FY17 Controller Call Series

FY17 Controller Call Series
The presentation will begin momentarily August 2017

Unit Controller Calls – August 8 & 10
Safety Moment (Jill Helms) AR Collections (Brad Hamman) PwC Year-End Site Audits (Yvonne Daloise) Monthly Close Calendar (Wendy Cano & Corinne Szabo) Questions Unit Controller Calls – August 8 & 10 Unit Controller Call August 2017

Safety Moment: Dehydration

Dehydration ` Dehydration occurs when you lose more fluids than you are taking in. Your body is operating with less water than needed for normal body functions. HOW TO PREVENT DEHYDRATION: Drink a lot of fluids, especially on hot, dry and windy days. Drink, even if you are not thirsty. By the time you feel thirsty, you could already be starting to get dehydrated. Drink fluids before and after exercising. Drink fluids early and often when you are active ounces for every minutes of activity are recommended. If taking medication or over-the-counter supplements, check to see if there are any effects on fluid retention. When outside in hot weather, wear loose-fitting clothes and a hat. These will keep the body cooler and help the body lose less fluid through sweating. Avoid drinking beverages with alcohol and caffeine, as these can contribute to dehydration. Safety Moment

Credit & Collections Spring 2017
Confidential and proprietary to Sodexo. Do not share or post without proper consent.

Credit & Collections AT-A-GLANCE
Why focus on Collections? Monitoring and collecting AR helps to improve the Quality of Life for our operators by identifying and resolving issues timely – plus it just makes good business sense You work too hard to do it for nothing! You earned it, go get it. Timely AR collections demonstrates responsible oversight for Cash Flow from all levels of management – and is a key measure of Sodexo’s financial effectiveness and success Improve cash flow = Improve Days Sales Outstanding (DSO) Operating Profit and Accounts Receivable are performance measures for everyone in the Annual Incentive Plan. Credit & Collections is part of SIMPLIFY – a campaign that highlights initiatives that improve your Quality of Life at work. Timeline June Review and Prioritize Collections (from largest to smallest invoice) Document plans in E=Business Review Perform Timely Follow Up July Review and Prioritize Collections Document plans in E=Business Review Perform Timely Follow Up August 2017 Review and Prioritize Collections Document plans in E=Business Review Perform Timely Follow Up Bank It By FYE 8/31/2017 New Standard for Managing Receivables Training and Resources We want to hear from you! Have a question or comment on Collections? Please send an to or call Option 2, Option 2. Review your Open Accounts Receivable at the AR Dashboard Document AR action plans in E=Business Review Review Collection Tips and FAQs Visit the Collection Tips page on Sodexo Net (keyword: Collection Tips)

Plan Do Check Act Collections Process Plan Do Act Check
Evaluate Your Open Accounts Receivable at the AR Dashboard Prioritize Collection Efforts from Largest to Smallest Determine Root Causes Identify Potential Solutions Do Strategize with team members Determine roles Develop and implement action plan Plan Do Check Act Act Identify Red flags…see something, say something Timely follow-up is key Reach out for help if needed Check Measure progress Ensure payment was received as committed (timely follow up is critical) Identify lessons learned

SHARE - WE WANT TO HEAR FROM YOU
Technical issues: Help Desk and follow the prompts to E=Vision dashboard Functional Issues: Help Desk and follow the prompts to E=Vision dashboard or contact the E=Vision Reporting team at: Additional Questions: Please send an to or call Option 2, Option 2.

