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Enterprise Resource Process (ERP) Travel and Expense Management System (TEMS) Standard

A Travel and Expense System provides Travel and Expense Management (TEMS) in the Australian Government Architecture (AGA)’s whole of government context. TEMS capability allows the APS to streamline, automate, and effectively manage the complexities associated with travel planning, expense reimbursement, relocation, and financial tracking. 

This capability refers to the software and systems designed to manage and optimise the travel and expense management aspects of operating in the Australian Government ERP environment. It integrates with several travel and credit related provider systems, to enable APS staff to manage budgets and expenditure related to local and domestic travel and miscellaneous expenses. 

Travel and Expense Management (TEMS) capability can be implemented through several commercial platform solutions. These platforms may be discovered in multiple ways such as: BuyICT; whole of Australian-Government contracts; and entity implemented solutions underpinned by platforms. 

Effective implementation of TEMS in Commonwealth entities achieves efficiency, transparency, and control over travel processes, leading to improved compliance and cost savings. 

TEMS integrates functionalities for: 

  • Travel Booking and Authorisation: Centralised planning and booking with adherence to policies and budget constraints. 
  • Expense Management: Structured submission, validation, approval, and reimbursement, reducing errors and overhead. 
  • Policy Compliance: Enforcing adherence to government regulations and transparency requirements. 
  • Audit and Reporting: Robust tracking and analysis of expenses, ensuring transparency and accountability. 
  • Integration with Financial Systems: Facilitating accurate accounting and budgeting. 
  • Mobile Accessibility: Enabling convenient management of travel plans and expenses. 

Travel and Expense Management (TEMS) value stream

The Travel and Expense value stream is realised through the following capabilities: 

Expense Management

Management, creation, and accounting for expenses raised in relation to travel and broader entity responsibilities. This includes capture of receipts, auditing, approvals, and facilitation of amounts to be paid.

Processes and definitions

  • Remit Cash Advance/Allowance to pay travel allowances and cash advances as per the entity’s expense policy.  
  • Manage Expense Claim to capture receipts, categorise and process expenses.  
  • Report on Expenses includes various internal and external reporting, including Senate Estimates Briefs, Questions on Notice, and ad-hoc reporting.

Auditing and Compliance  

Management and support of assurance activities to assess travel and expense related activities against established standards, policies, and legislation. Including the ability to enforce compliance against agreed standards, policies, and legislation.  

Processes and definitions

  • Undertake Fraud Awareness Training for employees to reduce the likelihood of fraud and corruption occurring and when it does, identify it more readily.  
  • Manage Compliance Rules & Parameters to ensure adherence to compliance policies set by the entity.  
  • Manage Compliance Reporting includes various internal and external reporting, including Senate Estimates Briefs, Questions on Notice, and ad-hoc reporting.  
  • Manage Compliance Breaches to identify failure to comply with established rules, policies, procedures, or guidelines, provide a resolution and take measures for future prevention.

Credit Card Management  

Management of credit card usage and approvals in relation to an entity's activities. Specifically addresses issuance, on-going use, auditing, and fraud management in relation to credit card use.

Processes and definitions

  • Issue and Maintain Credit Cards (including Travel Cards) which includes application submission, applicant training, approvals and maintaining records.
  • Manage Credit Card Transactions to capture of receipts and categorisation of expenses.  
  • Acquit Credit Card to evaluate and report the actual expenditure made on the credit card against receipts.  
  • Authorise Credit Card Expenses includes GL posting and approval to pay.  
  • Pay Credit Card Providers via Direct Debit of credit card amounts  
  • Cancel Credit Card includes cancellation of the credit card with the provider and return/destruction of the card.

Travel Management

End to end arrangement and management of individual and group travel activities. Includes creation, management and cessation of travel plans and discrete activities. Travel Management incorporates the use of the WofG Travel Procurement arrangement and any future similar arrangements that may be put in place.

Processes and definitions

  • Maintain Traveller Profile includes traveller's Name, address, Date of Birth, contact details, Frequent Flyer number, passport number etc.  
  • Manage Travel Request Approval hierarchy in line with the entity's financial delegations.  
  • Manage Itinerary Segments includes specific parts of the trip, type of transport, type of accommodation.  
  • Book Travel including travel dates, flights, accommodation etc.  
  • Issue pre-travel Advisory Warnings and notification of travel restrictions before travel commences.  
  • Monitor and Respond to Global Events to identify travel restrictions while travel is being undertaken.  
  • Calculate and Pay Travel Allowances paid at a certain amount and at a certain time, determined by the entity's travel policy or enterprise agreement.  
  • Acquit Travel to evaluate and report the actual expenditure in relation to the travel.
  • Report on Travel through various internal and external reporting processes, including Senate Estimates Briefs, Questions on Notice, and ad-hoc reporting.

