Statewide Travel Management System (STMS) Overview
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Statewide Travel Management
System (STMS) – Overview
Justice Administrative Commission
April 2019
Statewide Travel Management
System (STMS) - Background
The Legislature in 2016 appropriated funds
for implementing a travel system to be
used by executive branch agencies and the
judiciary
The Department of Management Services
(DMS) was given the task of procuring and
implementing the STMS
It has taken a few years for the STMS to be
developed
2
Statewide Travel Management System
(STMS) – Employees Only
The STMS is for employee travel only
Non-employee travel will continue to
be processed with the current “paper”
travel documents
3
Statewide Travel Management
System (STMS) - Background
All state agencies are transitioning to the STMS
during the spring of 2019
Justice Administration offices will be involved in
transition activities through April and May of
2019
Training will be provided for all STMS users prior
to transitioning to the STMS
DMS website with STMS information:
https://www.dms.myflorida.com/agency_administr
ation/statewide_travel_management_system
4
Statewide Travel Management
System (STMS) - Background
DMS as the “owner” of the STMS will become the
custodian of travel documents for all agencies
STMS will create a trip report which will replace the travel
voucher
STMS will also create the authorization to incur travel
expenses form and travel advance forms where needed
The trip report and other travel documents created by
the STMS may be printed if needed
Receipts such as hotel bills, gas receipts, car rental
receipts and so on, related to each trip, will be uploaded
to the STMS for each trip
5
Statewide Travel Management
System (STMS) - Background
Access to the STMS will be provided by JAC
Access is secure and will require a user name and password
to login
STMS users in each office will be able to view travel
documents at any time to monitor the progress of a trip and
determine when the reimbursement is issued to the
traveler (for their office only)
No batch sheets will be sent to JAC for travel recorded in the
STMS
Once your office has completed the final approval for a trip
and attached the receipts, JAC accounting office staff will
have access to the trip for final review and upload to FLAIR
6
Activities in Preparation for
Transition to STMS
Managers in each office will work with JAC to
determine which employees will be accessing
the STMS and each employee’s responsibility
in the STMS
Offices provide to JAC the STMS users for their
office and identify the profile (permissions) to
be assigned to users in the STMS
JAC uploads users into the STMS for each
office including JAC users
7
Activities in Preparation for
Transition to STMS
JAC releases training calendar for STMS
users to participate in STMS training
–
April-May 2019
JAC conducts training via Go-To-Meeting
sessions (webinars)
JAC acts as a “pilot” agency for the STMS to
prepare for all Justice Administration
offices to transition to the STMS
8
STMS – How does it work?
1. User at the local office logs in to the STMS
and creates trip (travel voucher)
-
Travelers create their own trips or
someone creates a trip on their behalf
2. STMS provides menus and drop-down
selections for creating the necessary
information and expense items
9
STMS – How does it work?
3
. The supervisor designated in the STMS to
approve that traveler’s trip logs into the STMS to
approve the trip
-The supervisor can mark a trip secure
4.
Any other approvers designated by each
office will log into the STMS to approve the trip
-Other approvers can mark a trip secure
5.
The final approver in each office will mark the
trip ready for the fiscal accountant (JAC)
10
STMS – How does it work?
6
. JAC (fiscal accountant) will log into the
STMS and review trips that have been approved
for fiscal review by each office
7. JAC will review trip and receipts for accuracy
8. JAC will mark trips for upload to FLAIR
9. FLAIR will produce a STMS voucher
10. FLAIR will create the reimbursement to the
traveler
11
STMS – How does it work?
11. FLAIR transmits payment information
back to the STMS for each trip - voucher
number, warrant number and more
12. FLAIR (DFS) transmits reimbursement to
employee’s bank
13. JAC will provide the STMS voucher and
EFT statement to each office (in regular
packets mailed twice weekly)
12
STMS – How does it work?
14. FLAIR reports will contain trip/travel
details as they do currently
Note: Trip/travel details in FLAIR will include
an assigned invoice number – no ability to
create your own invoice number in the STMS
13
STMS – Additional Information
Authorization to incur travel expenses forms will
be created in the STMS when needed
-Conferences and conventions
The trip report (reimbursement voucher) will pull
from the authorization details – appropriate data
doesn’t have to be entered twice
Authorization to incur travel expenses forms are
only required for conferences and conventions,
but may be utilized for all trips – determined by
each office
14
STMS – Additional Information
Travel advances will be created in the STMS
The STMS will deduct the travel advance from the
trip to determine the amount due to the traveler
The STMS will store all travel records (trip forms
and receipts) for the period of time required by
law to store records (DMS determines)
The “Go Live” date for offices to begin using the
STMS is expected to be sometime in May 2019
–
the exact date is not known at this time; JAC will
advise all offices as soon as the date is identified
15
STMS – Additional Information
Travel forms and records will available to users with access
to the STMS at any time (based on security limitations)
Trip reports may be marked secure by an agency approver –
each office will determine which trips to mark secure (not
JAC)
Data from secured trips will not be included in the travel
report data on the DMS website
https://www.dms.myflorida.com/agency_administration/state
wide_travel_management_system/search_state_travel
DMS will control the release of travel documents to the
public; but will coordinate the release of secured trips with
JAC
16
JAC Website – STMS
Information
JAC will be providing information related to
the STMS on the JAC website
https://www.justiceadmin.org/home.aspx
Click Services, then Accounting
17
JAC Website – STMS
Information
Look for the STMS heading
18
The Statewide Travel Management System (STMS) overview provides insights into the background, implementation, and features of the system. It explains the transition process, user access, and the role of the Department of Management Services (DMS) in managing travel documents. The STMS is designed for employee travel, with a focus on efficiency, centralization, and improved reporting. Training and support are available to ensure a smooth transition for all state agencies.
