The Kuali Financial System (KFS) community of the Kuali Foundation is pleased to announce the selection of rSmart as their development partner for the Travel and Entertainment Module (TEM) of the Kuali Financial System.

The KFS TEM is an electronic document processing application for travel authorization and capturing expenses and reimbursements for travel, entertainment and moving & relocation. The module is integrated with Financial Processing Disbursement Voucher (DV), Payment Disbursement Processor (PDP) and Accounts Receivable (AR) and passes the post travel request processes to the existing KFS functionality.

Travel Authorization is a process to request travel authorization and advances from the required approvers. When the Travel Authorization document is finalized, the encumbrance will be generated and the travel advance is paid to the traveler. If the user requests the advances, a Disbursement Voucher and AR Invoice document are spawned to request a payment and to track receivables.  The Entertainment tracking process will capture required data, route for approvals and populate data to reimbursement reports.

Travel and Entertainment Reimbursement is a process to request reimbursement based on the travel or entertainment request. When the Reimbursement document is finalized, the encumbrance is liquidated and the reimbursement amounts are posted to AR via Cash Control and Application documents. The DV can be generated from the report.

Karen Osborne, the Travel and Entertainment Supervisor at UC Davis, who is leading this Kuali project, said:  “We are very excited to have rSmart develop the Travel Expense module for the Kuali partners and the community. The module will capture many aspects of Travel, Hosting Events, and Relocation and will be able to book travel, reimburse individuals, pay vendors, include all corporate and ghost card transactions into reports into a more streamlined process.”

The development of the TEM module is broken down into three distinct milestones. When completed Kuali TEM will provide the following functionality:

  • Travel Authorization process
  • Third-party payment (pre and post-trip)
  • Generating travel and entertainment payments via Disbursement Voucher and PDP
  • Corporate and CTS card imported data and  payment processes
  • Refunding Overpayment
  • Entertainment authorization and tracking
  • Travel & Entertainment Reimbursement process
  • Tracking of Travel using Accounts Receivable (AR) functionality
  • Create and maintain traveler profiles
  • Moving and Relocation authorization and tracking
  • External Agency data import, i.e., Expedia, Orbitz

rSmart was chosen to be the development partner on this project because of their deep commitment to the success of the Kuali community, the expertise they bring in the Kuali technology stack, their strong leadership and collaboration methodology,  and their commitment to meeting requirements and deadlines provided by the partner schools.

KFS Travel and Entertainment investing partners include: University of California Davis, Colorado State University, Cornell University, Indiana University, Michigan State University and the University of Connecticut. Interested institutions should contact Karen Osborne, KFS Travel and Entertainment Supervisor, at kaosborne@ucdavis.edu, 530.757.8541 for more information.

About rSmart:
rSmart is the only founding commercial affiliate in the Kuali community.  rSmart has developed a reputation as the model for commercial participation in these communities by contributing time and expertise to the functional specifications, software development, organizational development and governance. Over the past several years, rSmart has developed numerous KFS enhancements: 1099 Process, Check Reconciliation, Automatic Process Journal Entries, PO Batch Feed, DV Batch Feed, Extended Attribute Modification, Laser Check Integration, Emergency PO, Procurement Card Reconciliation, Global Object Edit, Access Security and Workflow Routing Enhancements.

To date, rSmart has helped more than 100 institutions in seven countries evaluate, implement and support Kuali and Sakai software.

Contact:
Sean Warren
rSmart Kuali Product Manager
sean.warren@rsmart.com
602.490.0466

About the Kuali Foundation:
Kuali is a growing community of universities, colleges, businesses, and other organizations that have partnered to build and sustain community source software for higher education, by higher education. The software of Kuali projects is freely available under the Educational Community License to anyone for any use or modification. More information on Kuali is found at http://www.kuali.org.

Contact:
Jennifer Foutty
Executive Director, Kuali Foundation
jfoutty@kuali.org
812-345-3948