The vendor required to provide 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).
- Requirement:
1. 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)
• 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
• Auto-assign transactions to individuals (including ghost cards)
• AI audit capabilities to detect duplicates and compliance issues
• Custom business rules for reconciliation
• Integration with third-party banks
2. Integrations
• Peoplesoft
• GSA, DOD, and state department rate tables
• Third-party travel and mobile apps (e.g., airlines, hotel, rail, and rental car)
• Multiple integration methods
3. User experience
• Native mobile app
• Intuitive UI for non-technical users
• Customizable approval workflows and notifications
• Role-based access and delegation management
• Self-service capabilities
4. 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
5. Security and compliance
• Data encryption
• Logical data segmentation in cloud environments
• No external AI model training with internal data
• Audit trails and data retention per standards
• Data must reside in the country (primary and secondary).
- Contract Period/Term: 3 years
- Mandatory Pre-Proposal Conference Date: January 26, 2026
- Questions/Inquires Deadline: January 21, 2026
