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 <Insert Picture Here>

S318043 : It's Time to Optimize Travel Costs with Oracle's PeopleSoft

Expenses

Suresh Ghanta Frederic Portal

Solutions Architect Product Strategy Manager
Dell
 Objectives

This session will prepare you to:

Identify the new functionality for PeopleSoft Expenses

Learn how the new features address business needs
Determine how to configure the new functionality at a high level
Find additional release information and resources

4 4
Program Agenda

Expenses: Strategic Opportunity <Insert Picture Here>

from Manual Process to Automated

PeopleSoft Travel and Expenses 9.1

PeopleSoft Travel and Expenses 9.2

Key Takeaways

5
Expenses: Strategic Opportunity
from Manual Process to Automated

6
 Leading Business Trends
Focused on Lowering Travel and Expense Costs

• Company-wide travel policies

• Move toward centralized expense mgmt functions

• Strong emphasis on audits to control spending

• Increased visibility of spending behaviors

Source: The Economist Intelligence Unit, Working Council of CFOs, CEO-CFO Dialogue 7
 Expenses: Strategic Opportunity from
Manual Process to Automated

• Need More From Less

• Increase Productivity
• Reduce Operational
Costs
• Costs Out of Control
• Compliance
• Planned spending
• No Visibility Into Spend
• No single source of data

Can You Afford to Miss The

Opportunity?

8
 Risk Tied to Manual Processing
Solution Expense

Unintentional Intentional
Errors Errors
 User error  Fictitious entry
Inaccurate and  Late or missing receipts
 Mischaracterization
uncontrolled
expenditures  Data entry error  Overstated expenses

 Duplicate entries  Multiple claims

9
 Cost of your Travel and Expenses

8% to 10% of your Total Operational Expenses is

about Travel and Expenses:
T&E
20% Out of Policy

8-10%
!

In Numbers: $50,000 – $100 Million per $10,000 – $20 Million

year for large corporation out of policy

Aberdeen Research 10
 Market
Trend

Expense Reporting Travel Booking

Electronic Manually Oneline Offline

Best in Best in
class 80% 20% class 72% 28%

Other 48% 52% Other 44% 56%

Source: AberdeenGroup 11
 ROI Opportunities

Expense reporting is central to the T&E

process, offering the greatest potential for cost
savings while increasing traveler convenience

Cost Per Best Average Manual

Expense Report Practice Cost Process
Process Cost $6.25 $28.91 $51.35

*4.62 *8
Compliance 90% 77% 47%

Source: Aberdeen Group 12

 Cost Tied to Manual Processing
Expense Processing solution
Avg. Booking Transaction cost Avg. Transaction Cost
to Process Expense Report ($) Travel ($)
30
30

25 $380,160
$86,400 25 86%
20
20
49.8%
15

10
$28,7 $1.161,600
$264,000 15

10
>$51
5 $14.3 5 <$7
0
0
$1.541,760
$350,400 Paper Online
Paper Online

Reimbursement Cycle Time Estimated

Benefits
(Days) Yearly Savings
500 Expense
2200 Expense • Reduce the time required to
16
reports per process an expense report
14

12

10
month • Reduce the cost of processing an
8
15 30% expense report
6

4 • Provide employees with prompt

2
4.6 and accurate reimbursements
0

Paper Online

Source: Aberdeen Group Source: Business Finance Magazine. March 2003. “Keeping Expenses In Check
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PeopleSoft
Travel and Expenses 9.1

14
Helping Customers Achieve World-Class Finance Processes
What’s New Travel and Expense Management

Invoice to
Pay

Financial Credit to
Control & Cash
Reporting

Financials 9.1

ESA/ALM Travel &

Expense
Management
Treasury
Management

15
 Automate Your Business Processes
360° Travel Solution
Carrier 12:34 PM
Web Page Title

Integration with 3rd party

http://host.domain.tld

partner thru web Services 320 x 480

Vertical Resolution

Credit Card
Oracle iReceipts
Cash Expenses Integration
GENERAL
Online Travel PROJECTS LEDGER BANK
Reservation

My Wallet
Feed

Travel Authorization Payroll

Copy Existing
Use Template

Audit and
Bar Codes Expense Receipts
OCR Receipt
Corection Verification Payables

Expenses Audit
Approvals Workflow

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 Streamline Financial Processes
Adoption of Expenses Best Practices thru Release 9.1