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Presentation Transcript
Statewide Travel Management System (STMS) Overview Justice Administrative Commission April 2019
Statewide Travel Management System (STMS) - Background The Legislature in 2016 appropriated funds for implementing a travel system to be used by executive branch agencies and the judiciary The Department of Management Services (DMS) was given the task of procuring and implementing the STMS It has taken a few years for the STMS to be developed 2
Statewide Travel Management System (STMS) Employees Only The STMS is for employee travel only Non-employee travel will continue to be processed with the current paper travel documents 3
Statewide Travel Management System (STMS) - Background All state agencies are transitioning to the STMS during the spring of 2019 Justice Administration offices will be involved in transition activities through April and May of 2019 Training will be provided for all STMS users prior to transitioning to the STMS DMS website with STMS information: https://www.dms.myflorida.com/agency_administr ation/statewide_travel_management_system 4
Statewide Travel Management System (STMS) - Background DMS as the owner of the STMS will become the custodian of travel documents for all agencies STMS will create a trip report which will replace the travel voucher STMS will also create the authorization to incur travel expenses form and travel advance forms where needed The trip report and other travel documents created by the STMS may be printed if needed Receipts such as hotel bills, gas receipts, car rental receipts and so on, related to each trip, will be uploaded to the STMS for each trip 5
Statewide Travel Management System (STMS) - Background Access to the STMS will be provided by JAC Access is secure and will require a user name and password to login STMS users in each office will be able to view travel documents at any time to monitor the progress of a trip and determine when the reimbursement is issued to the traveler (for their office only) No batch sheets will be sent to JAC for travel recorded in the STMS Once your office has completed the final approval for a trip and attached the receipts, JAC accounting office staff will have access to the trip for final review and upload to FLAIR 6
Activities in Preparation for Transition to STMS Managers in each office will work with JAC to determine which employees will be accessing the STMS and each employee s responsibility in the STMS Offices provide to JAC the STMS users for their office and identify the profile (permissions) to be assigned to users in the STMS JAC uploads users into the STMS for each office including JAC users 7
Activities in Preparation for Transition to STMS JAC releases training calendar for STMS users to participate in STMS training April-May 2019 JAC conducts training via Go-To-Meeting sessions (webinars) JAC acts as a pilot agency for the STMS to prepare for all Justice Administration offices to transition to the STMS 8
STMS How does it work? 1. User at the local office logs in to the STMS and creates trip (travel voucher) -Travelers create their own trips or someone creates a trip on their behalf 2. STMS provides menus and drop-down selections for creating the necessary information and expense items 9
STMS How does it work? 3. The supervisor designated in the STMS to approve that traveler s trip logs into the STMS to approve the trip -The supervisor can mark a trip secure 4. Any other approvers designated by each office will log into the STMS to approve the trip -Other approvers can mark a trip secure 5. The final approver in each office will mark the trip ready for the fiscal accountant (JAC) 10
STMS How does it work? 6. JAC (fiscal accountant) will log into the STMS and review trips that have been approved for fiscal review by each office 7. JAC will review trip and receipts for accuracy 8. JAC will mark trips for upload to FLAIR 9. FLAIR will produce a STMS voucher 10. FLAIR will create the reimbursement to the traveler 11
STMS How does it work? 11. FLAIR transmits payment information back to the STMS for each trip - voucher number, warrant number and more 12. FLAIR (DFS) transmits reimbursement to employee s bank 13. JAC will provide the STMS voucher and EFT statement to each office (in regular packets mailed twice weekly) 12
STMS How does it work? 14. FLAIR reports will contain trip/travel details as they do currently Note: Trip/travel details in FLAIR will include an assigned invoice number no ability to create your own invoice number in the STMS 13
STMS Additional Information Authorization to incur travel expenses forms will be created in the STMS when needed -Conferences and conventions The trip report (reimbursement voucher) will pull from the authorization details appropriate data doesn t have to be entered twice Authorization to incur travel expenses forms are only required for conferences and conventions, but may be utilized for all trips determined by each office 14
STMS Additional Information Travel advances will be created in the STMS The STMS will deduct the travel advance from the trip to determine the amount due to the traveler The STMS will store all travel records (trip forms and receipts) for the period of time required by law to store records (DMS determines) The Go Live date for offices to begin using the STMS is expected to be sometime in May 2019 the exact date is not known at this time; JAC will advise all offices as soon as the date is identified 15
STMS Additional Information Travel forms and records will available to users with access to the STMS at any time (based on security limitations) Trip reports may be marked secure by an agency approver each office will determine which trips to mark secure (not JAC) Data from secured trips will not be included in the travel report data on the DMS website https://www.dms.myflorida.com/agency_administration/state wide_travel_management_system/search_state_travel DMS will control the release of travel documents to the public; but will coordinate the release of secured trips with JAC 16
JAC Website STMS Information JAC will be providing information related to the STMS on the JAC website https://www.justiceadmin.org/home.aspx Click Services, then Accounting 17
JAC Website STMS Information Look for the STMS heading 18
