Efficient and painless online system for processing travel reimbursement requests

Government:

City of West Sacramento

Category:

Process Improvement

Budget:

Budget Exists

Procurement Method:

Other
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Application Period:

October 16, 2019 - November 20, 2019

Q&A Period:

October 16, 2019 - November 5, 2019

Challenge

The City of West Sacramento is seeking a efficient, streamlined solution to simplify its internal travel reimbursement process for our City staff.

Background

 The City currently uses an antiquated intranet-based travel reimbursement system that was developed many years ago, and has since undergone multiple patches and partial upgrades.    This system is so cumbersome that many staff eschew business travel altogether simply to avoid having to deal with the travel reimbursement system.    Key challenges with the current system include a difficult-to-navigate user interface; a convoluted review process that features redundant supervisor approvals; non input-responsive input boxes that require users to navigate irrelevant screens even for simple requests; and multiple review process failure nodes that make it virtually impossible to get a travel reimbursement completed without delay and gut-wrenching frustration. 

Requirements & Outcome

 
The City seeks an updated travel reimbursement platform that will allow staff to conveniently process requests for travel reimbursements, while maintaining the City’s ability to properly regulate employees’ business travel and meet all applicable accounting standards.   The product should include the following key features: 
 
·       Secure online access from computers or mobile devices 
·       Single sign-on functionality 
·       Intuitive user interface 
·       Input-responsive forms that only require users to fill out relevant information 
·       A help feature 
·       Ability to integrate with ONE Solution, the City’s accounting software 
·       Ability to upload and label attachments (e.g. photos of receipts) 
·       Automatic escalation of action reminders 
·       Reporting functionality