FY17 Year-End Site Audit Inventory & Unit Fund / Petty Cash Preparation
(Yvonne Daloise – SR Analyst FSS Financial Accounting & Compliance)

OVERVIEW On Thursday, August 31st Pricewaterhouse Coopers (PwC) will conduct a combination of announced and unannounced audits. Year-end, on-site audits will include a review of: Inventory: the process for Sodexo-owned and client- owned/Sodexo managed Inventory accounts Petty Cash/Change Fund reconciliation to the total on the Balance Sheet. DMs and/or Finance team members will be on-site to support those units chosen for the on-site audits on August 31st. The Auditor will present a business card and/or photo ID upon arrival. Please call the Audit Command Center at to confirm prior to start of the audit PwC will be performing additional “desk audits,” where auditors will NOT be on-site, but will perform a review of the inventory support remotely. FY17 Unit Audit Preparation

INVENTORY – AREAS OF FOCUS
Audit covers Inventory included on Sodexo balance sheet Sodexo Owned or Client Owned / Sodexo Managed Refer to E=Vision on the NorAm Financials tab, in the “NorAm Key Metrics Inventory” box to see if you have a “Total Inventory” balance Ownership is also indicated on the Contract Summary Document (CBBLR-006) Tour of facilities: Auditors will ask for a blank copy of inventory count sheets. They will tour the facility and note any damaged or spoiled inventory, organization of inventory, receiving activity, and overall organization of the inventory count. Observation aspects of audit: Auditors will observe physical inventory count performed by counter and writer. Segregation of duties note: count team members should not be involved in data entry work for inventory extensions or Inventory summary report. FY17 Unit Audit Preparation

INVENTORY – AREAS OF FOCUS
Verification and reconciliation aspects of audit: Auditors will select and recount a sample of items to check counter/writer’s work. They will reconcile inventory item prices used in the inventory extension calculation for reporting final inventory values to The Market Connection (TMC) pricing for in system vendors or the most current vendor invoices for out of system vendors. Keep separate copies of those invoices on hand & easily accessible for the auditor to review. Auditors will reconcile completed manual count sheets to the inventory extension report from TMC/UFS/Excel. (After August 31st as the inventory extensions are sent to the auditors) They will reconcile the inventory extension reports to the UFS Summary Report (must be reviewed/signed by management). (After August 31st as the inventory extensions are sent to the auditors) Review AF Topic Inventory Control for further information Key Points are summarized in the Appendix on slides 13 and 14 FY17 Unit Audit Preparation

UNIT FUND / PETTY CASH – AREAS OF FOCUS
The Auditor will ask to be taken to the Cash counting room (location of Safe) and request the Manager to open the safe and pull all drawers, petty cash funds, change funds, vending change funds etc. from the safe. Ensure your Petty cash/Cash Fund is locked in the safe and in a locked room Ensure the room is organized and free of clutter Ensure the safe is not on “Day Lock” The Auditor will then count the funds and reconcile them back to the Balance Sheet totals. Note: The unit manager should be present during the entire time when this is going on. If the cashier drawers are out in the operation, the manager should show documentation of pre-shift count (cashier diary or log signed by cashier attesting to bank count). The Unit Manager should be able to explain any discrepancies if they exist and have documentation on hand for the auditors for any funds in transit (i.e. petty cash log transmitted for reimbursement, cash paid out receipts, etc.) Review AF Topic Unit Cash Fund-Petty Cash & AF Topic Unit Change Fund FY17 Unit Audit Preparation

NEXT STEPS PwC has notified Sodexo of the cost centers for the announced on-site audits. Those sites should have been notified by their Segment Representatives. There will also be unannounced on-site audits. Segment Internal Control Representatives will coordinate a conference call for affected GMs, DMs, Finance. This conference call will take place prior to the audit. PwC auditors will be given a letter of introduction and instructions to have the unit manager contact their DM and the Command Center immediately. Where to go from here… DMs should encourage all unit managers to attend one of the SME calls in August (August 15th, 22nd, 29th) Encourage your teams to fully utilize the help resources Verify that your team has completed the appropriate on-line training courses DMs should plan to be on site on 8/31 if one of your units are chosen FY17 Unit Audit Preparation

