Automated Travel and Expense Management and Invoicing Solution

The Vendor is required to provide an automated travel and expense management and invoicing solution.
- Travel & Expense Automation
•    Pre-approval workflow: automated pre-trip approval aligned with housing travel policies.
•    Conference/training registration: automated workflows for conferences and training events.
•    Travel booking: integration with airline and hotel booking systems; support for preferred vendors, travel policies, and approval workflows.
•    Travel agent support: certified agents for complex/group bookings and emergency changes; after-hours support.
•    Travel advances: electronic request and approval of travel advances with automated routing and tracking.
•    Expense reimbursement: receipt capture, policy enforcement, and automated reimbursement processing (including mileage, tolls, parking).
- Travel Management Company (TMC) Services
•    Provide full-service travel management aligned with housing travel policies and compliance requirements.
•    Support complex itineraries, group travel, and emergency changes.
•    Deliver duty-of-care services, including traveler tracking and risk alerts.
•    Offer 24/7 customer support for travelers and arrangers.
•    Integrate with online booking tools, expense management systems, and county for financial reconciliation.
•    Provide robust reporting and analytics dashboards for finance and operations.
•    Ensure negotiated rates and cost optimization strategies.
- Invoice Automation & County Integration    
•    Invoice Intake: Ability to ingest invoices from a single designated email address for centralized intake.
•    Automated routing: intelligent routing of invoices for approval workflows based on cost center, project, or policy rules.
•    Validation & exception handling: automated parsing and validation of invoice data; flag duplicates or missing information.
•    County upload: seamless upload of approved invoices into county for payment processing, with real-time status updates for reconciliation.
•    Dashboard & monitoring: centralized dashboard for finance and approvers to monitor invoice status, workflow bottlenecks, SLA compliance, and payment status.
•    Audit trail: comprehensive audit trail of all invoice actions (intake, routing, approval, upload).