Expenses Management Features Map

Expenses

Unique Question &
Answer Methodology

Unique Question &
Answer Methodology

It is not necessary for either claimants or finance staff to allocate expenses to GL codes, directly or indirectly, because the unique ExpenSys method will make the correct allocations every time on the basis of the information provided by the claimant at point of entry.

Cost Centres & Projects

Cost Centres & Projects

ExpenSys supports a range of 'secondary codes' including cost centres, projects, clients, service codes etc. These may be assigned as default for the claimant, or by optional or mandatory selection. An entire claim or single claim items may optionally be split between multiple codes.

Hierarchical WBS

Hierarchical WBS

Complex hierarchical 'Work Breakdown Structures (WBS)' are supported and may be assigned by searching on project descriptions.

Clients/Recharges

Clients/Recharges

Expenses may be recharged to clients or other business units in whole or in part.

Cash Advances

Cash Advances

Cash advances in local or foreign currencies may be registered on the system by authorised operatives. Travellers are then required to reconcile the expenditure in exactly the same way as other expense claims or corporate card transactions.

Multiple Charts
of Accounts

Multiple Charts of Accounts

ExpenSys has a scalable architecture which can be configured to support multiple charts of account within a single implementation. Alternate accounts codes may be allocated on the basis of secondary criteria such as projects or clients.

Smartphone Capture

Smartphone Capture

Capture receipts with the camera on a smartphone or mobile device. Upload to ExpenSys automatically at the click of a button. The receipt image appears in a picture gallery for attachment to the expense item.

Personal or Central Scanning

Personal or Central Scanning

Claimants may scan receipts and load them from the desktop, or place them in a pre-addressed envelope and send them to be scanned at an internal facility or outsourced scanning bureau. Claims may be uploaded via FTP direct to the ExpenSys server.

Bar Coding

Bar Coding

A barcode may be printed upon submission and posted with the receipts. When scanned, this enables the receipt images to be batched and automatically associated with the correct claim.

External Audit Unnecessary

External Audit Unnecessary

It is not necessary to send receipts away to be audited. The unique ExpenSys method ensures that all the information required to establish purpose, apply business policy and maximise VAT recovery is captured and processed at source.

Control of Non-Receipted Spend

Control of Non-Receipted Spend

Expenditure without receipts is highlighted and thresholds may be set to indicate the level at which a receipt is obligatory.

Business Policy

Business Policy

Business policy may be configured in the system and will be activated automatically at point of entry. Users will be advised on-screen, at point of entry, clearly what the relevant policy is, and how it is applied.

Local Tax Rules

Local Tax Rules

Local tax rules will be applied automatically at point of entry dependent on the domicile of the claimant and the location of the expenditure - virtually anywhere in the world.

Gifts, Entertaining &
The Bribery Acts

Gifts, Entertaining & The Bribery Acts

Details to uniquely identify people and organisations in receipt of gifts or entertainment may be entered or selected from lists maintained by either claimants or administrators. Reports may be generated to satisfy the requirements of current Bribery Act legislation.

Employee Tax Liability

Employee Tax Liability

In many jurisdictions there are expenses which become taxable against the employee. For example, in the UK, this may be settled via P11D or PSA. All such expenditure may be identified and reported in ExpenSys and even items such as personal incidental expenditure (PIE) is automatically identified with relevant thresholds automatically applied according to policy and jurisdiction.

Allowances &
Per Diems

Allowances & Per Diems

Various methods for the control of allowances and per diems are available. These have been designed to be consistent with legislative requirements across a number of territories.

Private & Company Cars

Private & Company Cars

ExpenSys supports company-owned, leased or privately owned vehicles. Vehicle data may be imported from external systems if required. Regular journeys may be stored, multiple journeys may be entered, 'Passenger Rate' is supported and 'Home to Site' mileage may be recorded for tax purposes.

Cash Allowances

Cash Allowances

Separates rate tables may be maintained in respect of drivers in receipt of 'cash allowances'.

Centrally Controlled Rates

Centrally Controlled Rates

Mileage rates are centrally controlled and will be applied automatically according to the date of the journey and the status of the vehicle. They may be referenced by miles or kilometres, cubic capacity or horse power and may be maintained in any currency.

Automated Thresholds

Automated Thresholds

Threshold rates (such as the HMRC recommended threshold for mileage over 10,000 miles in a tax year), may be maintained in the system and will be applied automatically from year to year.

Car Rental

Car Rental

Specific rules regarding car rentals apply in different jurisdictions. These rules are applied automatically. For example, amounts for rental and insurance may be captured separately to avoid inappropriate over-recovery of VAT.

