Travel and Expense Software

The Vendor is required to provide a comprehensive travel and expense management platform that supports end-to-end travel workflows, expense processing, and p-card reconciliation.
- The platform will integrate with existing systems (e.g., PeopleSoft), support compliance with institutional and regulatory standards, and provide intuitive, scalable, and secure functionality for users across departments.
- The solution should be easily configurable to the needs of the university and have machine learning capabilities, also known as artificial intelligence (AI).
- Core Functionalities
•    Pre-travel approval workflows
•    Travel booking module integration, either captive or non-captive, managed by a 3rd Party contracted Travel Management Company (TMC) – both country and International bookings Real-time synchronization and reconciliation
•    Support for guest travel and delegated booking
•    Risk-based routing for high-risk destinations
•    Receipt capture (manual and e-receipts)
•    Customizable chart of accounts and expense types
•    Budget availability checks and encumbrance management
•    Auto-offset of personal payments
•    Support for multiple payment types
•    Import bank card transactions
•    From November 4 2024 to November 3 2025
•    AI audit capabilities to detect duplicates and compliance issues
•    Custom business rules for reconciliation
•    Integration with third-party banks
•    Auto-assign transactions to individuals (including ghost cards)
- Integrations
•    PeopleSoft (FMS and HCM)
•    GSA, DOD, and State Department rate tables
•    Booking integration with airlines, hotels, rail, and rental car companies
•    Third-party travel and mobile apps (e.g., airlines, hotel, rail, and rental car)
•    Multiple integration methods (API, FTP, etc.)
- User Experience
•    Native mobile app
•    Intuitive university for non-technical users
•    Customizable approval workflows and notifications
•    Role-based access and delegation management
•    Self-service capabilities
- Reporting and Administration
•    Custom reporting module
•    Up-loadable approver data files
•    Administrator training and white-glove support
•    Test environment for development and training
•    Pre-packaged training materials