Cash Entry

Credit Card
Level 3

Reports Streamline the

Creation Process
Improve Control,
Compliance Decision
Making
Privilege template

Alerts
Warning
Efficiency, Productivity for
Approval on email* Employees Leading to
Risk Assessment Reduced Costs
Urgency level

Approval on email*: some platform or release are not supported 17

Streamline Financial Processes
Out of the box Integration with Booking Partner

• Integration to Online Travel Booking

• Connect to Travel Partners via BPEL and XML
• Use Single Sign-on to Access Travel Partner’s Site
• Import Reservations from your Travel Partner
• Either Pending or Confirmed reservations

18
Streamline Financial Processes
Privilege Template for Users

• Copy From
a Template
a Travel Authorization
an Existing Report
a Blank Report
Wallet Entries (iReceipts – Corporate Credit Card)

• Expense Entry
Frequent User
Occasional User
• Be Green and save
Image receipt
Fax- electronic invoice

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 Streamline Financial Processes
Frequent Traveler Entry View:

Expense Report linked to Travel

Authorization and/or Travel
Multi Tab
Reservation

Add charges from My Wallet

(Amex Upload)

20
Streamline Financial Processes
Occasional Traveler Entry View

Single Tab

21
Streamline Financial Processes
Embedded Policy control

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Streamline Financial Processes
Corporate Credit Card

• Reduce time and effort

required to complete expense reports

• Increase information accuracy and

reduce manual correction by accounts
payable staff

• Eliminate cash advance

• Opportunity for fraud

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 Streamline Financial Processes
Corporate Credit Card: Level 3

Visa and MasterCard offer a greater level of detail on

certain transactions known as Level 3 data.

There are three types of Level 3 details that apply to

Expenses: Hotel, Air, and Car Rental.

In release 9.1 we build the infrastructure to support

Level 3 and we will support out of the box Hotels

24 24
 Streamline Financial Processes
Corporate Credit Card: Level 3 Process of Loading

25 25
 Streamline Financial Processes
Corporate Credit Card: Level 3 Set up

Select to indicate that your system imports level 3 data from

credit card vendors.

Enter the number of days that the system waits to load level 3 data into
My Wallet transactions.
This field is used during the Load External Data process to determine
the number of days to wait to load hotel information into My Wallet.
This allows time for the summary data, detail data, or both to be
imported if it is sent in a separate file from the main transaction. All
other transactions flow through, but the hotel transactions are moved
into staging tables

26 26
 Streamline Financial Processes
Corporate Credit Card: Level 3 Mapping Merchant Category Groups to
Expense Types

27 27
Streamline Financial Processes
Privilege Template for Users

• Enable an organization to limit access to

• Expenses General Ledger
• Project Costing
• ChartFields by user

• Used during on-line entry: EX, TA, Time

report transactions

•Available to approvers by using the

Approval Privilege Template page

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Streamline Financial Processes
Privilege Template for Users

• Create a template per transaction type

• Assigned to an employee at:

• Business unit level

•
• The employee role level

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Streamline Financial Processes
Privilege Template for Users: Template Set up

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 Streamline Financial Processes
Privilege Template for Users: Tie it to a role

• Assign a privilege
template to a business
unit, by using the
Business Unit Privileges
page.

• Assign a privilege
template to a role, buy
using the Expenses Role
Setup page.

31 31
 Streamline Financial Processes
Privilege Template for Users: Entry Screen No Accounting at all

32 32
 Streamline Financial Processes
Privilege Template for Users: Entry Screen ESA Only PC
Chartfields

33 33
 Streamline Financial Processes
Privilege Template for Users: Entry Screen GL Chartfields
Only

34 34
Streamline Financial Processes
Eliminate Paper-Based Expense Reports

Before After
Create Online Create Cash Expenses
via Web Browser via iPhone

Carrier 12:34 PM
Web Page Title

http://host.domain.tld

320 x 480
Vertical Resolution

Enter all information Enter all information of

using only a standard a cash transaction
web browser using only a standard
iPhone

35
Streamline Financial Processes
Oracle iReceipts

36
Streamline Financial Processes
Oracle iReceipts

37
Streamline Financial Processes
Oracle iReceipts

39
Streamline Financial Processes
Enable Approvals from Emails

PeopleSoft Approval Workflow Engine

• Maximize PeopleSoft HR Org Structures

• Configurable Approval Roles
• Configurable $$ and Dept Rules
• Optional Project Manager Approvals
• Notifications for Required Actions
• Absence and Vacation Handling

