Automated Travel and Expense Management and Invoicing Solution

Vendors to provide a cloud-based Travel and Expense Management solution with integrated Travel Management Company services.
- Solution must provide a fully automated, policycompliant travel process from request through payment, support budgetary controls and accounting requirements, integrate seamlessly with Atlanta Housing’s accounting system (Yardi Voyager), and provide robust reporting, audit capabilities, and customer service support for travelers.
- The solution shall:
• Automate travel requests, approvals, and audit trails.
• Embed Atlanta Housing’s travel policies into configurable approval workflows, including
controls for allowable airfare classes, lodging limits, meal allowances, and other travel
restrictions.
• Provide travel budget management capabilities that allow departments to establish annual and project-specific travel budgets, validate available funding during the approval process, and monitor travel expenditures against budget in real time.
• Provide configurable budget controls that notify or prevent travel requests from exceeding approved budget thresholds, with the ability to route exceptions for additional approval.
• Provide online booking with 24/7 live travel agent assistance for emergencies and complex travel needs.
• Automatically maintain and apply current GSA per diem rates.
• Support back-office review of travel requests, expenses, and reimbursements prior to payment.
• Produce robust dashboards and reports for travel spend, budget utilization, policy compliance, approvals, and audit purposes.
• Seamlessly integrate with Atlanta Housing’s accounting system (Yardi Voyager) to automate financial postings, provide payroll functionality, and reduce manual processing.
• Maintain complete audit trails, workflow history, and supporting documentation.
• Provide a centralized repository for travel-related invoices, receipts, and supporting documentation.
- Reporting and Analytics: The solution shall provide configurable dashboards and reports, including but not limited to:
• Travel expenditures by department, division, cost center, funding source, grant, and project.
• Budget-to-actual reporting for travel expenditures.
• Travel budget utilization by department and funding source.
• Forecasted travel commitments based on approved and pending travel requests.
• Policy compliance and exception reporting.
• Approval workflow metrics and turnaround times.
• Audit reports with complete transaction history.
• Export capabilities to Excel, PDF, and other commonly used formats.