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Chetan Manjarekar

chetan.manjarekar@patni.com

Internet Expenses Key to speedy processing

Atlanta OAUG

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Agenda Business Objectives

UnOptimized Process Characteristics

Objectives Focus

Requirements for speedy processing

Internet Expenses Overview

Objectives Focus

As is process To Be process

Challenges

Best Practices

Process comparison

Questions

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Business Objectives

Establish centralized Travel & Expense Management Function

Reduce expense processing time and transaction costs Establish and Enforce Company wide policies

Eliminate manual process and increase productivity

Automate and Simplify Expense Report submission, approval and tracking

Enhance reporting

Enable alerts and notifications

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Unoptimized process characteristics

Delayed processing and approval

Policies not enforced

No visibility of Expense Reports status

No tracking of Expense Reports

Extensively manual process ER generation, Matching, Accounting

Error prone - Difficult to reconcile

Corporate Pay not a suitable policy for such a system

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Requirements for speedy processing

User Friendly system that encourages employees to report on time.

ER Templates, Copy feature, re-usability productivity enabling features

Credit Card integration to ease Expense Report filling and submission

Support for Rules and Policies approval becomes easy

Online checks for violations at data entry reduces rework, shortens cycle time

Simplified and workflow driven approval mechanism

Notifications to concerned employees and approvers

Automatic updates on employee information

Online ER tracking and status availability

Payables integration

Integration with payroll

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Internet Expenses Overview

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Internet Expenses Features Paperless expense reporting with workflow based approval process Key to speedy processing

Automatically enforced business policies - support staff can focus on more value added activities

Enforce itemization for certain expense types using Itemization Rules Reminder and Policy Violation Notifications

Authorized delegation Entry as well as Approval

Context sensitive configurable fields for capturing additional information

Integration Oracle Payables, Projects, Time & Labor, Grants Accounting

Highly secure transaction environment SSL, access limits, encryption AME Enhancements

Contingent worker expense reports

Approver can request information w/o rejection

Future dated expense business rules

Cash usage (versus credit card) policies

Personal Lines only expense reports

Automatically itemize hotel charges

DBI includes T&E top spenders

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Inter-modular integration Integrating with Oracle Projects

Add project-related information

Expenditure Type - derived from the Expense Type Projects Expenditure Organization - derived from the employees organization assignment

Expenditure Date from receipt date.

Quantity from receipt amount.

Oracle Approvals Management (AME)

Build routing and approval rules

Establish rules based on header or lines information.

Automatically route expense approvals to cost center owners, cost center business managers etc.

Control the escalation of expense reports for policy violations.

Oracle Grants Accounting Grants management solution for organizations that rely on grants funding

Introduces an Award field in Internet Expenses.

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Meet Key Objectives

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Objectives Focus

Lower Your Expense Processing Costs

Business pressures on Margin Improvement Process all expenses fast, at lower costs by using automation

Improve Control

Avoid illegitimate expenses payments Enforce common travel policy to reduce T&E spend

Enhance Employee Productivity & Satisfaction

Bring in a process that is quick, easy, and hassle-free

Improve employee productivity

Encourage reporting

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Lower Your Expense Processing Costs

Improve Control

Enhance Employee Productivity & Satisfaction

Internet Expense Objectives

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Lower Cost

Dramatically reduce the amount of time and effort required to submit,

approve, process, and pay expense reports.

Employees can enter and submit expense reports quickly and easily from

anywhere in the world just using a Browser.

Workflow automatically routes expense reports for approval.

Frees accounts payable staff from data entry and moves them into an auditing

role where they can monitor compliance with policy.

Eliminate rework and correction of errors

Exceptions and adjustments are processed automatically.

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Lower Your Expense Processing Costs

Improve Control

Enhance Employee Productivity & Satisfaction

Internet Expense Objectives

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Rules to Define Corporate Policies

Meal allowances

Hotel allowances

Per Diem Rules

Mileage Reimbursement Calculation Rules

Exchange Rate Verification

Maximum Cash Expense rule

Enforce Compliance

Timeliness

Policy Setup Business Owner

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iExpense Credit Card usage policy

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iExpense Configure Expense Fields

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Policy Violations Management

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Policy Violations Management

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Enforce Transaction Submission

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Audit Features Oracle Workflow routes expense reports for approval and enforces company policy, and any

deviations from policy are highlighted for manager review.

Expenses and violations reports provide top management a multi-dimensional view of employeeexpenses.

Decision makers use information in forming new policies or evaluating employees.

Dimensions: management hierarchy, expense category, time period, violation types.

Drill down to the details of expense receipts and expense policy violations.

Paperless audit process flow.

Automatic selection of expense reports for both audit flows, so the auditors do not review 100% ofall expense reports.

Process owner can setup rules that control what type of expense reports are selected for audit.