40
Streamline Financial Processes
Enable Approvals from Emails

• Control Exceptions Alerts

- Refinement template
- Role exception

• Benchmark data
- Runzheimer International
- US Federal Government

Visual Indicator for

Reimbursement Policy
Violations

41
Streamline Financial Processes
Enable Approvals from Emails

• Expense Reports
• Time Reports
• Time Adjustments
• Cash Advances
• Travel Authorizations

Alerts, Warning,
Efficiency,
Approval on email, Productivity for
Risk Factor, Employees Leading
Urgency Level to Reduced Costs
Any Platform*

42
Streamline Financial Processes
Enable Approvals from Emails

43
Streamline Financial Processes
Enable Approvals from Emails and Urgency Level

44 44
Streamline Financial Processes
Mass approval Page: Risk, Urgency Level

Visual Indicator for

Reimbursement Policy
Violations

45
 Streamline Financial Processes
Risk Template

• Risk templates will define risk levels that are associated with an expense
transaction.
• This will provide approvers the information they need to make an informed
decision during the approval process.
• Ability to define five levels of risk for each risk template ID and transaction
type
Transaction Type
• Define risk criteria for each level of risk.
• Risk criteria will be assigned:
Approver Profile
• At the header and line levels for expense reports and travel authorizations.
• At the header level for time reports, time adjustments, and cash advances.
• At the line level for time reports and time adjustments only for billable hours.

Streamline the • Determine how an expense transaction that has risk is routed to an
Approval Process approver. An expense transaction will be routed to an approver using one of
for Employees these methods:
• Through email, where the approver will have access to all of the information that needs to be
Leading to approved.
Reduced Costs • Through an email notification, where the approver will have to log into the Expenses system to
and better approve the transaction.
compliance

46 46
 Streamline Financial Processes
Risk Template

Risk Criteria

47 47
 Streamline Financial Processes
Risk Template

48 48
Streamline Financial Processes
Enable Approvals from Emails

• Random audit (~20%)

• 100% audit of named users (Cowboys)

• Receipts, Airline Tickets, Process/User defined

• Pre or Post Payment Auditing

• Individual or Pooled Auditors
• Audit Refinements / Rules / Filters
• Receipt Imaging w/ Oracle IPM or 3rd Party
• Like Approvals - Workflow Enabled
• Collaborate by adding Audit Comments

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Streamline Financial Processes
Approval / Audit

Detailed Approval / Audit

Page

View Receipts
(linked from Image Repository)

Line Level Approval

* Completed in Travel Booking System

50
Streamline Financial Processes
Payment / integration

• Direct payments:
• Pay Cycle Manager Accounts
Payable
• Payroll (PeopleSoft or Partner)
• Straight Through Process:
Treasury Gateway
• Integration
to Projects, GL,
Banks, Reconciliation

51
Streamline Financial Processes
Payment / integration

Payables
Human
Resources

General
Budgets Ledger

Projects
Time and
Labor

Billing Payroll

52
Streamline Financial Processes
Payment / integration

Payables
Human
Resources

General
Ledger
Budgets

Projects
Time and
Labor

Billing Payroll

53
Streamline Financial Processes
Adoption of Expenses Best Practices thru Release 9.0

1. Budget Report
2. Merchants Report
3. Average Expense by Employee Report
4. Corporate Credit Card versus Other
5. Spending Report
6. Employee Trend Report
7. Top Spenders Report
8. Employee Violation Amount

54
 Reporting Enhancements

55 55
Automate Compliance & Controls
Automated Accrual Processing

• PeopleSoft Expenses 9.1 will add the ability to

process period end accruals. The Period End
Accrual process will enable you to accrue for
liabilities that have not been fully processed. This
will enable you to post a liability to the general
ledger and account for expenses in the next
fiscal period.

• The transactions that can be accrued at period

end are:
• Expense transactions that match the criteria defined on the
Period End Accrual Options - Document page.
• My Wallet transactions that are not attached to an expense
report.

56
PeopleSoft
Expenses 9.2

Section Divider

57
 Per Diem

• One Per Diem range overseas v local

• Per Diem for a block range of hours
• Deductions for overseas travel and amount deductions for local

New Countries:
France Denmark
Germany Austria
Spain Hungary
Italy Israel
Netherlands Poland
Finland Egypt

58
Improve Employee Productivity
Frequent User Mode

Quickly enter multiple

expense items in one
Minimize data spreadsheet-like
correction time interface

59
Expense Features

Corporate Credit Card Level 3

American Express
Expense type: Hotel, Car Rental, Air lines

Corporate Credit Card:

Pre paid option if Organization is responsible of the Balance
of the card

Attachment:
Line level
Header level

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 Expense Report
Matching

Benefit

Automatically gathers and reconciles all electronic data

generated during the ordinary course of business travel.