Audit Support Center (screen shot)
FY17 Unit Audit Preparation

Finance Reference Library (screen shot)
FY17 Unit Audit Preparation

SUPPORT RESOURCES Year End Audit Support Center on SodexoNet – Review the information posted “Ask the SME” Audit Preparation Conference Calls – Please Join Conference Line: , Conference Code: Dates: Tuesday, August 15th 11:00am – 11:30am EST Tuesday, August 22nd 4:00pm – 4:30pm EST Tuesday, August 29th 11:00am – 11:30am EST Year-End Audit Command Center Open Tuesday, August 29th – Tuesday, September 5th Is a support resource to define/defend and to answer questions prior, during, and after the on-site audits Command Center toll free number: Contact your I2C Segment Representative (see list on next page) FY17 Unit Audit Preparation

INTERNAL CONTROL SEGMENT REPRESENTATIVES
Corporate Services & Sports & Leisure Debbie Marin Universities & Schools Pam Spinder Hospitals Misty Naumann Seniors Janice Sanford Canada Srinivasan Sridhar x303 Government Jennifer Graesser Integrated Internal Control Department (I2C) Greg Steele Chad Mayerhofer Yvonne D’Aloise FY17 Unit Audit Preparation

QUESTIONS FY17 Unit Audit Preparation

APPENDIX FY17 Unit Audit Preparation

INVENTORY – KEY POINTS FROM AF TOPIC 832-01
Physical inventory count – MUST be taken on Thursday, August 31st: Ensure 2 employees or managers are scheduled to take count on this date Ensure that ALL inventory is counted in accordance to AF Topic Inventory Control on SodexoNet. This includes items in the kitchen, storage, refrigerators and receiving areas. Reinforce Inventory training with counter and writer on proper counting methods (shelf to sheet, top to bottom, left to right) and required “Do Count”–“Don’t Count” lists by inventory location. Verify Counter and Writer sign and date manual count sheets upon completion of count (must sign first page and/or end of each section on the Market Connection inventory sheets) It’s a good practice to sign all pages Segregation of duties in the inventory process Ensure employees or management are trained and scheduled: Counter and Writer (2 employees) Data Entry person to enter final counts into inventory tool (cannot be counter/writer) Data Entry person to enter inventory extension dollar values into UFS Inventory summary report or Hub Accounting document Manager to review UFS inventory summary report and reconcile it to the final inventory extension total report. Must sign/date and keep on file. FY17 Unit Audit Preparation

INVENTORY – KEY POINTS FROM AF TOPIC 832-01
Update inventory item prices used in the extension calculation for final inventory values. Facility units will need to update prices in the entire inventory tool (if not using TMC). Food units will need to update prices in the inventory tool used for non-TMC ordered items (i.e.. Bread, Dairy, Produce). Updates must reflect the most current vendor invoice pricing (invoices from August or most current). Period/Month End Inventory Packet Retention Guidelines Ensure Period/Month end inventory packet contains the following: Physical count sheets signed/dated by counter and writer Inventory extension reports that tie out to UFS Inventory Summary (Reports will be held electronically for TMC inventory tool users) UFS Inventory Summary report signed/dated by Unit Manager UFS successful transmission printout Keep Period/Month-end packet on file in unit or in archive for two (2) years per AF Topic 832-01 FY17 Unit Audit Preparation

UNIT FUND / PETTY CASH – KEY POINTS
Review current Balance Sheet Report for Petty Cash balance Unit Manager should review the Key Balance Sheet Report BPR-013 (Unit Fund balance for prior period) and then reconcile the Unit fund/Petty Cash amounts on hand in the unit to the Key Balance Sheet amount. If there is a discrepancy between the balance sheet and funds on hand, the Unit Manager must contact the banking department and their DM to document the loss/shortage or overage and ensure the proper amount is recorded on the balance sheet prior to year end. Ensure Petty Cash/Change fund is replenished to date The Unit Manager should ensure their petty cash fund is replenished prior to the year end audit. If the fund is not replenished, then the Unit Manager should ensure all documentation of funds in transit are in proper order: Cashier log/diary documenting pre-shift count of drawers Petty Cash log transmitted for reimbursement Cash paid out receipts for emergency purchased items FY17 Unit Audit Preparation

