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Electronic MyExpenses tool will reduce paper use by 650,000 sheets per year

 

Electronic MyExpenses tool will reduce paper use by 650,000 sheets per year

The new electronic MyExpenses tool coming this fall will reduce bureaucracy and waste, eliminating the need to handle some 650,000 pieces of paper each year.

Procurement Contracting and Payment Services (PCPS) currently processes about 17,000 expense reimbursements and 175,000 annual PCard transactions a year, plus monthly PCard statements and vendor registrations for state employees. With MyExpenses, most paper processes are eliminated.

The current approval process requires paper forms to pass through multiple hands before they reach PCPS, where staff must hand-enter invoices into MAP. Only then is the request for a check generated.

With MyExpenses, you’ll be able to take photos of your receipts and upload them to the system. Per diems and mileage rates will be built in, so you’ll no longer have to calculate those. You’ll also still be able to delegate your reconciliations to your administrative assistant, EBO (Expert Business Office) or anyone else you choose. The forms will be automatically routed to the right people for approval.

The first groups to pilot this new tool this summer are Statler College of Mineral and Engineering Resources, Eberly College of Arts and Sciences, and central units that fall under the Administrative Units Shared Service Center. The tool should be available to all WVU employees sometime this fall.