FY16 Controller Call Series

FY16 Controller Call Series
January, 2016 Please mute your line to prevent background noise: * 6 to mute your line # 6 to unmute your line

UIPS Implementation (Sue Lombardi) Supplier Governance (Carol Smith)
Fixed Asset Portal (Mike Chauby) GM Foundations (Veronica Lyman / Allyn Roberts / Phillip Edge) Questions Agenda Unit Controller Call Series

Unified Invoice Processing System (UIPS) Unit Controller Call to Action
January 2016

Changes impacting TMC & UFS Implementation timeline Call to Action
UIPS At A Glance Changes impacting TMC & UFS Implementation timeline Call to Action Resources and contacts Agenda Here is what we’ll cover in the presentation. Unit Controller Call Series

Unified Invoice Processing System (UIPS) At-A-Glance
Why UIPS is Important Go-Live Jan 18 Avoid invoice frustrations and delays Save time Save money from processing paper invoices UIPS Benefits We utilize many non compliant suppliers preventing us from optimizing our supply chain. We spend approx. $1M annually processing manual invoices. Our manual invoice processes are inefficient. Take action to review TMC and/or e-Pay invoices daily Be on the lookout for information requests from Accounts Payable related to e-Pay and TMC invoice corrections and rejections and assist with resolving any open items. Review the UFS Launch Site and TMC Homepage for updates If contacted, complete the Supplier Governance Survey within 10 business days Move your unit’s purchasing to a compliant supplier What You Need to Do What You Should Know UIPS is an invoice routing system We will continue to use existing invoice reconciliation systems (TMC & e-Pay) We will continue following our existing process of enabling suppliers on a monthly basis There will be new standardized processes for: Setting up new suppliers & Issue resolution Supplier Governance will support UIPS by transitioning from non compliant to compliant suppliers and enabling electronic invoicing List of all electronic suppliers UIPS Vendor Request Invoice Status Lookup Tool Missing Electronic Invoice Investigation Form My Supplier Locator Tool Actionable Reports by Market Page Supplier Governance FAQs Tools/Resources on Sodexo Net > UIPS Highlights to be noted: UIPS is an invoice routing system and units will continue to utilize TMC and ePay for invoice reconciliations and approval We will now have a centralized invoice error correction team made up of representatives from AP, IT, and Supply Mgmt Master Data Mgmt team UIPS Will go Live on Monday, January 18th Ensure all your invoices in TMC and/or e-Pay are reconciled & approved by noon Saturday, 16th to ensure a smooth transition to UIPS routing system. Client Procurement Services Call Center (CPS): (866) Electronic Supplier Invoicing Team: Accounts Payable Support Center Supplier Governance Team: Contact Us

UIPS System impact to UFS
GLs will be predefined based on Chart of Account (COA) governance e-Pay invoice Auto Approval has been removed UFS New Week Setup (NWS) hard stop If e-Pay invoices are not approved timely - (5 day grace period), then a NWS will not be allowed until action taken NO hard stop for TMC invoices: UFS will display a reminder message upon launch of UFS if you have pending invoices to review in TMC Supplier invoices that are to be paid by the client will now be sent to e-Pay Unit management can reconcile, approve, print and give invoice to client to pay Client Pay invoices will NOT be sent to SAP or charged to the unit UIPS will impact UFS in the following ways Will not be able to over-ride GLs in e-Pay (this is to ensure standardization in our GL Chart of Accounts and reporting) New Week Setup hard stop if e-Pay invoices are not approved (5 day grace pd) We have removed the auto-approved option as all operating units should be reviewing and approving their invoices for strong financial control purposes UFS will display a reminder message to approve outstanding TMC invoices And the direct report managers will still receive notifications when invoices not approved AP reports will be changed to include all electronic invoices (not just TMC) Includes Posted – Not posted report (will state UIPS Posted and UIPS Not Posted) WOR electronic invoice description change: Electronic invoice (vs TMC, e-Pay)

