Internet Expenses (iExpenses) Bernadette Gavagan Financial Services Division June 2016
iExpenses Agenda Overview of TCD system iExpenses Overview Policies, Schedules, Additional Data Accounts Payable Audits iExpenses Standard Approvals iExpenses Standard Process iExpenses Process Screenshots Benefits and Statistics
iExpenses Overview of TCD system Oracle E-Business Suite, Release 12, October 2013 Enterprise Resource Planning (ERP) system Module roll out Payables, Receivables, General Ledger, Projects & Grants iProcurement phased approach iExpenses “big bang” (Nov ’14) Projects Reporting iExpenses Payables General Ledger
iExpenses iExpenses Overview TCD Employee expenses Default settings / check approver Enter expenses on behalf of another Access Authorisations Oracle workflow routes expenses for approval TCD iExpenses Oracle responsibility e.g. TCD iExpenses Physics Personal Preferences Define GL / Project account allocations Vacation Rules
iExpenses Policies, Schedules, Additional Data Expense policy guidelines http://www.tcd.ie/financial-services/acpayable/ Research, Training and Conference Travel Scheme Check balance before creating expense report Update approval to HOS or Delegate to HOS Rate schedules calculate claimable expense values Mileage / Per diem Foreign exchange rates updated weekly Additional Data Capture Listing number of, and the attendees for a hospitality claim Mileage – Location to and from
iExpenses Financial Services Division Audits % Random selection Amount threshold Receipt dates Expense policies Back up documentation Standardised audit responses
iExpenses iExpenses Standard Approvals An approver is linked to cost centre (s) and signing limits A claimant cannot approve their own expenses Except where prepared on their behalf which then workflow to their approver A claimant can update their approver and their default approver will be notified by workflow email A preparer cannot approve an expense report they have prepared An approver cannot make changes to an expense report
iExpenses iExpenses Standard Process Create Expense Report Submit Expense Report Approval AP Audit AP Payment Send Receipts to AP AP Record Receipts Expense Report Template - Default information Select required Expense Type Enter required information Attach scanned receipts/back-up Submit Expense Report for approval Save Expense Report as WIP Expense Report can be withdrawn Original receipts to Accounts Payable -Include submission sheet with unique ER number Approver reviews and either: Approves Delegates Requests more information Rejects Additional Accounts Payable approval or audit before processing for payment AP audit on scanned documentation AP record original receipts “as received” on Oracle Fully approved Expense Reports exported to Accounts Payable Expense Report Invoices created Weekly payment
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots I declare I am adhering to College policies and all expenses included in this claim are wholly necessary and exclusively for the business of TCD
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses iExpenses Process Screenshots
iExpenses Benefits and Statistics Benefits Streamline expense processing Preparation time reduced Approval workflows automatic Claims available for tracking Reduce costs Original documentation held centrally in FSD Scans available on system Better controls Enforced policies Auditing tools Improved payment time Claims approved quicker Worldwide access Statistics @ 30th May 2016 3,170 iExpenses users 12,709 Expense claims processed since go-live November 2014 100% of all expense claims, approved by Tuesday, are paid by Thursday each week
and Thank You