[phas-faculty_staff_others] Concur and Foreign Travel
Matt Wood
Matt.Wood at tamuc.edu
Fri Mar 8 15:34:16 CST 2019
Update:
I met with Jeremy Gamez, who’s going to be presenting to the President on Monday. He’s OK with a procedure that can be more flexible if the source of funds is extramural (e.g., grant 4-account). 15 days is too short for an international trip with a couple dozen students, so that’s where the motivation for the increase in time came from. Rudin wants Risk and Safety office to sign off, so that’s a step, for example.
Jeremy agreed that if it’s a grant account, we can write it along the lines of (this is off the top of my head, so not polished!):
“For international travel funded by extramural (e.g., federal grant) funds, the traveler will likely want to submit the travel request 4-6 weeks before the expected date of departure in order to have routing and approval completed in sufficient time to allow a good ticket price. While there is no hard deadline for submission of the travel request, requests that are submitted two weeks or less in advance of the date of departure may not route in time to allow the traveler to purchase a ticket.”
So, something like that - if you have suggestions to make it better, I’m sure Jeremy would appreciate it. The approval process is 5 desks as Jeremy described it to me. If everyone takes 2 days to get it done, that’s 10 business days or two calendar weeks. This last bit says you can submit late, but don’t blame the administration if it doesn’t route in time.
I did tell Jeremy that OSP doesn’t care if the ticket prices are high, since we want PIs to spend their grant funds, so that’s not really an issue for *us* to worry about.
Kurtis: Jeremy and I both like the idea of ‘weeks’ instead of ‘days’, so thanks for that.
This ’no real deadline’ clause would only apply to 4- accounts (e.g., NSF, DOE, NASA, etc.). If you were traveling with students and it was paid from state funds, then you’d have the much longer deadline.
Hopefully this satisfies the concerns of the grant-funded traveler!
Let us know if you have additional concerns or if you can polish the wording so Jeremy can use it in the procedure.
Have a good weekend,
Matt
On Mar 8, 2019, at 11:50 AM, Matt Wood <Matt.Wood at tamuc.edu<mailto:Matt.Wood at tamuc.edu>> wrote:
I’m hoping to put things in place while I still am in this position that are positive for our research faculty. I was the one that was pushing to get us into Concur for electronic approvals, and that is happening. For now, I have a platform and can influence things a bit. In 85 days, I’m back to faculty.
It does matter what is written down, because that is then the standard that everyone has to comply with. There are System-run audits of our processes, and we have to follow our processes or we get into trouble. Admin hates that, so lets get a process in place that works for us (faculty) and them (admin / compliance people).
Perhaps all we need to say is that all approvals *must* be complete before 2 weeks prior to departure (I like that, Kurtis). *Nominally* it is expected that the faculty member submits things significantly earlier to get the best airfare.
Bao-An: International office was not working well under Jacques (as you know). Under Dr. Adewale, it is *much* better. You can also ask Glenda Denton in OSP those kinds of questions as well - she has access to that database.
Matt
Matt A. Wood, Ph.D.
Vice Provost for Research and
Dean of the Graduate School
Texas A&M University-Commerce
Commerce, TX 75429
O: 903.886.5160 M: 903.269.6682
On Mar 8, 2019, at 11:43 AM, Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>> wrote:
Matt,
I am surprised by your question because you are well known and certainly receive invitations for meetings abroad.
Sometimes I get invitations to go to Europe for a meeting (committees, conferences, etc.) within less than 30 days.
Since our administration is slow communicating (Jeremy, Amanda, Rhonda, Sharon, Melissa, Dean's office, and others we have to go through in the process), it does not matter what you do or write down. In the end the lower administration will take time to respond and we have to cancel plans for trips. We have been kidnapped by all the bureaucracy.
It does not matter what you decide or do now.