UIPS System impact to UFS
UFS AP “Posted” and “Not Posted” Reports Will be changed to include all electronic invoices (not just TMC) “UIPS” Posted Report replaces “TMC” Posted Report “UIPS” Not Posted Report replaces “TMC” Not Posted Report WOR electronic invoice description changes Electronic invoice activity will now display as “56 Electronic Invoices” Invoice Source code “55 Transmittal-DIR.PAY” will no longer be used (Direct Pay) Invoice Source code “56 AP Market Connection” will be renamed to “Electronic Invoice” Source code 56 description: “Electronic Invoice” will display on your Financial Activity Report (FAR) AP reports will be changed to include all electronic invoices (not just TMC) Includes Posted – Not posted report (will state UIPS Posted and UIPS Not Posted) WOR electronic invoice description change: Electronic invoice (vs TMC, e-Pay) The WOR will continue to display all electronic invoices Will no longer

All invoices sent to TMC (no longer sent to e-Pay)
UIPS System impact to All invoices sent to TMC (no longer sent to e-Pay) Invoice Status’s that will now be displayed in TMC: Reconciling or Approving Unit to reconcile and approve Received for Processing Invoice was approved and transmitted to SAP for payment Received for AP Review Unit rejected invoice and in AP review Approved invoices that don’t pass SAP validations UIPS will impact TMC in the following ways All invoices will be sent to TMC (no longer need to also approve invoices in e-Pay) There will be slight changes on the invoice status’s for TMC as well per the document above

UIPS System impact to GL accounts will be predefined and assigned to invoice line items automatically based on Chart of Accounts (COA) governance These GL accounts will override the GL accounts that are initially assigned to items when placing a TMC order You will no longer need to add GLs to non-PO invoices and cannot override GLs For the invoice line item exception “Item Unmatched,” you will only need to select the item and click “Accept” No longer have to add GLs to non-PO invoices (today Users have to add GLs to their invoices if they did not order their product from TMC (phoned in order instead) Will not be able to over-ride mapped GLs The GLs will be assigned through UIPS when the invoice arrives in UIPS system. For proper CoA governance, we will govern GL assignments centrally to ensure proper GL coding based on Unit Service type

UIPS System impact to UIPS Number has been added to the TMC search function You will notice this number display in your search results This number does not impact your unit, but has been added for the AP department usage only Client-Pay invoices now come through TMC even if they have not in the past. These invoices need to be reconciled and approved – they will not be sent to SAP to be paid If the invoice is denoted as client pay in error and should be Sodexo pay, then you will reject that invoice Units with Client Pay Customer Numbers: When placing orders that are not client-pay, units will need to select the “Client-Pay No” radial button on the requisition checkout page before submitting the order. Client Pay invoices: All client pay invoices will now be processed electronically Units should reconcile, and approve, all client pay invoices as they won’t be sent to SAP because each unit’s customer # for each supplier that is setup in UIPS will be designated as Sodexo or Client pay. So as long as the unit orders from the Client pay customer number, the invoice will be processed as Client pay and thus not be sent to SAP. For TMC units, if a unit has both Sodexo Pay and client pay customer numbers, they will need to differentiate their orders between client pay and Sodexo pay. They will do this when placing orders as follows: for orders that are not client-pay, units will need to select the “Client-Pay No” radial button on the requisition checkout page before submitting the order.

