitment, and academic and athletic programs. The current process for requesting travel and completing expense reports is inefficient and cumbersome. The technology used to support T&E processes is antiquated and outdated.

What are the benefits of a T&E Technology upgrade?

Speed, efficiency, and compliance. International Data Corporation (IDC) reports that organizations can expect significant improvement in the time it takes for employees to request and book travel, complete and expense reports, and ensure alignment with University policies and administrative standards. Many of our University peers have invested in modern technology to support their T&E function bringing significant positive results. 

Has the future T&E technology been selected?

Not yet. The UMass Unified Procurement Services Team (UPST) will lead the procurement of the future T&E technology. UPST will evaluate the products on the market and determine the best procurement approach. 

Who will be involved in this project?

The project team will include representatives from all campuses and members of the President’s Office. The Vice Chancellors of A&F will determine who will represent their campus. 

When will the project be started and completed?

The project timeline is not yet determined, but we expect to select a product and an implementation partner by the end of September and officially kick off the project in October. The completion will be determined as part of the project planning phase. 

Where can you find information about this project?

More information, including additional details, training and go-live expectations will be sent out as we get closer to the fall. Please watch for additional communication.