Expense Vouchers

Improvements in Budget and Finance.  We have a continuing effort underway to improve efficiency and make use of the latest technology. We’ve kicked off a project in Budget and Finance to make some improvements to facilitate better operations. We’re working on a comprehensive electronic voucher system that will automate the entire process from when one of our staff enters their expenses all the way through the accounting process. The goal is to go paperless and put in a system that completely eliminates any duplicate data entry. This will be a true win for the department since today staff must reenter data. 

We’ve completed the first phase of the project. This was a joint effort with Information Technology to identify vendors that would integrate with our current accounting system.  We conducted on-site demonstrations to see the system in action.  And, we did our due diligence. We’ve checked references and researched the reputation and financial standing of the vendors. We’ve identified a solution that will truly enhance productivity and efficiency and generate savings both in staff and consultant time following implementation.

The next phase of the project was presenting a recommendation to the Information Technology Committee at the February Executive Board Meeting.  I’m pleased to report that the Committee approved our recommendation.  We’ll be developing a detailed project plan to implement a web-based expense solution coupled with a payment integration system. This will be long-term project to ensure systems integrate smoothly and are fully tested.  Implementation will take place in the fall.

The new system will make it easier for in-house staff, DFSRs, District Vice Presidents and anyone who needs to complete an expense voucher to complete the process. The forms are easy to use, require less data entry and should speed up reimbursement.