Fuel Cards

Fuel Cards

Monthly statements from major fuel card companies may be uploaded if required. The system supports multiple vehicles and changeovers from one vehicle to another.

Private Mileage Contributions

Private Mileage Contributions

Odometer readings of company controlled vehicles are maintained. If drivers are required to reimburse amounts in respect of the 'private' element, the system will fully automate this process. Alternative methods are supported. For example; money may be reimbursed by amount per mile/km, or as a percentage of overall spend.

Addresses & Postcodes

Addresses & Postcodes

Journeys may optionally be entered by address or post code. A mapping facility automatically calculates the expected distance travelled. An override is available in the event of diversions.

Distance Verification

Distance Verification

Journeys where the distance entered manually by the driver differs from the distance calculated automatically by the mapping facility are highlighted in the journey record and in reports.

Bespoke Reports
on Demand

Bespoke Reports on Demand

Although the range of reports available 'out of the box' in ExpenSys is extensive, some customers require specific reports related to their individual business processes. ExpenSys will be happy to create such reports which may then be downloaded by authorised users on demand according to entity and date range.

Carbon Reports

Carbon Reports

The carbon footprint of every relevant item of expenditure is automatically identified at point of entry without the claimant being required to enter additional detail over and above that required to capture the expense. Carbon is calculated according to DEFRA guidelines as default, but other, or even multiple, criteria may be applied if required. Reports may be in summary or by travel type for any date range. They may be queried for the organisation as a whole or for any business unit or individual.

Suppliers

Suppliers

Suppliers may optionally be captured in relevant claim items and will subsequently appear in reports. Tables of preferred suppliers may be maintained if required.

Spreadsheet Download

Spreadsheet Download

All reports generated by ExpenSys may be downloaded, and either displayed in spreadsheets or imported into third party reporting tools. The entire database may also be available for download on demand as an SQL file.

Criteria Selection

Criteria Selection

Virtually all data captured by ExpenSys appears in a series of reports referenced by type (e.g. Claim Item, Account Code, Tax Status etc.). Each report may be queried by business unit, cost centre or project, client, claimant and date range. Starting with the headline information it is possible to drill down to the original claim item. Exceptions may be simply isolated for relevant reports.

All Tax & Business
Rules Applied

All Tax & Business Rules Applied

Business and tax rules are applied to corporate card transactions at point of entry in the same way as for any other expenditure. The result will be that for the first time your corporate card expenditure will be fully under control.

Full & Timely
Reconciliation

Full & Timely Reconciliation

ExpenSys has a unique method for ensuring that every corporate card transaction is reconciled within a set time frame. Chasing cardholders to complete corporate card reports will become a thing of the past.

Corporate & Employee
Settlement

Corporate & Employee Settlement

ExpenSys will reconcile transactions appropriately whether the corporate card account is settled by the company or by the employee, or where the company settles business expenditure and leaves the employee to settle the balance. The system is designed to identify personal spend, refunds and returned currency. Withdrawals from ATM machines are also identified, and reconciliation of this expenditure is required against receipts in the same way as any other item.

Daily Download or
Monthly Statements

Daily Download or Monthly Statements

Transactions may be uploaded daily in the background, or via a monthly electronic statement. Outstanding transactions appear automatically when claimants start a new expense claim and will stay on the system until reconciled.

All Cards Supported

All Cards Supported

ExpenSys supports all major corporate cards including VISA, MasterCard and Amex. Multiple cards may be held by each user, and may include Purchase and Lodge cards.

Third Party Data

Third Party Data

Together with downloads from all major corporate card suppliers including VISA, MasterCard and Amex, ExpenSys also accepts statements from all major Fuel Card suppliers. Other third party integrations, for example, with Travel Systems, Timesheets or exchange rate suppliers other than FOREX may also be accommodated on request.

Daily Exchange Rates

Daily Exchange Rates

FOREX exchange rates are downloaded daily and the entire history is retained ensuring that an appropriate rate may be applied to any expense according to the currency and date of purchase.

Manually Triggered
or on a Schedule

Manually Triggered or on a Schedule

Transfer of either inbound or outbound data may be manually triggered by an operative on demand, or activated according to a schedule. Export of payment data may be triggered up to three times per day in order to support payment schedules across time zones.

Upload Corporate Data

Upload Corporate Data

Core data such as users and approvers, cost centres, projects, vehicle schemes, etc. may be uploaded either on a once only basis and managed in the ExpenSys interface, or fully automated in the background via secure FTP or web service.

