Internet Expenses (iExpenses)
Bernadette Gavagan
Financial Services Division
June 2016
iExpenses
Agenda
 Overview of TCD system
 iExpenses Overview
 Policies, Schedules, Additional Data
 Accounts Payable Audits
 iExpenses Standard Approvals
 iExpenses Standard Process
 iExpenses Process Screenshots
 Benefits and Statistics
Trinity College Dublin, The University of Dublin
iExpenses
Overview of TCD system
 Oracle E-Business Suite, Release 12, October 2013
 Enterprise Resource Planning (ERP) system
 Module roll out
 Payables, Receivables, General Ledger, Projects & Grants
 iProcurement phased approach
 iExpenses “big bang” (Nov ’14)
Projects
Reporting
iExpenses
Trinity College Dublin, The University of Dublin
Payables
General
Ledger
iExpenses
iExpenses Overview
 TCD Employee expenses
 Default settings / check approver
 Enter expenses on behalf of another
 Access Authorisations
 Oracle workflow routes expenses for approval
 TCD iExpenses Oracle responsibility
 e.g. TCD iExpenses Physics
 Personal Preferences
 Define GL / Project account allocations
 Vacation Rules
Trinity College Dublin, The University of Dublin
iExpenses
Policies, Schedules, Additional Data
 Expense policy guidelines
 http://www.tcd.ie/financial-services/acpayable/
 Research, Training and Conference Travel Scheme
 Check balance before creating expense report
 Update approval to HOS or Delegate to HOS
 Rate schedules calculate claimable expense values
 Mileage / Per diem
 Foreign exchange rates updated weekly
 Additional Data Capture
 Listing number of, and the attendees for a hospitality claim
 Mileage – Location to and from
Trinity College Dublin, The University of Dublin
iExpenses
Financial Services Division Audits
 % Random selection
 Amount threshold
 Receipt dates
 Expense policies
 Back up documentation
 Standardised audit responses
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Standard Approvals
 An approver is linked to cost centre (s) and signing limits
 A claimant cannot approve their own expenses
 Except where prepared on their behalf which then workflow to
their approver
 A claimant can update their approver and their default approver
will be notified by workflow email
 A preparer cannot approve an expense report they have prepared
 An approver cannot make changes to an expense report
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Standard Process
Create
Expense
Report
Submit
Expense
Report
Approval
Send
Receipts to
AP
Expense Report
Template
Submit Expense
Report for approval
Approver reviews
and either:
Save Expense Report
as WIP
• Approves
Enter required
information
Attach scanned
receipts/back-up
Additional Accounts
Payable approval or
audit before
processing for
payment
• Delegates
Expense Report can
be withdrawn
Original receipts to
Accounts Payable
-Include submission sheet
with unique ER number
Trinity College Dublin, The University of Dublin
AP Payment
AP Record
Receipts
- Default information
Select required
Expense Type
AP Audit
• Requests more
information
• Rejects
AP audit on scanned
documentation
AP record original
receipts “as received”
on Oracle
Fully approved
Expense Reports
exported to
Accounts Payable
Expense Report
Invoices created
Weekly payment
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
I declare I am adhering to College policies and all expenses
included in this claim are wholly necessary and exclusively for
the business of TCD
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
iExpenses Process Screenshots
Trinity College Dublin, The University of Dublin
iExpenses
Benefits and Statistics
Benefits
 Streamline expense processing
Statistics @ 30th May 2016
 3,170 iExpenses users
 Preparation time reduced
 Approval workflows automatic
 Claims available for tracking
 Reduce costs
 Original documentation held
centrally in FSD
 Scans available on system
 12,709 Expense claims processed
since go-live
November 2014
 Better controls
 Enforced policies
 Auditing tools
 Improved payment time
 Claims approved quicker
 Worldwide access
Trinity College Dublin, The University of Dublin
 100% of all expense claims,
approved by Tuesday, are paid by
Thursday each week
and
Thank You