Transcript 5-IExpenses
HES Finance Systems Network Case Studies in University Finance IExpenses Tracey Hodgkin Manager, Accounts Payable & Receivables QUT, Corporate Finance Dept 5 March 2013 a university for the real world R CRICOS No. 00213J Overview Web-based solution through which staff can submit a single expense report for reimbursements, per diems and credit card transaction acquittals – provides single point of entry The Expense Report for reimbursements will replace current paper based claim forms which are scanned into INVOICES and approved in INVOICEIT Simpler approvals management utilising standard Purchasing Hierarchy Decommissioning of Flexipurchase. Provision of all expenses in one system and improved expense management processing a university for the real world R CRICOS No. 00213J Create Expense Report Click on Create Expense Report a university for the real world R CRICOS No. 00213J Expense Report Provides the process flow required for entering expense report information a university for the real world R CRICOS No. 00213J Credit Card Transactions Select Credit Card Transactions to be selected in expense report a university for the real world R CRICOS No. 00213J Credit Card Expenses Enter the required ‘Expense type’ fields for the credit card items. Items can be marked as ‘Personal’ and/or be ‘Removed’ from the expense report a university for the real world R CRICOS No. 00213J Credit Card Details Additional information can be requested for credit card transactions a university for the real world R CRICOS No. 00213J Entering Cash Expenses Determination of the type of cash expense to enter may be dependent on the Templates established. Eg. Per diem, hospitality, mileage etc. a university for the real world R CRICOS No. 00213J Expense Allocations Enter all expense accounts for each item selected a university for the real world R CRICOS No. 00213J Review Allocation Expenses Review all the expense allocations before submission to the Approver. Review any notes, details, receipts or add attachments a university for the real world R CRICOS No. 00213J Review Policy Restrictions Review any policy restrictions prior to submission or that requires correction. a university for the real world R CRICOS No. 00213J Correction of Policy Restrictions Go back to make any corrections before proceeding to submit to approver. a university for the real world R CRICOS No. 00213J Approval Submit for Approval / Reassign to another approver or request information from the employee. a university for the real world R CRICOS No. 00213J Tracking Expense Reports The employee can see the status of the expense report at all times a university for the real world R CRICOS No. 00213J Expense Report Template Use the Expense Reports Templates page to define expense report templates for Internet Expenses. A template contains a list of expense items, and the default information for each item that self service users can enter on their expense reports. You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense report templates with this option enabled can be used in Internet Expenses. a university for the real world R CRICOS No. 00213J Expense Items For each type of expense – you need to establish an expense item – eg. Airfare, Taxi, etc. a university for the real world R CRICOS No. 00213J Setting Policy Restrictions For an expense item you can establish a Policy restriction – with associated attributes. This assists in ensuring expense are compliant with policy and procedures. a university for the real world R CRICOS No. 00213J Policy Schedule Setup Define a Per Diem schedule for each type of per diem expense Manage compliance associated with expense activities within Policy schedules a university for the real world R CRICOS No. 00213J Policy Requirements Enter general information for Per Diem and then select rules to apply – currency and optional a university for the real world R CRICOS No. 00213J Optional Rules Establish rules for Per Diems, eg. locations a university for the real world R CRICOS No. 00213J Business Rules Application Select or create locations as required a university for the real world R CRICOS No. 00213J Create Locations Add locations based on ATO Allowance Guidelines a university for the real world R CRICOS No. 00213J Periods and Rates Enter the Location rates and periods (per ATO guidelines) a university for the real world R CRICOS No. 00213J Schedule Rates Enter the Per Diem schedule rates details a university for the real world R CRICOS No. 00213J Apply Rates Define and apply rate schedule for per diem a university for the real world R CRICOS No. 00213J Issues Issues for consideration: Managing Prepayments - a prepayment must be processed directly into Oracle AP (can be acquitted from IExpenses) Student reimbursements – management of claims Coordination of an increased number of users within the EBS Purchasing Heirarchy Management of more than 1 card program – cannot be on the same expense claim - separate Maintenance of HR and credit card holders Maintenance of templates and policy changes – eg. Annual ATO travel rates etc. Approval Heirarchy structure – single or multiple structure a university for the real world R CRICOS No. 00213J Questions ? a university for the real world R CRICOS No. 00213J