Download Data for
Payment & GL

Download Data for Payment & GL

ExpenSys completely eliminates re-keying. Payment details, together with GL allocations and VAT recovery data are passed automatically to the ERP or payroll system in a flat file according to a standard schema, the format of which can be modified for each customer.

All ERP Systems

All ERP Systems

ExpenSys has been integrated with virtually all ERP systems, including SAP, Oracle, Sun, Microsoft Dynamics and COINS, as well as a number of separate HR and Payroll systems. The scalable ExpenSys architecture means that more than one ERP system may be accommodated within a single enterprise.

International Tax
Indemnity

International Tax Indemnity

Optionally, ExpenSys will undertake to maintain all tax rules in the system, both locally and internationally, and provide an indemnity against expense related tax penalties to cover most major jurisdictions.

SOX Compliance

SOX Compliance

ExpenSys is fully Sarbanes Oxley compliant. A sophisticated permissions system ensures that only authorised operatives may view claims or manipulate data. A full audit trail is maintained of all claims and users.

Entertainment &
Subsistence

Entertainment & Subsistence

The treatment of subsistence and entertainment is more comprehensive in ExpenSys than in any other system. Amounts may be split between account codes according to purpose, date, amount and jurisdiction. ExpenSys is the only system where the outcome is not dependent on claimants making allocations or choices which they do not understand.

Corporation Tax
Thresholds

Corporation Tax Thresholds

In some jurisdictions expenses are not deductible against corporation tax when above a given threshold. These thresholds will vary between different expense types and might be set by a specific amount per person, or as a percentage of the whole. Either way ExpenSys may be configured to apply the appropriate coding 'out of the box'.

VAT Recovery -
Local & Cross Border

VAT Recovery - Local & Cross Border

ExpenSys is not concerned with how much VAT has been paid. It is designed to automatically calculate how much VAT you can legitimately recover. In will do this automatically in your local jurisdiction, and may also be configured to calculate legitimate VAT recovery to any territory from any other territory where cross-border VAT recovery is supported.

Finance Audit

Finance Audit

Optionally all claims may be audited by the finance department, either prior to, or as part of final clearance for payment.

Smartphone Approval

Smartphone Approval

Claims for which no policy violations have been identified may be approved via Smartphone or Tablet.

Approval Limits

Approval Limits

Approvers may only approve claims up to certain limits. These limits are set in the default currency associated with the jurisdiction in which the approver resides.

Approver Delegation

Approver Delegation

In the event that a designated approver is unable to approve claims (e.g. on vacation) an alternative approver may be delegated. This delegation may optionally be made by the approvers themselves, or administered centrally, or both.

Cross-Border Approval

Cross-Border Approval

Approvers may be in a different part of the organisation from the claimant, or even in another country. The program will operate in the language set on the user's machine, or as selected by the user. Data entered by the claimant will appear in the language in which it was entered.

By Line Manager,
Cost Centre or Project

By Line Manager, Cost Centre or Project

Approvers may be associated directly with claimants (Line Manager Approval), or the Approver may be identified via the Cost Centre, Project Code or Client to which the claim is allocated. Certain items (e.g. Relocation) may optionally be routed to approvers with specific overall responsibilities.

Direct or Pool

Direct or Pool

'Direct Approval' means the claim goes directly to a nominated approver associated with the claimant. 'Pool Approval' means that a list of authorised approvers is offered on submission from which the claimant may make a choice. Either method may be applied selectively throughout the organisation.

Sequential or
Conditional

Sequential or Conditional

ExpenSys supports either sequential or conditional approval - or combinations of both. For example, claims may move automatically from 'Approver A' to 'Approver 'B', or may move on to 'B' only if the conditions set for the first approver are not met. Alternatively, the claim might skip the first approver altogether. Different workflow options may be configured for different business units or even for individuals.

Browsers & Mobile Access

Browser & Mobile Access

ExpenSys is supplied as Software as a Service (SaaS) across the internet or via your organisation's VPN. This requires minimal involvement for IT as there is no software to install or maintain. ExpenSys is available via all major browsers, on PCs, Macs, iPads, Tablets and Smartphones.

Simple to use

Simple to use

ExpenSys is a menu driven system that is very easy to use. No knowledge of expense types, business or tax rules is required.

No Training Required

No Training Required

Training for claimants and approvers is unnecessary. Context sensitive help is available on every page in multiple languages backed by outstanding support.

Status Notification

Status Notification

At every stage, claimants know the exact status of their claim in the workflow. Claimants see only their own claims, or those over which they have approver or administrator rights.