UIPS System impact on General Ledger (GL) Coding
Purchase items can only be coded to one GL account in UIPS for all Units Functionality will meet our Chart of Accounts Governance Standards Will provide reporting consistency and standards across all Market Segments and Operations Will meet needs for future invoice reconciliation/approval systems Coding purchase items to one GL may impact the expense amortization processes that are in place in your units today The impact will depend on how your unit is currently setup for auto-amortization processing for i.e. Uniforms and Small Equipment

UIPS GL Coding impact on Expense Amortization
Purchase Item Category Suppliers with Auto-Amortization process in place today GL Acct # Uniforms Cintas ( ), Chef Works ( ), Fashion Seal ( ), Superior Uniform Group ( ), Lands End ( ) Sure Grip ( ), Shoes for Crews ( ) Licenses and Permits Blackboard ( ), C-bord ( ), Cardsmith ( ), Lean Path ( annual licenses only) Maintenance Agreements Small Equipment Ed Don ( ), Hubert ( ) The chart provided in this slide reflects the suppliers that are currently included in our Auto-Expense Amortization process for Uniforms, Licenses/Permits, Maintenance Agreements, and Small Equipment. The Suppliers in the chart above will have their purchase items coded to the GL Accounts displayed in the last column Freight and Delivery Costs for those purchases will be mapped to Freight GL Account # Taxes will be mapped to Tax GL Account #

UIPS System impact on Expense Amortization Processes
We will follow the Auto-Expense Amortization rules in place today for the purchase items and suppliers listed on the previous slide. Amortization rules are outlined in AF Topics & and summarized below: Example: Small equipment and uniform purchases for suppliers listed in chart will be automatically amortized if the purchases total $1000 or more in one fiscal period: During financial close week, the automatic expense amortization system will total all invoice charges for those purchase items, GL accounts and suppliers (as noted on the chart) that were processed during the current period at the sub-unit level. If the total is equal to or greater than $1,000 (by category), the entire period amount will be set up as a prepaid expense and amortized over 51 weeks (39 weeks for Schools units). If the total is less than $1,000, the entire period amount will remain as a direct expense in that period. Units may “Opt Out” of this process and have their purchases for those suppliers directly expensed by contacting the Fixed Asset Department at: or , option 7, option 4.

Auto-Expense Amortization Processes are in place today for Hubert and Ed Don for Small Equipment and Cintas, Chef Works, Fashion Seal, Superior Uniform Group, Lands End, Shoes for Crews and Sure Grip for Uniform purchases (as per the chart on the previous slide). Units that want to remain in the Auto-amortization program for those Supplier Small Equipment and Uniforms? No action required Units that want those purchases direct expensed to the unit Units submit request to F/A Department to be added to the Opt-Out list request to Or call , option 7, option 4. Units with occasional purchases they may want to be direct expensed? Units should contact F/A Department to have those expense amortizations accelerated to be directly expensed In the future you will be able to go into the F/A portal directly to accelerate the amortizations so they are expensed directly to your unit

All Client Investment and Approved F/A purchases are to go through Performance Interiors (not through TMC or via direct calls to suppliers) If units mistakenly order a F/A directly from a Supplier and receive the invoice in TMC or e-Pay: Reject the invoice and choose rejection reason code- Entire Invoice is for Fixed Asset Purchase Process the invoice through the F/A portal (launch the purchase and attach the invoice to that AE) When units have a purchase of Smallware/Small Equipment that should be included in a client investment AE purchase: Reject the invoice and choose rejection reason code- Entire Invoice is for Fixed Asset Purchase Process the invoice through the F/A portal (launch the purchase and attach the invoice to that AE)

UIPS System Implementation Schedule (TMC & e-Pay)
UIPS Key Dates (all times shown are EST) TMC and e-Pay supplier invoices will stop flowing on Friday, Jan 15th at noon. AP to address any invoice error corrections in AP back office by Friday midnight. TMC Invoices must be reconciled and approved/rejected by Saturday, Jan 16h - noon TMC invoices not reconciled and approved/rejected by Jan 16th at noon will be auto approved. e-Pay invoices not reconciled and approved/rejected by Jan 16th at noon will be auto approved through e-Pay. System outages (TMC, e-Pay, UFS) begins at noon. UIPS goes Live at 6:00 am TMC Ordering can resume on Monday, Jan 18th. TMC and e-Pay Invoicing resumes on Monday, Jan 18th. UFS data entry processing can resume on Monday, Jan 18th JAN 15 Invoices stop JAN 16 Reconcile Invoices JAN18 Invoices Resume TMC: Any invoices not reconciled and approved/rejected by Jan 16th at noon will be auto approved and charged directly against the unit We cannot carryover unreconciled or unapproved invoices in TMC to UIPS If no gls are assigned to an invoice, we are going to auto-approve and directly expense that to profit (not food costs). This will be a one-time occurance Don’t wait to last minute get in there and approve or reject – do it now and stay on top of it TMC orders can resume on Monday, Jan 18th after 6:00 am Invoice processing will resume in both systems TMC and e-Pay Monday morning

