T&E Audit Workflow Tool Quality & Client Satisfaction 11/25/2017 T&E Audit Workflow Tool Training materials for business users Copyright © 2009 Accenture All Rights Reserved.

Expense Auditing Process The enhanced audit process commenced in April 1, 2014 for the US and Canada, followed by the rest of the organization shortly thereafter. This means that all types of expense reports submitted in Concur are now subject to selection for audit by the Accenture Expense Auditors Team. The selection population includes all approved expense reports (versus pre-approval by the direct supervisor as before). If any errors, missing documentation or non-compliance with the Business Expense Reporting Policy,  Purchasing Cards Policy,  Central Travel Account Card Policy or any other Company policy is noted, you will receive an email from the  Expense Auditors Team and depending on the item , you may be required to either respond or perform an action in a timely manner.   Copyright © 2014 Accenture All Rights Reserved.

Introduction Copyright © 2014 Accenture All Rights Reserved.

POC – Point Of Contact (refers to the BHI Employee) INTRODUCTION The T&E Audit Workflow Tool is a solution which will be used for T&E audit purposes. You will use the T&E Audit Workflow Tool for the resolution and clarification of all issues and queries around T&E Expense Reports coming from the Baker Hughes Expense Audit Team. The purpose of this document is to walk you through all of the T&E Audit Workflow Tool functionalities. During the walkthrough, the following abbreviations will be used: URN – Unique Reference Number (this is the unique number which will be assigned to every T&E Report) POC – Point Of Contact (refers to the BHI Employee) Copyright © 2014 Accenture All Rights Reserved.

INTRODUCTION General usage guidelines for use of the T&E Audit Workflow Tool The T&E Audit Workflow Tool is a WEB based application and there are a couple of principles as to its usage: Avoid using the browser functions BACK and FORWARD, instead, when you need to change the page, use the navigation tabs in the application itself. * The T&E Audit Workflow Tool supports the following browsers: Adobe requirements: in order to open the documents in T&E Audit Workflow Tool you will need to have at least version 9.0 installed. * Safari browser is supported only for mobile devices (iPhone, iPad) Copyright © 2014 Accenture All Rights Reserved.

Employee Process Steps Copyright © 2014 Accenture All Rights Reserved.

Step 1 – Accessing T&E Audit Workflow Tool via Email Notification Your first contact with the T&E Audit Workflow Tool will be triggered via e-mail notification, which is generated and sent to your email address when the Expense Auditors Team identifies an issue with an expense report. The email will require your action and will be routed to your case list. For frequent users, we advise you to store the link to the application in your internet browser ‘Favorites’ library. Link to T&E Audit Workflow Tool : https://documentflowmanagerus.accenture.com/DFM_BHISSO/Pages/Login.aspx 1st Notification - immediately after case assignment 1st Reminder notification - sent after ten (10) calendar days 2nd reminder - sent after ten (10) calendar days Copyright © 2014 Accenture All Rights Reserved.

Step 1 – Accessing T&E Audit Workflow Tool via Email Notification Remove ‘@accenture.com’ from the email address – Diana to confirm Clicking on the ‘Active’ link will direct you to the T&E Audit Workflow Tool document awaiting your action. Note: If you are not able to open the document using the ‘Active’ link, please advise the Expense Auditors Team (ExpenseAuditorsTeam@BakerHughes.com). A link is provided within the email (above) to direct you to the T&E Audit Workflow Tool training material if you need further guidance. Copyright © 2014 Accenture All Rights Reserved.

Step 1a – Accessing T&E Audit Workflow Tool via SSO The T&E Audit Workflow Tool is based on the ‘Single Sign On’ logic for Baker Hughes users. In other words, you do not need to maintain separate log in credentials and password to access T&E Audit Workflow Tool. Select Baker Hughes – Production and continue to Sign In. Copyright © 2014 Accenture All Rights Reserved.

