Approval Workflow
Employees can be defined into different groups according to their role, which allows them to follow a workflow for the authorisation of expense claims and advances

Signoff levels can be entered to match your existing approval process. Each signoff level contains many different elements to cover all signoff scenarios, including: automatic re-routing for approver holidays, if an expenses claim exceeds a threshold, or a specific cost code.

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Cash Advances
The Cash Advances facility enables claimants to make requests for advances for genuine business reasons through the usual expenses claim process.

Once the Advance is approved and issued, the claimant can add and allocate their expense items against the Advance as well as being able to see, at a glance, how much remains.

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Code Allocations
expenses allocates items automatically to the correct accounting code. This includes Department, Cost and Project Codes.

Each employee has preset default codes for each expenses type and these will be automatically used by expenses each time they claim. If a claimant regularly charges their expenses items to different code areas, these code areas will be available in a drop down list for selection. The codes are reflected automatically in the information accounts process.

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Credit Card Management
Employee Credit Card statements are easily uploaded into expenses and the application directs the corresponding statement to the correct employee by recognising their Credit Card number. The statement items are then automatically presented to the claimants in their claim screen.

expenses pre-populates the claim form with the Credit Card expense, the cost and any merchant details that are recorded on the statement. Allowing the claimant to simply add any additional details required by your corporate T&E policy.

Claimants are able to separate or combine cash, Credit Card and Purchase Card items, by using an onscreen filter view. Credit Card claims are processed in the same way as out of pocket expenses.

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Currency Exchange
There are three ways that a business can manage their exchange rates. You are able to store:

1. A flat rate
2. Different rates for each month
3. A date ‘to and from’ basis allowing you to make any necessary changes or indeed more frequent updates such as weekly or even daily

expenses recognises the date the item incurred and retrieves the respective exchange rate for that date, not the date of entry.

With the relevant permission, claimants are able to overwrite each of the rates presented to them; this is useful for company Credit Card holders who have to reconcile exactly with Credit Card statements that must convert to sterling from the rate at the given time.

The Multiple Base Currency feature allows users to manage expenses incurred in multiple overseas destinations. The claimant simply selects the currency with which the item was purchased. The application will store the currency information, but provide the amount to reimburse in the equivalent GBP (£) value for payment and reporting purposes.

With expenses you are able to list the countries that your claimants visit, these will appear in a drop down list on the claim screen. The local requirements of the selected country are then automatically applied, for example: VAT rates.

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Destination Management
To improve the accuracy of mileage expense claims, expenses contains a destination matrix which stores the mileage to and from all specific locations.

When the claimant chooses these locations on their expenses claim, the mileage figure is automatically populated, helping to deter a claimant from over claiming on their mileage but will allow them to overwrite the figure if necessary, for example: where a route is closed.

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Duty of Care
expenses includes a Duty of Care function that enables Clients to record and manage:

• Employee Details
• Vehicle Insurance
• MOTs
• Driving Licenses

expenses reminds you, through simple email notifications, when these records need to be checked helping to reduce the corporate risks associated with an employee having an accident during work time.

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Electronic Receipts
expenses allows users to attach an electronic copy of a receipt to an expense claim.

This speeds up the expenses claim process because it cuts out the need for the receipts to be posted to each approver for review, and will give immediate, online evidential proof of the claim.

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Email Notifications
E-mail notifications are sent at key stages throughout the approval process of an expenses claim. For example: when the claim is submitted for approval.

This ensures all users are aware of the expenses claim status and decreases the time between a claim being submitted, and the claim being reimbursed.

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Employees Based Overseas
With expenses you are able to set up the base currency for your Organisation and then personalise each employee record to reflect the currency and country that they work in.

This allows an employee based outside of the Head Office's base country, to claim expenses from anywhere in the world and view and receive reimbursement in their own currency. expenses converts all expense claims to the company's base currency for reporting purposes.

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Entry Delegation
expenses allows users to delegate another user to add an expense on their behalf.

When the delegated user logs onto their own account, they have the option to logon as the other claimant in order to create and submit an expenses claim for them.

The Entry Delegation Feature compliments the Quick Entry Forms, which are printable, allowing employees to fill them in and either fax or post them to an assigned administrator; this feature is essential for those employees without Internet access.

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Fuel Card Reconciliation
To overcome claimants duplicating work and logging both business and personal miles, a fuel card is distributed allowing claimants to log their odometer at the beginning of every month and then simply add just the business miles to the system.

To ensure claimants enter the odometer reading every month expenses can be set up to only allow claimants into the expenses system to began making a claim.

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Offline Expenses
The Offline facility can be used where claimants have access to a laptop whilst away from the office, but do not always have connection to the Internet.

The ‘Quick Entry Form’ is loaded on to the device. Users then access this form to enter expense claims in the normal way. On return to the office the form is simply uploaded from the devise to expenses using the Quick Entry Form upload facility.

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Policy Compliance
expenses allows you to set up a corporate T&E policy which all users can access for information, expenses also performs several checks on the claims entered to ensure they comply, which can either flag or stop a claim being processed. These include:

• Predefined Limits
• Duplicate Expense Items
• Weekend Claims
• Online Policy
• Mandatory Fields

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Purchase Cards Integration
Employee Purchase Card statements are easily uploaded into expenses and the application directs the corresponding statement to the correct employee by recognising their Purchase Card number. The statement items are then automatically presented in the claimants in their claim screen.

expenses pre-populates the claim form with the Purchase Card expense item(s), the cost and any merchant details that are recorded on the statement. Allowing the claimant to simply add any additional details required by your corporate T&E policy.

Claimants are able to separate or combine cash, Credit Card and Purchase Card items, by using an onscreen filter view. Purchase Card claims are processed in the same way as out of pocket expenses.

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Self Registration
If an organisation frequently has new starters, it can be time consuming for the Client to setup the new accounts. expenses allows claimants to register themselves, entering information such as their name, e-mail address and preferred username.

Once the claimant has entered their details, the designated Client based Administrator is notified by e-mail, and is able to simply logon and approve the new claimant to “go live”.

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