System Outages The Market Connection (TMC) and Unit Financial System (UFS) will be UNAVAILABLE from Saturday, JAN 16th at noon EST, through Monday, JAN 18th at 6:00 am, EST Units will not be able to access the TMC and UFS systems during this shutdown.

UIPS Post Enablement Open Forum Schedule
Call to Action: Be sure to clear any unreconciled invoices in TMC and ePay today! Take action to review TMC and/or e-Pay invoices on time. Be on the lookout for information requests from Accounts Payable related to e-Pay and TMC invoice corrections and rejections and assist with resolving any open items. Join us for UIPS post implementation calls during the week of January 18th. Register for one of the calls below to hear a summary of impact changes from both UFS and TMC teams. UIPS Post Enablement Open Forum Schedule Day Date Time WebEx Monday January 18th 4:00 ET Register for WebEx Tuesday January 19th 3:00 ET Wednesday January 20th Thursday January 21st Friday January 22nd 9:00 ET These calls will be supported by the UIPS centralized team to address any questions.

Who to call for help: Client Procurement Services (CPS) Call Center
Mon-Fri 8:30am-8:30pm ET ph # opt 1 Units should continue to call the Client Procurement Services Call Center for TMC related support and the UFS Help Desk for e-Pay support UFS Help Desk Mon-Fri 7am-7pm ET ph # opt. 1, opt. 2, opt. 1

Supplier Governance Project Update & Next Steps for 2016
January 2016

Supplier Governance Survey Update
Where are we in the SG Survey Process NorAm unit survey response: 91% complete Follow up will now focus on suppliers: Suppliers with 0% responses will be moved into deactivation process Where We Are Units using suppliers with 0% survey response will be notified If you need to continue using those suppliers, a survey must be completed Who is Involved Units that have requested continued usage of a supplier and have NOT submitted the required documentation, will be notified and expected to comply in a timely manner What is Needed Importance 1 – threats – need management, plans, people, $ 2 – conservation and development – hand-in-hand, political opportunity – millenium goals 3 – Amazon needs a model founded on partnership and respect for conservation and development needs Bank support – Technical assistance on fund administration would also be welcome Submitting non-compliant suppliers for deactivation Process of preparing first round continued use requests for Supplier Governance Committee Next Steps Proprietary and Confidential

Fixed Asset Portal Updates Controllers Presentation
January 2016 Note: This Dark Blue background color slide treatment is for projection and print for EXTERNAL Audiences. It may also be used for Internal Audiences when projected on screen. (Do not print this cover for internal audience hand-outs.)

Introduction Michael Chauby, Director Financial Systems Initiatives
EXECUTIVE SUMMARY The Executive Summary will be read by BPOs, BPLs, and many stakeholders throughout the company. This should be written as a ONE PAGE document. If there were only page distributed, a reader that is hearing about the project for the first time would understand what it is, and why it should be done (at a high level). Consider using the following : What is the project? Who is the project sponsor? What does the project do? How does it impact the strategic business objectives (in business terms – non-quantifiable) Why is it worth doing? Explains consequences of not doing the project What kind of software/hardware are you looking for? Michael Chauby, Director Financial Systems Initiatives

Fixed Assets Portal Updates
Capital Expenditure Management Update Asset Management Portal Communication Deployment & Training

Fixed Asset Portal Updates
Phase 1 - Deployed April 2015 Asset Management Portal Process fixed asset & fleet disposals Process fixed asset & fleet transfers Complete annual fixed asset physical inventory confirmation Run real-time fixed asset inventory reports & queries Restate your project deliverables that are articulated in your signed and approved project charter.

