The Benefits of Travel and Expense Management Systems in Washington State

The Importance of Travel and Expense Management Systems

In Washington State, travel and expense management systems play a crucial role in streamlining the reimbursement process for state agencies. These systems, such as the Travel and Expense Management System (TEMS), help users submit reimbursement requests directly through the system for processing.

TEMS, which is used by state agencies in Washington, automates the entire reimbursement process. Once a user is authorized by their agency administrator, they can complete and submit their travel reimbursement request through TEMS. The system then forwards the request to the supervisor responsible for approval, and finally to the fiscal office for review and processing.

Benefits for State Agencies and Employees

Implementing a travel and expense management system like TEMS brings several benefits for both state agencies and employees:

• Efficiency: By using TEMS, state agencies can significantly reduce the time and effort required to process travel reimbursement requests. The automated system streamlines the entire process, eliminating the need for manual paperwork and reducing the chances of errors.
• Accuracy: TEMS ensures accurate reimbursement calculations by following predefined rules and guidelines. This reduces the likelihood of errors and ensures that employees receive the correct amount of reimbursement for their travel expenses.
• Transparency: With TEMS, both employees and agency administrators have full visibility into the reimbursement process. Employees can track the status of their reimbursement requests, while administrators can easily monitor and manage the entire workflow.
• Compliance: Travel and expense management systems like TEMS help ensure compliance with state policies and regulations. The system enforces policy rules, such as allowable expenses and per diem rates, reducing the risk of non-compliance and audit findings.

TEMS and Small Agency Support

The Washington State Department of Enterprise Services (DES) provides small agency support for TEMS. This support includes resources, FAQs, and other help to assist small agencies in effectively using the system. Small agency support ensures that even agencies with limited resources can benefit from the efficiency and accuracy of TEMS.

Per Diem Rates and Lodging

TEMS also provides valuable information on per diem rates and lodging. These rates are essential for employees who need to know how much they can spend on meals and accommodation during their travel. The system provides clear guidelines on allowable expenses and helps employees make informed decisions while staying within budget.

Travel Charge Cards and Helpful Resources

Another useful feature of TEMS is the inclusion of travel charge cards. These cards simplify the process of making travel-related purchases by providing a centralized payment method. Employees can use these cards to pay for expenses directly, eliminating the need for out-of-pocket payments and subsequent reimbursement requests.

Additionally, TEMS offers a range of helpful resources for employees. These resources include training materials on the system, frequently asked questions, and step-by-step guides. Employees can easily access these resources to gain a better understanding of TEMS and ensure they follow the correct procedures.

Concur: A Comprehensive Travel and Expense Management Solution

In addition to TEMS, there are other travel and expense management systems available in the market. One popular solution is Concur, which simplifies travel, expense, and invoice management. Concur provides total visibility and greater control over financial data, making it a comprehensive solution for organizations.

Conclusion

Travel and expense management systems like TEMS and Concur offer numerous benefits for state agencies and employees in Washington State. These systems streamline the reimbursement process, improve accuracy, ensure compliance, and provide valuable resources and support. Implementing such systems is crucial for efficient and transparent travel reimbursement procedures, ultimately benefiting both agencies and employees.