Behind the scenes to automatically fill in the details with

matching CCC, TA, TR, CA, Level 3.

Pre-populated Expense Reports – Credit card transaction data is

automatically captured and populated into expense reports.

Eliminates the need for employees to edit – or companies to

audit – an expense report.

61
 Approve
A Blank Report
A Template
A Travel Authorization Decline
An Existing Report
Entries from My Wallet
TouchLess

Approve

Decline

Approve

Decline

62
 IMP Integration
Integrated System for End-to-End image processing

Capture Extract & Index Store Entry Approve & Pay

IPM

Scan Receipts Store images in I/PM Manual Voucher Automated

Entry Approvals

63
Expenses Approval Workflow • • •

Problem/Need Statement

For some customers, the standard approval path of a supervisor

followed by accounting audit suffices.

For others, such as professional services customers, there is a

need for multiple approvals and/or approvers, ranging from
supervisors to project managers and other approvers (including
accounting).

64
 Expenses Approval Workflow • • •

High Level Feature Description

Ability to break a time or expense sheet apart by line items for approval to
different Project Managers (PM)

PM only sees the row(s) (with the rest grayed out) that they need to approve

During approval, PM has the ability to modify the Billing Action field (Billable,
Non-Billable, Internal) only

Approved time sheet rows flow to Project Costing even if other rows not
approved, i.e. the entire timesheet has not been fully approved

Do not force re-approval for managers upon denial and resubmission if nothing
has changed since the last approval

If the PM enters time on their own project, auto-approve the line

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Key Takeaways

66
 Key Takeaways

What’s New in 9.1

Privilege Template for Users
Level 3 Processing for External Data Sources
Automated Accrual Processing
Credit Card member listing
Enable approvals from mobile device */ email with smart filtering
Risk Assessment
Reporting enhancements

RESULTS
• Greater control over largest indirect cost

67 67
 End To end Expenses Solution
360° Travel Solution

1 Travel Partners Any Travel Partner with

web Services Capability

2 Credit Card

3 Image Partners

4 Per Diem CONUS

68
PeopleSoft Expenses
Implement the Best Software to . . .

Lower Expense Processing Costs

Improve Internal Controls

Increase Employee Productivity / Satisfaction

69
69
The Oracle Value Proposition
Capabilities to Meet Your Objectives

Automation, ERP and Image Lower Expense

Integration, credit card import, and
electronic payments, Go Green
Processing Costs

Embed Expense policies, approval Improve Internal

workflows, audit filters, validate Controls
acctg, financial sanctions, analytics

Self-service, Portal Integration, Increase Employee

online and mobile expense entry, Productivity
and extensive user defaults and Satisfaction

70
The Oracle Value Proposition Certified
Delivers Best in Class Business Processes by
Hackett
Group
• Provide pre-built ERP Integration
– Accounting, Employees/Users, Projects, Payments

• Use pre-trip travel authorization

• Credit Card Charge Import

– My Wallet: Amex, Diners, Visa, USBank, MasterCard

• Automate Expense policy and compliance

– Per Diems or Soft/Hard reimbursement limits
– Select Required Fields

• Increase Approval
efficiencies with configurable workflow
and Post-Payment Audits

• Provide Mobile (disconnected) data entry

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Questions and Answers

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 Learn More
PeopleSoft Information Development Resources

Doc Home Pages and

Hosted & Mobile Enterprise Integration
Information Portal PeopleBooks Point Maps

Follow us on PeopleSoft_Info

Cumulative Feature Business Process Maps &

Transfer of Overview & Upgrade Entity Relationship
Information (TOIs) Resource Report Tools Diagrams

click icons for more information 73

 <Insert Picture Here>

Appendix

74
For More Information

search.oracle.com

Expenses

or
oracle.com

75
 <Insert Picture Here>

Additional Resources

76 76
 Additional Resources

For more release information on MetaLink

For more information about Oracle Applications

http://www.oracle.com/applications/home.html

For more information about Education

http://www.oracle.com/education/index.html

For more information about Support

http://www.oracle.com/support/

For Oracle Product documentation:

http://www.oracle.com/technology/documentation/applications.html

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