Phase 2 - Deploying February 2016 Capital Expenditure Management Portal – new application Propose Capital Investments Create Authorized Expenditure (AEs) Asset Management Portal – new modules for existing application Process Fixed Asset Acquisitions (CEs) Forecast spend against Authorized Expenditures Restate your project deliverables that are articulated in your signed and approved project charter.

Capital Expenditure Management Portal
New application Benefits Standardize and streamline the Capital Investment proposal and review process across Markets Leverage proposal data to initiate Authorized Expenditure creation on SAP; replaces AE excel template with Portal form Provide more accurate Capital reporting; provide real-time Capital spend data at cost center-level or at various hierarchy levels for timely decision making Demo

Phase 2 - Deploying February 2016 Capital Expenditure Management Portal – new application Propose Capital Investments Create Authorized Expenditure (AEs) Asset Management Portal – new modules for existing application Process Fixed Asset Acquisitions (CEs) Forecast spend against Authorized Expenditures Restate your project deliverables that are articulated in your signed and approved project charter.

Asset Management Portal
New modules to existing application Benefits Minimize data that is key-entered by cost center managers and the Fixed Asset department; replaces CE excel template with Portal form Use Portal workflow to request & document transaction approvals; eliminate the utilization of for approval documentation Automate posting of transactions directly to SAP upon Fixed Asset department review, including asset set-up and vendor payment Automate the office transmittal process by replacing paper processes with electronic documentation and workflow. Demo

Fixed Asset Portal Updates - Communication
eBulletin Nov 13 & 20; coming soon teaser Jan 15; teaser with revised deployment date Jan 22; additional details with screen captures Jan 29, Feb 5 & 12; additional details with Q&A conf call schedule Feb 19; URL link to application and on-demand training webinars Controllers Call Jan 12 & 14 District Managers Call Feb 23 & 24 Updates on AMP Messaging Manual CE & AE excel templates available for at least 60 days Fixed Asset Department Mailboxes Auto Reply

Fixed Asset Portal Update - Deployment and Training
Deployment is scheduled for Friday, February 19 The first AE forecasting requirement will take place as determined by your Finance team Training Webinar will be available on-demand Multiple Q&A conference call sessions will be scheduled (see eBulletin for details)

Appendix Appendix Templates if available

Say goodbye to these… Process Flows – AS IS Insert either:
Process Flow diagram of Current State OR Table of Steps w/Outcome of Current State

GM Foundations Participants: Average 12 months in role
Contracts, Budgets/Forecasts, Origin of Numbers Report Reconciliation: AR, AP, P&L, Op Statement, FAR, FAV Case Study Support Role

GM Foundations Feb 23-25, 2016 Tampa, FL March 22-24, 2016 Burbank, CA
April 12-14, Northbrook, IL May 10-12, Allentown, PA June 14-16, San Francisco, CA July 12-14, Gaithersburg, MD * Support is requested on Wednesday and Thursday of the session

GM Foundations For more details or if you are interested in this development opportunity, contact

UFS Application – Controller Corner
Be sure to access the UFS launch site – scroll down to the lower right corner to access “Controller Call Corner.” Presentations are loaded to this site for distribution. 38

General Inquiries: UIPS.NorAm@sodexo.com
Questions? UIPS Review the UFS and TMC application launch sites for updates, support content and communications. UIPS on SodexoNet General Inquiries: Supplier Governance: Fixed Asset Portal Thank you for your participation, your time, and for your support of this very important call series. Resources for the topics covered on today’s call are listed here. Copy of today’s deck can be obtained by ing UFS Administrator mailbox 39

FY16 Controller Call Series

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