Travel and Expense Software

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