Monthly Calendar Conversion Project UFS Change Impact
August 2017

Monthly Calendar - AUGUST
UFS Key Dates AUG 11 Eight day week AUG 12 MCC GO LIVE AUG 31 PD 12 CLOSE SEPT 1 PD 1 WEEK 1 1 One-time – 8 day week Friday financial cut off ACTION REQUIRED (Thursday CCs) UFS updates installed in all UFS versions All segments aligned with Friday financial cut off Last day of PD 12 Inventory one-day window Stub week 8/26 – 8/31 First time BD+1 close deadline Month end transmission deadline 11:45 pm (EDT) Stub week 9/1 First week of PD 1

UFS Alignment of Financial Week
WHAT Friday, August 11 activity must be included in week ending August 11 transmission All UFS modules (revenue & expenses) will accept eight days of financial activity Cash Management Report updated to reflect eight days of activity in w/e August 11 (one-time allowance) WHO All business lines with Thursday financial cut off day Action Required - Thursday financial cut off cost centers include Friday, August 11 activity in UFS w/e 8/11 transmission After w/e 8/11, financial week will always be Saturday – Friday for all business segments and versions of UFS. The financial accounting period will end on the last day of the month WHEN Friday, August 4 – Friday, August 11 (Week ending August 11) Transmission deadline remains unchanged – Monday, August 14 – 11:45 pm, ET

UFS Updates Installed August 12
All versions aligned with Friday financial cut off and use monthly fiscal calendar Transfers Change TJE Date label to Activity Date Apply date validation logic “Activity Date can’t be outside of current w/e date” WOR Will reflect up to six weeks of cumulative reporting Stub weeks will be included OSI Wage accounts removed (no longer required for entry) Schools maintenance screen –wage accrual amounts removed BD+2 (noon) deadline for transmission UIPS Invoice approval date = “SAP Posting Date” UIPS Not Posted Report will reflect “SAP Posting Date,” replaces SAP W/E Date Exception: BD+1 and BD+2 Invoice date = SAP Posting Date

UFS / MCC Open Forum Call Schedule
Call to Action: Transmit in UFS as soon as possible “Think Daily!” Continue to learn and look ahead to see how monthly calendars will impact week ending dates and transmission due dates Review the Monthly Calendar Conversion tab on the UFS launch site for calendar views and resource links Join us for MCC Open Forum calls during the month of August. Register for one of the calls below to hear a summary of impact changes from both UFS and MCC teams UFS / MCC Open Forum Call Schedule Day Date Time WebEx Tuesday August 8 3:00 EDT Register for WebEx Wednesday August 9 10:30 EDT Thursday August 10 1:00 EDT August 29 2:00 EDT August 30 August 31 Friday September 1

UFS Communication and Resources
Click to access MCC Tab Close Calendar - Fiscal Year 2017 ♦ Close Calendar - Fiscal Year ♦ Electronic AP Invoice Matrix ♦ MCC Resources & Support: August 2017 Important Dates Calendar September 2017 Important Dates Calendar October 2017 Important Dates Calendar Monthly Calendar Conversion: FAQs Visit the Monthly Calendar Conversion (MCC) page on Sodexo Net Send your questions to the Transversal Finance Communications Mailbox

Monthly Calendar Conversion August Unit Controllers Call

Question #1 True or False?
Question: The Monthly Calendar Conversion is a key initiative of Ambition 2025. Answer: True The initiative will transition our North American business from the current financial calendar to a monthly financial calendar, aligning our region with the rest of Group and eventually making the close process easier on our segments and our Finance teams.

