HES Finance Systems Network
Case Studies in University Finance
IExpenses
Tracey Hodgkin
Manager, Accounts Payable & Receivables
QUT, Corporate Finance Dept
5 March 2013
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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
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Create Expense Report
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Click on Create Expense Report
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Expense Report
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Provides the process flow required for entering expense report
information
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Credit Card Transactions
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Select Credit Card Transactions to be selected in expense report
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Credit Card Expenses
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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
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Credit Card Details
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Additional information can be requested for credit card transactions
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Entering Cash Expenses
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Determination of the type of cash expense to enter may be dependent on
the Templates established. Eg. Per diem, hospitality, mileage etc.
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Expense Allocations
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Enter all expense accounts for each item selected
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Review Allocation Expenses
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Review all the expense allocations before submission to the Approver.
Review any notes, details, receipts or add attachments
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Review Policy Restrictions
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Review any policy restrictions prior to submission or that requires
correction.
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Correction of Policy Restrictions
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Go back to make any corrections before proceeding to submit to approver.
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Approval
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Submit for Approval / Reassign to another approver or request
information from the employee.
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Tracking Expense Reports
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The employee can see the status of the expense report at all times
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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.
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Expense Items
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For each type of expense – you need to establish an expense item – eg.
Airfare, Taxi, etc.
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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.
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Policy Schedule Setup


Define a Per Diem schedule for each type of per diem expense
Manage compliance associated with expense activities within Policy
schedules
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Policy Requirements

Enter general information for Per Diem and then select rules to apply –
currency and optional
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Optional Rules
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Establish rules for Per Diems, eg. locations
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Business Rules Application
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Select or create locations as required
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Create Locations
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Add locations based on ATO Allowance Guidelines
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Periods and Rates
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Enter the Location rates and periods (per ATO guidelines)
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Schedule Rates
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Enter the Per Diem schedule rates details
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Apply Rates
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Define and apply rate schedule for per diem
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Issues
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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

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Questions
?
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