Products: Automotive, Industrial, Infrastructure & Travel 11/25/2017 Step 1a – Accessing T&E Audit Workflow Tool via SSO After you have entered your log in credentials, the system will verify them and you will be redirected to the T&E Audit Workflow Tool home page. Note: whether or not you are presented with this particular screen will depend on from where you are logging in e.g. public computer or other non-Baker Hughes network. Copyright © 2014 Accenture All Rights Reserved. Copyright © 2009 Accenture All Rights Reserved.

Step 1b – Accessing T&E Audit Workflow Tool via Mobile Device You can access the T&E Audit Workflow Tool on your smartphone to respond to assigned cases (audited T&E reports). Note: The Tool is supported on devices with IOS, Android and Windows mobile operating systems There is no mobile app; the mobile adjusted screens appear automatically once you click on the URL link from your smartphone or tablet. Please note that the T&E Audit Workflow Tool mobile device does not support the search functionality. Copyright © 2014 Accenture All Rights Reserved.

Step 1b – Accessing T&E Audit Workflow Tool via Mobile Device T&E Audit Workflow Tool home page screen PC vs. mobile view Mobile view The following home screen is visible when you access via your mobile device: PC view Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case After successful login, the following view will be displayed: A grid, with the list of T&E reports awaiting your action, is presented. Additional features are accessible on the tabs. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Clicking on the URN number in your POC case list will direct you to a detailed document view. The same view is available via Active link from the Email notification. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Detailed Document view – Additional Fields In this section, you will find various information related to the audit report e.g. audit status, no of failed line item, as well as a link to any policies which have been violated. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Detailed Document view – Line Information Right below the Additional Field section, you will find the ‘Line Information’ which will help you identify the specific audit finding(s) which will be marked as ‘FAIL’. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Detailed Document view – New Comment & Comment History In the field ‘New Comment’ you can provide additional feedback, questions and confirmation that the audit finding has been actioned. The ‘Comments History’ window is where the history of all of the workflow information is stored. You can see the entire report review / history and comments from the auditor. Each time the document is updated, a new history record gets created with the following information: Who – the person who performed the action [e.g. Jenny.arano_AP] When – the date/time on which the action was made [e.g. 8/6/2015 11:21:09 AM ] Why – the reason why this particular report was assigned to the BHI user [e.g. Action Required from Employee] What – the details of the auditors comments/message, if applicable Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Detailed Document view – Revisions History The History tab displays the document revision history. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Review Case Detailed Document view - Attachments Please Note: In Attachments tab, employee can view the file uploaded by Auditor, if any. It may include audit finding with screenshot, and other related Audit Information Please Note: Employee cannot attach documents in Audit Workflow Tool. All supporting documents required to resolve the Audit Inquiry must be uploaded in expense report in Concur. Copyright © 2014 Accenture All Rights Reserved.

Step 2a – Adding Attachments in Concur Step 1. Log into Concur and click ‘Expense’. Step 2. Click ‘Report Library’ (see link found on the upper left corner of the screen). Copyright © 2014 Accenture All Rights Reserved.

Step 2b – Adding Attachments in Concur Step 3. Click ‘View’ when the screen below appears and select ‘All Reports’ from the dropdown list. Step 4. A list of your expense reports will show. Select the appropriate expense report that you need to attach the supporting document. Step 5 . Click ‘Receipts’ and select ‘Attach Receipt Images’ from the dropdown selection. Copyright © 2014 Accenture All Rights Reserved.

Step 3 – Action / Request Clarification Detailed Document view – Action Buttons & Document Header Information On the top right hand side of the screen, you can view the set of available action buttons. Once the audit finding is resolved, you can click on the ‘Submit’ button. In case you have some objections to the audit finding(s) specified, you should click on the ‘Clarification needed’ button. On this part of the screen, you can also see all of your T&E Expense Report data. Tip: If you have any doubts about the data entered here, use the T&E Audit Workflow Tool ‘Clarification needed’ button to refer back to the corresponding auditor, who will then provide further explanation. You will need to provide any necessary comments, to support your clarification. Copyright © 2014 Accenture All Rights Reserved.

