1. Internet Expenses (iExpenses)
Bernadette Gavagan
Financial Services Division
June 2016

2. 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

3. 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

4. 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

5. iExpenses Policies, Schedules, Additional Data
Expense policy guidelines
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

6. iExpenses Financial Services Division Audits % Random selection
Amount threshold
Receipt dates
Expense policies
Back up documentation
Standardised audit responses

7. 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
A preparer cannot approve an expense report they have prepared
An approver cannot make changes to an expense report

8. 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Expense Report can be withdrawn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

9. iExpenses
iExpenses Process Screenshots

10. 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

11. iExpenses
iExpenses Process Screenshots

12. iExpenses
iExpenses Process Screenshots

13. iExpenses
iExpenses Process Screenshots

14. iExpenses
iExpenses Process Screenshots

15. iExpenses
iExpenses Process Screenshots

16. iExpenses
iExpenses Process Screenshots

17. iExpenses
iExpenses Process Screenshots

18. iExpenses
iExpenses Process Screenshots

19. iExpenses
iExpenses Process Screenshots

20. 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
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

21. and Thank You