Purpose

Efficient TEMS capability is crucial for Commonwealth entities, optimising travel planning, expense management, and reimbursement processes. Through automation and policy enforcement, it boosts operational efficiency, transparency, and oversight. Real-time spending insights empower informed decision-making, supported by rigorous audit trails ensuring compliance and accountability. Ultimately, it fosters cost-effectiveness and resource optimisation, delivering enhanced value for customers. 

This capability plays a pivotal role in delivering functionality and value for Commonwealth entities by providing a tailored suite of tools and processes, including: 

  • Efficiency and Streamlining: Automating travel planning, booking, expense submission, and reimbursement processes reduces manual effort and enhances overall productivity. 
  • Policy Adherence and Compliance: Embedding government regulations and policies into workflows ensures transparency and accountability in spending. 
  • Real-time Visibility and Control: Integration with financial systems provides insights into spending data, facilitating informed decision-making and budget utilisation. 
  • Accuracy and Auditability: Automated validation processes minimise errors and fraudulent activities, while robust audit trails ensure compliance with regulatory requirements. 
  • Cost Savings and Optimisation: Streamlined processes and policy enforcement identify opportunities for cost savings and optimisation, maximising value for taxpayers. 

Objective

Following the Australian Government Architecture’s (AGA’s) Travel & Expense Management specific capability guidance ensures that the implementation activities will align with Government priorities and requirements. This alignment is anticipated to result in several specific outcomes and benefits: 

  • Alignment with Government Standards: Adhering to the guidance ensures that the chosen solution aligns with government standards and best practices concerning data security, compliance, and interoperability. 
  • Improved Governance and Oversight: By adhering to established architecture principles and frameworks, effective governance and oversight can be maintained throughout the selection and implementation process, reducing the risk of project failures or discrepancies. 
  • Enhanced Interoperability: The guidance encourages solutions that seamlessly integrate with other government systems and platforms, facilitating smooth data exchange and collaboration within and across entities. 
  • Cost Efficiency: Considering cost-effectiveness and value for money allows entities to optimise their investments in TEMS capabilities, maximising benefits while minimising costs over the long term. 
  • Scalability and Flexibility: Solutions selected in line with the guidance are expected to be scalable and flexible, capable of meeting the evolving needs and requirements of Commonwealth entities over time. 
  • Risk Mitigation: The guidance incorporates risk management considerations specific to Travel and Expense Management, aiding entities in identifying and mitigating potential risks associated with implementation, such as data security breaches or system downtime. 
  • User-Centric Design: Emphasising user-centric design principles ensures that the selected solution is intuitive and user-friendly for Government employees, thereby enhancing user adoption and satisfaction. 
  • Compliance and Security: The guidance ensures that the selected Travel and Expense Management capability adheres to relevant Australian Government regulations and security standards, safeguarding sensitive financial data and information. 

Whole of Australian Government Applicability 

The AGA's Travel & Expense management capability guidance significantly contributes to; and facilitates the Australia Public Service (APS) digital future in several ways: 

  • Standardisation and Interoperability: Provides standardised frameworks for seamless integration of Travel and Expense Management Systems with credit card payment systems and other finance systems across APS entities. 
  • Efficiency and Automation: Streamlines workflows related to travel booking, expense submission, and reimbursement processes, including credit card payments, through automation, enhancing efficiency and reducing manual effort. 
  • Data-Driven Decision Making: Empowers APS entities with real-time data analysis on travel expenditure, credit card transactions, and expense management, facilitating informed decision-making and budget optimisation. 
  • Enhanced User Experience: Ensures intuitive and user-friendly interfaces for Travel and Expense Management Systems, including credit card payment functionalities, to enhance user satisfaction and adoption rates among government employees. 
  • Compliance and Security: Incorporates robust measures for compliance with government regulations and security standards, safeguarding sensitive financial data related to credit card payments and expense management. 
  • Scalability and Adaptability: Enables APS agencies to scale Travel and Expense Management Systems, including credit card their payment capabilities, and integrate them seamlessly with other finance systems as per evolving needs and technological advancements. 

Following this guidance, Commonwealth entities can speed up their digital journey, enhancing efficiency and value for users.

Capabilities

This standard supports digital solutions in the following capability.
CAP24

Enterprise Resource Planning (ERP)

Policies

This standard assists in meeting the requirements of the following policies.
POL12

Enterprise Resource Planning (ERP) Policy

Designs

The following designs show how to achieve the intent of this standard.
Within the GovERP initiative Expense8, a software as a service (SaaS) solution, was identified as the platform of choice for implementing Travel and Expense Management (TEMS) capability.  Expense8 is owned by 8common, and is a SaaS solution for travel, expense, and credit card management. It…
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