Resumes: Joe Hoge

1
Oracle Internet Expenses Is it right for your
Company? Rebecca Reeve NCOAUG Training
Day February 28, 2004
2
Internet Expenses What Is It?

• Allows employee to enter their expense report
  using either a standard web browser or a
  web-enabled mobile device
• Workflow automatically routes the expense report
  for manager approval and then payables processing

3
Internet Expenses What are the benefits?

• Business Rules can be used to validate expenses
  during entry
• Reduced data entry work for Payables staff
• Can automatically distribute the work of auditing
  expense reports
• Shorten the overall processing time for an
  expense report
• Employees can monitor the progress of expense
  reports through the system
• Offline Expense worksheet

4
Internet Expenses Considerations for
Implementation

• Cost of purchasing Licenses and Support from
  Oracle (based on number of expense reports per
  year)
• Cost of implementing/support Does IT have the
  appropriate personnel to implement and support?
• Employee acceptance of new system and process
• Employee ability to use system
• Maintenance of Employee/Supervisor Hierarchy
• Maintenance of Supervisory Approval Limits

5
Internet Expenses Key Features

• Business Rules allow expense report policy to be
  validated as the expense report is entered
• Use the Calculation Extension to define a
  reimbursement amount per mile for mileage expense
  type and the total reimbursement is calculated
• Currency Exchange Rates entered into the system
  can be used during expense report entry

6
Internet Expenses Key Features

• Disconnected worksheet available for offline
  expense report entry and upload

7
Internet Expenses Key Features

• Expense report template is defined for each
  operating unit

8
Internet Expenses Implementation Decisions

• Require Receipt Amounts can be set for each
  expense type in the Expense Report Template
• Administrator can decide whether or not to allow
  an employee to assign an alternate approver
• Employees can enable a delegate to enter expense
  reports for them

9
Internet Expenses Implementation Decisions

• Profile Options can be set at different levels to
  allow flexibility and security by responsibility
  and/or user

10
Internet Expenses Implementation Decisions

• Determine Find Approver method Choices are
• Go up Management Chain
• Go Directly to Person with Signing Authority
• One Stop then Go Directly
• Define Timeout Periods for
• Waiting for approval
• Waiting for resubmission
• Inform system administrator of an issue
• Inform Preparer of ShortPay or Policy Violation
• Define Performers to receive Workflow
  notifications

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Internet Expenses Tips Tricks

• Employee training is a MUST
• Define a solid business process for expense
  reports include how to sent receipts, who to
  call on issues, etc.
• Contact Us setup is global
• Credit Card Integration requires additional work
  and tech support

12
Internet Expenses Tips Tricks

• Custom report may help with Expense Report
  Statuses

13
Internet Expenses Tips Tricks

• Supervisor Approval limits are a gotcha!! If not
  maintained correctly could send expense reports
  to the wrong person.
• How does the top person in your company get their
  expense report approved? Oracle Approval
  Management features assist

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• Questions ??

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Rebecca Reeve Manager e-mail breeve_at_whittmanhart.
com phone [phone]