Question #2 Multiple Choice
Question: What is the objective of the Monthly Calendar Conversion? Align North America’s financial close with the rest of Sodexo and our Clients. Distribute the effort over the period Build more real time financials All of the above Answer: D – All of the above

Question: When will the Monthly Calendar Conversion go live? August 12th August 31st September 1st None of the above Answer: A– August 12th This is the day all the program changes will be moved into SAP

Question: On what day does period 12 FY17 end? August 25th August 31st September 1st None of the above Answer: B – August 31st

Question #5 True or False
Question: The “BD” in BD+1 means Business Date. Answer: False – BD means Business Day Business Day is described as a typical day of business, or a weekday. Sodexo’s fiscal calendar will now use BD+1 as the first business day after the last day of the month.

Question: What day are final transmissions due at month end? BD+1 BD+2 BD+3 BD+4 Answer: A – BD+1

Question: Which of the BD+ days is the equivalent of Wednesday of close week today? BD+1 BD+2 BD+3 BD+4 Answer: C – BD+3 This is Day 1 of Financial Close, when you should review your preliminary reports and submit final period end adjustments.

Question #8 True of False
Question: When the last day of the month falls on a weekend, close week will begin on the following Monday. Answer: True

Question: Since September 4th is a US holiday (Labor Day), BD+2 will be shifted to Tuesday. Answer: False

Question: Since Schools already operates on a monthly calendar, there are no changes with the Monthly Calendar Conversion. Answer: False Schools will be impacted by the change in the financial close schedule, as well as the transmission deadlines.

Question: Payroll cycles will not change with the move to a monthly calendar. Answer: True The current payroll cycles will remain the same. Those cycles that end on Thursdays will continue to end on Thursdays, etc.

Question: What is the deadline to complete time edits in Kronos at month end? BD+1 BD+2 BD+3 BD+4 Answer: B – BD+2

Question: There are no changes to the payroll accrual process for Schools. Answer: False Beginning August 12th 2017 users will not be able to enter and transmit payroll accrual data from the OSI module in UFS, as payroll data will be sent from Kronos to SAP. OSI line numbers 89 through 97 will be removed from all schools units’ templates The Payroll Accrual Setup/Update button will be removed from the screen

Question: The new payroll accrual will take effect for period 1, FY18. Answer: False The new payroll accrual program will run for the first time on September 4th for August period end. This process will use available payroll data from the Kronos database for actual days worked and processed in Kronos Kronos will create the accrual file based on the totals for pay codes with associated dollars applied to the worked cost center for the calendar days between the close of the last pay cycle and the last day of the calendar month

Question: There is no change to Fiori billing cycles with the move to a monthly calendar. Answer: True You will continue to invoice your clients as you do now. A new program will be implemented to accrue for the service days which are not billed in the previous month by the cutoff date of BD+2 (Business Day 2) at 5:00 pm ET.

Question: What day are transmissions due for week ending September 1. September 1 September 2 September 4 September 8 Answer: C – September 4

Question: Cost Centers are able to combine activity for week ending 9/29 and week ending 9/30 into one week for transmitting. Answer: False Cost centers should not add activity for Sept. 30 to week ending Sept. 29, or vice versa. They are two different week endings and must be transmitted separately. If you combine activity into one week ending, it will look like you are missing activity for one week ending on your financial reports. Also, UFS will not allow a user to enter activity for more than seven days in any one week.

Question: What are the MCC changes to the Daily Financial Activity View (DFAV) in E=Vision? Two different views Columns for partial weeks Ability to toggle between views All of the above Answer: D – All of the above The Daily Financial Activity View (DFAV) will offer two different views: A financial view will show a column for each week ending in the current month, including partial weeks, and a weekly trend view will show a rolling six weeks of activity (Saturday through Friday).

Question: DRIVE will align with the new monthly calendar. Answer: True DRIVE Cost Centers will move to a Saturday through Friday operating week and will have the ability to use a perpetual inventory when two week endings are less than five days apart.

Question: Where is the best place to find additional resources and support about the Monthly Calendar Conversion? Face Book Twitter The New York Times None of the above Answer: D – None of the above Reference support documents on the Monthly Calendar Conversion (MCC) page of Sodexo Net.

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FY17 Controller Call Series

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