© 2011 Financial Operations Networks LLC T&E Automation: The Benefits of Moving from Paper to Electronic Expense Reporting James Lallande, APM DynCorp International Tuesday, April 12, 2011
Jan 03, 2016
© 2011 Financial Operations Networks LLC
T&E Automation: The Benefits of Moving from Paper to Electronic
Expense Reporting
James Lallande, APMDynCorp International
Tuesday, April 12, 2011
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THE ACCOUNTS PAYABLE
Leadership ConferenceOutline• Introduction
• Issues with manual expense reports
• Benefits of electronic expense reports
• Receipts
• Deltek Time & Expense
• Electronic expense report tools
• Expansion opportunities
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THE ACCOUNTS PAYABLE
Leadership Conference
“We Serve today for a safe tomorrow”
• We serve to make the world a safer place— Take on the toughest challenges in the most challenging locations
across the globe to make the world a safer place
• We serve those that defend freedom— Serving all branches of the U.S. armed forces, keeping them
mission-ready at all times
• We serve those who restore peace and stability— Serving to support progress in post-conflict nations to restore peace,
rebuild physical and civil infrastructure
• We serve those who make the world a better place— Serving to fight the war on drugs
• We serve those who respond to natural disasters— Serving to fight forest fires in California
DynCorp International (Cont’d.)
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THE ACCOUNTS PAYABLE
Leadership ConferenceOur Work: Worldwide Support Solutions
Aviation Air OperationsOperations & Maintenance
Training, Mentoringand Security Intelligence Training & Solutions
Development
Contingency Ops
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THE ACCOUNTS PAYABLE
Leadership ConferenceManual Expense Reports
• Paper, paper and more paper
• Staples & paper clips
• Coding errors
• Math errors
• Missing receipts
• Mail delays
• Expense of storage
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THE ACCOUNTS PAYABLE
Leadership ConferenceElectronicExpense Reports
• Where to begin?
• Start with a detailed policy for travel & business expense reimbursement—Define travel types and class
• Airfare including frequent traveler miles/points• Authorized business class• Car rental• Lodging limits• Business meals
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Leadership Conference
—Address per diem verses meals actual—Define non-reimbursable expenses—Define threshold for receipts
• DynCorp International’s base threshold is $75.00— Coincides with the IRS policy
• Retention policy
ElectronicExpense Reports (Cont’d.)
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Leadership Conference
• Excerpt from DynCorp International’s Business Travel and Expense Reimbursement Procedure
ElectronicExpense Reports (Cont’d.)
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THE ACCOUNTS PAYABLE
Leadership ConferenceReceipts
• Where do they go?
• DynCorp International’s audit levels—Internal audit—SOX audit—Deloitte & Touche—Defense Contract Audit Agency (DCAA)—IRS accepts scans as official records
• Request from team member when appropriate
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THE ACCOUNTS PAYABLE
Leadership ConferenceSelling the Idea
• Calculate cost of postage
• Identify time spent preparing the report for entry
• Identify any off-site storage expenses
• Highlight employee morale issues with expense reimbursement delays
• Identify multiple solutions—Ensure your needs are met
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THE ACCOUNTS PAYABLE
Leadership ConferenceResistance to Change• Be prepared for resistance
• Detail the advantages—Speed of payment
• Provide detailed training including screen shots
• Train on the challenges—Investigate potential objections—Reassure
• Involve the end-user during implementation
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THE ACCOUNTS PAYABLE
Leadership ConferenceElectronic Solution
DynCorp International utilizes Deltek Time and Expense
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Leadership ConferenceDeltek Time& Expense• Deltek builds an expense report through a series
of wizards
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Leadership Conference
• User is prompted for a new or copy of an existing report
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• User completes details of travel
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• User provides departmental allocation
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• User records individual expenses
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Airfare expense
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Airfare expense (Cont’d.)
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Airfare expense allocation
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Mileage Expense
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Meals Per Diem
Deltek Time& Expense (Cont’d.)
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• Other Expenses
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Receipts
Deltek Time& Expense (Cont’d.)
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• Routing for approval
Deltek Time& Expense (Cont’d.)
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Leadership Conference
• Payment status
Deltek Time& Expense (Cont’d.)
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THE ACCOUNTS PAYABLE
Leadership ConferenceAdditional Benefits
• Electronic reporting software providers are present
• P-card programs—MCC matching—Preliminary coding