Specifications include, but are not limited to: Have functionality to book travel, both international and domestic. This includes booking airfare with state contracted airlines; booking conference hotels, if applicable; hotel search and booking; rental car search and booking; mileage calculator synced to mapping software; and creating itineraries to include reservation and confirmation of hotel, rental car and airline.; Accommodate configurable approval workflow options. This includes allowing and maintaining designated alternates for approving officials, notification that approval is needed, allowing varying workflow approval processes by state division or agency, allowing option to forward travel to another manager, and allowing deviation from policy with additional approvals.; Track the status of travel authorizations, travel reimbursements, and expense reports.; Accommodate issuing travel advances and settling travel advances.; Ability to create transactions to recover travel overpayments.; Allow multiple ways of submitting receipts.; Include employee self-service functionality.; Include mobile image capture function, including OCR.; Include mobile application functionality to facilitate use on mobile devices.; Ability to maintain and store all valid GSA Travel Per Diem rates covering multiple periods and properly assign the relevant rate for the travel reimbursement based on dates of travel and must allow for limitation settings that include maximum caps, such as hotel rates.; Be configurable to enforce compliance with Utah travel policies and rules, and flag compliance issues prior to authorization and reimbursement. This includes both State of Utah policies and rules, as well as individual agency rules that may be more restrictive.; Be able to create expense reports automatically by interfacing with US Bank to pull in purchasing and travel card transactions, and automating attachment of expense report supporting documentation.; Allow proper account coding of expense transactions, including funding splits.; Upon final approval of the incurred expense, software must be able to provide expense report documentation, to include the expense report, support documentation, and approvals captured. In addition, the information and documentation generated must interface into the State’s ERP (CGI Advantage) or the States’ Payroll system (SAP Hana) to generate the appropriate transactions to make the payments, assign costs or reimburse travel.
