New Travel and Payment Card Office team
To support Vanderbilt’s new travel policy, a new team has been established in Finance. The new Travel and Payment Card Office team brings decades of expertise combined with fresh ideas. The office is on the ninth floor of the Baker Building.
The team consists of:
Jeremy Williams: Director of Travel and Payment Cards
Denise Battles: Systems Analyst and Auditor
Jane Hershey: Polk Travel Specialist
Deb Jamerson: Senior Payment Cards Administrator and Expense Consultant
Sabrina Kronk: Program Manager
Sarah Lidstone: Expense Reporting Manager
KC Stillions: Systems Analyst and Auditor
Cathy Williams: Payment Cards Administrator and Expense Consultant
Polk CTM to handle Vanderbilt employee travel needs
Vanderbilt’s new travel agency is Polk CTM, and their dedicated professionals will help employees with their travel needs by providing personalized support via phone or email. Beginning in July, all Vanderbilt employees must use Polk CTM to book business travel. Employees may book directly with an agent or through the online Concur tool. Polk CTM is fully integrated with the Concur travel and expense tool, providing traveling employees with excellent, easy-to-use technology tools.
Visit the Polk website to learn more.
Learn more about the new system:
New travel booking / expense tool makes reimbursements fast, easy
The new Concur Travel and Expense tool provides a one-stop online tool for travel booking and business expense reimbursement.Employees can view all options, including Internet fares, when making travel plans. The Concur tool provides employees with a list of all travel plans and expenses. Some vendors provide e-receipts that can be downloaded directly into Concur, simplifying expense reporting. Employees will receive direct-deposited reimbursements within days of submitting an expense report. Beginning in July, all employees must use the Concur tool to book business travel and submit requests for reimbursement of business-related travel expenses.
Travel reimbursements to students, vendors and visitors will continue to be processed by the Disbursements office unless they are booked by Polk in Concur.
Changes in employee prepayments and reimbursements
Disbursements will process employee prepayments, including cash advances, super saver, hotel deposits, and registration forms until the Concur go live date (TBD). One month after the go live date, employee travel reimbursements, including local mileage and expense reports, will no longer be processed by Disbursements. As of the go live date, Concur should be used to request reimbursements for travel prepayments for all Vanderbilt employees.
Exception: Employees using GAR accounts with a balance must submit travel expense reports linked to that balance through Disbursements until the account is closed.