Reimagine Travel and Expenses – Concur Implementation - Finance and Administration

The purpose of the Reimagine Travel and Expense Solution is to streamline the process for travel arrangements and expense reconciliation for OU travelers utilizing a new Travel Agency and Concur Travel software. This strategic project aligns with the Finance & Administration Division's commitment to continuous improvement of processes and services which impact our students, faculty and staff. Campus input will be captured via Townhall sessions throughout the course of the Reimagine Travel and Expense Solution project.

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Reimagine Travel and Expense Solution

Project Leader: James Hargett

Project Manager: Bryan Atkinson

Project Objective: Implementation of Concur Travel and Expense in conjunction with a Travel Agency and Pcard expense reconciliation tool to consolidate processes and better support OU traveler requirements with online reservation and expense reporting tools.

Stakeholders:

Faculty
Staff
UTS
Business Officers

Timeline:

Mar-Sep 24:

Issue RFP for Travel Agent vendors
Demo Concur with cross-functional review team
Review RFP proposals and select travel agency
Contract negotiations with Concur

Oct-Dec 24:

Select travel agency
Finalize contract with Concur
Review implementation plan with stakeholder representatives
Identify departmental leads and schedule a communication session

Jan-Sep 25:
- Begin Travel System configuration and Banner integration planning

Develop Training materials
Present project to campus in a Townhall session

Oct 25-Mar 26:

Beginning training of departmental leads on process
Campus project update in Townhall session

Apr-Nov 26:
- Begin implementation rollout across campus
- Continue departmental and traveler training

Dec 26:
- Project completion
- Begin Implementation