Carlos
-----Original Message-----
From: Matt Wood <Matt.Wood at tamuc.edu<mailto:Matt.Wood at tamuc.edu>>
Date: Friday, March 8, 2019 at 10:50 AM
To: Kurtis Williams <Kurtis.Williams at tamuc.edu<mailto:Kurtis.Williams at tamuc.edu>>, Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>>
Cc: "phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>" <phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>>
Subject: Re: [phas-faculty_staff_others] Concur and Foreign Travel
Taking John out of this as he’s got bigger problems.
Carlos, Bao-An, et al.: What do you think is reasonable for a timeline of international travel? If it was up to you to make the rule that the entire university would follow, what would you choose?
Matt
Matt A. Wood, Ph.D.
Vice Provost for Research and
Dean of the Graduate School
Texas A&M University-Commerce
Commerce, TX 75429
O: 903.886.5160 M: 903.269.6682
On Mar 8, 2019, at 10:20 AM, Kurtis Williams <Kurtis.Williams at tamuc.edu<mailto:Kurtis.Williams at tamuc.edu>> wrote:
Hi Carlos et al,
Already this morning I’ve brought Matt Wood in his role as Vice Provost for Research in on this issue; he, Jeremy, and Sarah Baker are going to discuss this issue together and then get back to us. I will keep everyone informed as I hear anything.
The change to procedure is not yet implemented, so as of right now paper-based foreign travel documentation and existing deadlines are still in force.
Cheers,
Kurtis
Dr. Kurtis A. Williams
Associate Professor
Department of Physics & Astronomy
Texas A&M University-Commerce
kurtis.williams at tamuc.edu<mailto:kurtis.williams at tamuc.edu>
(903) 886-5516
On Mar 8, 2019, at 9:51 AM, Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>> wrote:
Hi
Jeremy,
Thank
you for your concern. I appreciate that you propose to talk.
Unfortunately,
I am extremely busy and I do not have time to talk about this topic because we all know that when you leave the administration, whatever you decide now will be changed again by another incoming administrator. Time is the most precious thing in everyone's life.
Carlos
-----Original
Message-----
From:
Jeremy Gamez <Jeremy.Gamez at tamuc.edu<mailto:Jeremy.Gamez at tamuc.edu>>
Date:
Thursday, March 7, 2019 at 11:42 PM
To:
Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>>
Cc:
Stephen Starnes <Stephen.Starnes at tamuc.edu<mailto:Stephen.Starnes at tamuc.edu>>
Subject:
Re: FW: [phas-faculty_staff_others] Concur and Foreign Travel
Hello,
Dr. Bertulani.
Thank
you for your feedback. One additional follow up: how often does your or your colleagues' international travel occur?
If
you would like to discuss further, I would be more than happy to find a time that works for both of us. -Jer
Jeremy
G. Gamez | Business Technical Analyst
Office
of the Provost & V.P. of Academic Affairs
sent
by Google Pixel
On
Mar 7, 2019 11:10 PM, Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>>
wrote:
FYI.
Carlos
-----Original
Message-----
From:
<phas-faculty_staff_others-bounces at tamuc.edu<mailto:phas-faculty_staff_others-bounces at tamuc.edu>>
on behalf of Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>>
Date:
Thursday, March 7, 2019 at 11:05 PM
To:
Bao-An Li <Bao-An.Li at tamuc.edu<mailto:Bao-An.Li at tamuc.edu>>,
Kurtis Williams <Kurtis.Williams at tamuc.edu<mailto:Kurtis.Williams at tamuc.edu>>,
"phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>"
<phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>>
Cc:
John Humphreys <John.Humphreys at tamuc.edu<mailto:John.Humphreys at tamuc.edu>>,
Brent Donham <Brent.Donham at tamuc.edu<mailto:Brent.Donham at tamuc.edu>>
Subject:
Re: [phas-faculty_staff_others] Concur and Foreign Travel
The
president at the time (Keck) sent me an email with copy to the Dean and the Provost about the new 15 days policy after months of deliberations (please read the two emails attached below and pay attention to the dates).
I
am not sure if I understand what is going on now.