Audit rules enable automatically routing selected expense reports either to the traditionalreceipt-based audit process or to an online audit queue.

System then balances the work queue between the auditors based on setup definition.

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Lower Your Expense Processing Costs

Improve Control

Enhance Employee Productivity & Satisfaction

Internet Expense Objectives

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Productivity improving features

Easy to use process means faster entry of Expense Reports

Online policy violation checks reduce rework & iterations

Faster processing means faster payments

Create, edit, and submit expense reports using a wireless Web-enabled mobile device

Managers can even approve or reject expense reports from their mobile devices.

Automatically pre-populate expense reports with transactions from your corporate credit card -

increase efficiency, reduce errors

System-provided and user-defined default values speed up the completion of the expense report.

Copy saved or submitted expense reports to expedite the entry process for repeating expenses

Withdraw expense reports from the approvals process if they need to make corrections.

Default expense preferences data from prior expense reports. Enter expenses offline using Excel Template and upload later.

Excel Template includes all validations for lookups like expense type, currency codes etc

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iExpense Home One screen view

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Add CC transactions

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Review & Submit Expense Report

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Implementation Overview

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As is ProcessEmployee downloads

Expenses Reporttemplate from Quick

Expenses system

Employee fills the form

submits forSupervisor's approvalwith original Receipts

Supervisor approves

the Expenses ReportSends the approved

report to AP

AP Manager

approvesExpenses Report

in legacy system

Enter ExpensesReport into

Legacy system

Import approved Expenses

Reports as Standard Invoices inOracle Accounts Payable

Validate the

Invoices

Approve

Invoices

Travel Accountant

verifies the approvedexpenses report with

Company Travel Policy

YesIs

Expense Report

in order ?

Travel Accountant

clarifies the issueswith the Employee

No

Employee/Travel

Accountant makesnecessary changes

to the Expenses

Report

Payment to /Refund from

Employee

Apply

prepayment ifany

End

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To Be Process

Credit CardTransactions

Employee entersexpense report forOPE and Credit

Card Transactions

System finds

approver

Approververifies report.

and takesaction

Approved

Rejected/More Info

AP executesExpense Report

Import

AP Managerapplies

prepayment

Approved Traveladvance request in

Form 801

AP Managerprocesses

prepayment inOracle AP

AP performsInvoice Validation

AP Manager runsPayment batch to

clear expensereports

AP audits and

takes actionMore Inforequired

AP runs CreditCard Invoice

Interface program

Expense ReportInvoice is Created

T&E, travelpremium,

excess perdiem data

extract

OutboundInterface

Approved/

Adjusted

Employee makesan expense

Approverhas signing

limit?

Yes

No

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Implementation Challenges Employee data had to be cleaned and synchronized with PeopleSoft master as part of this

implementation.

Controls it is all in the setup

Signing limit updates in case of shared HRMS

Supervisor Changes modifying supervisor assignment for an employee whose DoJ is earlier than that

of new supervisor

Reimbursement through PeopleSoft Payroll required Interface to be developed

Custom solution to split the allowance amounts into taxable and non-taxable buckets based on

location.

Cancellation of invoices having AMEX corporate pay credit card transactions wouldnt release those

credit card transactions to be used in new expense reports.

Custom reports were developed to identify such transactions and help reconciliation process. For security reasons Employee number display on various Internet Expenses screen had to be removed

Approval hierarchy modifications

Attachments

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Best Practices Custom solution developed to reconcile cc charges, travel advances and employee

payment

Accurate and updated employee information maintained

Reusable code components were deployed for loading employee data into Oracle HR.

Mapping model developed for mapping between AMEX transactions folio type and MIC

codes

Execution of payments accelerated as well to complete the cycle quickly

Extensive QA Dedicated teams for QA only

Multiple CRPs

Intense UAT Use Individual Pay Policy

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Process Comparison

Employees can track and find up to date status

online

AP bogged down with calls requesting status of

expense reports

Individual Pay program brings in efficiency and

timely reporting allowing greater control

Corporate Pay program increases Corporate

responsibility and diminished control over the

entire process.

Totally automated approval process supporting

vacation handling and delegation

Approval process manual and paper based

Policies defined at the system level get enforced

automatically reducing substantial manual

effort and errors.

Manual and error prone process to check for policy

violations poses financial burden in terms of

administrative costs and unauthorized

reimbursements.

Automated policy verification, approval and

payment turnaround time reduces to 3 days.

Turnaround time for a typical expense report t

around 15 days

User friendly web based system available to every

employee, accessible from anywhere

Paper based system involving lot of manual

efforts, errors and delays.

Post ImplementationPre Implementation

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Questions

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THANK YOU

Chetan Manjarekar

Patni Computer Systems, Inc.

One Broadway

Cambridge, MA 02142

617 - 914 - 8000

chetan.manjarekar@patni.com