Step 3a – Request Clarification The Expense Auditors Team will provide a response to you within the T&E Audit Workflow Tool. You will receive the email below with a link to view the response. Copyright © 2014 Accenture All Rights Reserved.

Step 3b - Audit Finding Closed Employee will receive below notification once the Audit Inquiry is resolved. Copyright © 2014 Accenture All Rights Reserved.

Manager / Supervisor Process Steps Copyright © 2014 Accenture All Rights Reserved.

Step 1 - Accessing the T&E Audit Workflow Tool via Email Notification Your first contact with the T&E Audit Workflow Tool will be triggered via e-mail notification, which is generated and sent to your email address when the Expense Auditors Team identifies an issue with your Direct Report’s expense report. You will be expected to ensure your Direct Report takes the necessary action to close out the audit finding(s). The email will provide you with a link to view your Direct Report’s Expense Reports. For frequent users, we advise you to store the link to the application in your internet browser ‘Favorites’ library. Link to T&E Audit Workflow Tool : https://documentflowmanagerus.accenture.com/DFM_BHISSO/Pages/Login.aspx 1st Notification - immediately after case assignment 1st Reminder notification - sent after ten (10) calendar days 2nd reminder - sent after ten (10) calendar days Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Viewing Audit Findings for Direct Reports Right below the Additional Field section, you will find the ‘Line Information’ which will help you identify the specific audit finding(s) which will be marked as ‘FAIL’. Managers and Supervisors have ‘read only’ access except for the Comments Box. Any questions or comments regarding the audit finding(s) should be added into the Comments Box for review by the Expense Auditors Team. Copyright © 2014 Accenture All Rights Reserved.

Step 3 – Escalation Process: 1st and 2nd Follow Up 1st Follow Up: Sent to Employee and N+1 Manager N+1 Manager will request Employee to take action to close the audit finding(s). 2nd Follow Up: Sent to N+2 Manager N+2 Manager will request Employee to take action to close the audit finding(s). Copyright © 2014 Accenture All Rights Reserved.

Step 4 – Select Search Type T&E Audit Workflow Tool Document Search – Simple Search There are certain searches, defined under the ‘Search’ tab of the Tool which can help you identify open audit findings for your Direct Reports. You can search and view an Expense Report with open audit findings in the T&E Workflow Tool, using any of the available search input parameters which have been predefined, or customized, for you. Retrieval Restriction: Please note that various user profiles have been assigned with different access restrictions. By default, regular business users will be able to search for their reports and the reports of their direct reports. Copyright © 2014 Accenture All Rights Reserved.

Step 4 – Select Search Type T&E Workflow Tool Document Search – Advanced Search In addition to the simple searches, there is also the possibility to run more sophisticated search queries under the Advanced Search tab. Retrieval Restriction: Please note that various user profiles have been assigned with different document access restrictions. By default, regular business users will be able to search for their reports and the reports of their direct reports. Copyright © 2014 Accenture All Rights Reserved.

Step 2 – Complete Input Parameters T&E Audit Workflow Tool Document Search - Query Output After filling in the input parameters for a particular search, click the ‘Submit Query’ button. When clicking on the URN link – you can see the DETAILED page of the case in “Read Only” mode for image and data / history review. The search result is available for download in Excel format via ‘Export Result to Excel’ option. Copyright © 2014 Accenture All Rights Reserved.

Additional Functionality Copyright © 2014 Accenture All Rights Reserved.

Using the T&E Audit Workflow Tool - Settings User Interface Settings In the General settings section, you can update how many items per page you would like to see and your regional settings. Note: there are other settings displayed, however, these are not applicable for BHI. Copyright © 2014 Accenture All Rights Reserved.

Using the T&E Audit Workflow Tool - Help Section The Help Section contains the links to all of the T&E related policies, including training materials: Copyright © 2014 Accenture All Rights Reserved.