Carlos
-----Original
Message-----
From:
<employees-bounces at tamuc.edu<mailto:employees-bounces at tamuc.edu>>
on behalf of Faculty/Staff
Reply-To:
"reply_to_employees_list at tamu-commerce.edu<mailto:reply_to_employees_list at tamu-commerce.edu>"
Date:
Monday, October 16, 2017 at 11:43 AM
To:
"'employees at tamuc.edu<mailto:employees at tamuc.edu>'"
Subject:
[Faculty & Staff] Foreign Travel Changes
If
you will be traveling internationally, you are required to submit a
foreign
travel request. This request must be received by the Office of the President prior to your travel. The required documents can be found here:
http://www.tamuc.edu/facultyStaffServices/travelOffice/foreignTravel.as<http://www.tamuc.edu/facultyStaffServices/travelOffice/foreignTravel.as><http://www.tamuc.edu/facultyStaffServices/travelOffice/foreignTravel.as%3Chttp://www.tamuc.edu/facultyStaffServices/travelOffice/foreignTravel.as%3E>
px
<http://www.tamuc.edu/facultyStaffServices/travelOffice/foreignTravel.a
spx>
After
receiving email confirmation (and an electronic copy of your
fully
executed Request for Foreign Travel form and all other documentation), you have been approved and may begin to book international travel. Please note that any airfare booked before a foreign travel request has been approved will not be ticketed,
possibly
resulting in rate changes and the loss of a held seat.
President
Keck has approved some changes to this process, which have been listed below:
·
Foreign
travel requests (with all documentation completed) must be
received
by the Office of the President at least
15
days prior to travel. If traveling to a high risk country, requests
(with
all documentation completed) must be received by the Office of
the
President at least
30
days prior to travel. The Department of Campus Operations & Safety (Derek Preas) has the most up-to-date information on high risk countries. Check with your department for any internal deadlines. Requests not submitted by this deadline may be rejected.
·
The
Foreign Travel Checklist must be included in all foreign travel requests.
·
Required
trainings must have been completed less than one year prior to
the
trip return date.
·
The
same rules/documents apply to Canada and Mexico.
·
Foreign
travel must be booked through the Concur eTravel system or
directly
with a Corporate Travel Planner (CTP) agent, who can also assist with large group travel. Any travel booked through other means will not be reimbursed.
o
If
booking through Concur is not possible (for example, your conference
hotel
is not found in Concur), please document this in your Concur authorization request and include a brief explanation.
o
All
airfare should be booked through Concur.
If
you will be traveling internationally or on a regular basis, it is recommended that you attend a Concur training session. You can register for a session through Training & Development:
http://appsprod.tamuc.edu/td/coursecalendar.aspx
To
contact a CTP agent to assist you in booking travel, please call
877-727-5188.
Please note that there is a nominal fee to your department for using this service.
Any
requests submitted by the traveler to their department head on Tuesday, October 17, 2017 or after will operate under the rules above.
Amanda
C. Brown
│
Assistant
to the Chief of Staff
Office
of the President
Amanda.Brown at tamuc.edu<mailto:Amanda.Brown at tamuc.edu>
P.O.
Box 3011 │ Commerce, TX 75429
McDowell
Administration Building (BA) 295 Phone 903.886.5009 │ Fax
903.886.5010 www.tamuc.edu<http://www.tamuc.edu/> <http://www.tamuc.edu/> <http://www.tamuc.edu<http://www.tamuc.edu/> <http://www.tamuc.edu/>>
<http://www.tamuc.edu/>
Texas
A&M University-Commerce
-----Original
Message-----
From:
Ray Keck <Ray.Keck at tamuc.edu<mailto:Ray.Keck at tamuc.edu>>
Date:
Friday, June 2, 2017 at 11:01 AM
To:
Carlos Bertulani <Carlos.Bertulani at tamuc.edu<mailto:Carlos.Bertulani at tamuc.edu>>
Cc:
John Humphreys <John.Humphreys at tamuc.edu<mailto:John.Humphreys at tamuc.edu>>
Subject:
RE: Request
Dear
Carlos,
Yesterday's
discussion suffered from a lot of misinformation. After the meeting, we looked into where the System and their rules are at present. As it happens, we no longer need to send the Chancellor these documents, so the 45-day window is not necessary.
Our
forms were devised and printed some time ago, when expectations and requirements were quite different.
We
do need some advance planning, however, to ensure that trainings are finished and all documentation is in place. Your dean will soon get a new set of guidelines that will greatly simplify these matters.
I
apologize for this situation which, had we understood it, could have been altered some time ago. Ray
Ray
M. Keck III, PhD
President
Texas
A&M University-Commerce
P.O.
Box 3011
Commerce,
TX 75429
903-886-5011
Ray.keck at tamuc.edu<mailto:Ray.keck at tamuc.edu>
-----Original
Message-----
From:
<phas-faculty_staff_others-bounces at tamuc.edu<mailto:phas-faculty_staff_others-bounces at tamuc.edu>> on behalf of Bao-An Li <Bao-An.Li at tamuc.edu<mailto:Bao-An.Li at tamuc.edu>>
Date:
Thursday, March 7, 2019 at 3:24 PM
To:
Kurtis Williams <Kurtis.Williams at tamuc.edu<mailto:Kurtis.Williams at tamuc.edu>>, "phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>" <phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>>
Cc:
Brent Donham <Brent.Donham at tamuc.edu<mailto:Brent.Donham at tamuc.edu>>
Subject:
Re: [phas-faculty_staff_others] Concur and Foreign Travel
It
took us tons of emails even involving the former president to get the administration to simplify/shorten the approval process over the last few years. It seems that we were just
wasting
time....
________________________________________
From:
phas-faculty_staff_others-bounces at tamuc.edu<mailto:phas-faculty_staff_others-bounces at tamuc.edu> [phas-faculty_staff_others-bounces at tamuc.edu<mailto:phas-faculty_staff_others-bounces at tamuc.edu>] on behalf of Kurtis
Williams [Kurtis.Williams at tamuc.edu<mailto:Kurtis.Williams at tamuc.edu>]
Sent:
Thursday, March 07, 2019 3:15 PM
To:
phas-faculty_staff_others at tamuc.edu<mailto:phas-faculty_staff_others at tamuc.edu>
Subject:
[phas-faculty_staff_others] Concur and Foreign Travel
Y’all
aren’t going to like the response I received to the question about 30-day vs 15-day foreign travel approval through Concur, so I‘m just forwarding the message to you. We can discuss this and how to proceed at the faculty meeting on Monday.
BTW,
when Stephen says “they do not fully understand” he is referring to the Technology folks, not the faculty. I misread that the first few times.
Cheers,
Kurtis
Dr.
Kurtis A. Williams
Associate
Professor
Department
of Physics & Astronomy
Texas
A&M University-Commerce
kurtis.williams at tamuc.edu<mailto:kurtis.williams at tamuc.edu>
(903)
886-5516
Begin
forwarded message:
From:
Stephen Starnes
Hi
Kurtis,
I
spoke with Jeremy Gamez yesterday regarding the travel issue. I have copied Jeremy on this e-mail. He indicated that he is more than happy to come to the Physics department to talk with the faculty about the issue - particularly if it is an issue
that
mainly
impacts
just a few faculty.
It
is my understanding that they do not fully understand how the 15 day policy came about and may question why 15 day approval is needed. It is also my understanding that for travel to safe areas, the 30 day approval before travel will be the standard
policy
(note:
this is not 30 day submission of a request before travel but instead 30-day approval before the travel so in reality the travel request would have to be made about 6 weeks in advance of travel).
Jeremy
did note that with the travel request routing using Concur, a faculty member will always know at which stage in the approval process the travel request is, so the faculty member would be able to contact the individual whose desk the request is
at
in
order
to try and expedite the process.
I
will let Jeremy correct any mistakes that I made. Please do have the Physics department meet with Jeremy if there are concerns.
Stephen
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