PCard / T&E Corporate Cards

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PCard /T&E Corporate Cards

PeopleSoft Simplified Part I

Kathy Kultys Chubb & Son

[email protected] #100170

July 24, 20131:00 p.m.

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• Chubb and Son information

• PeopleSoft footprint at Chubb

• T&E

• PCards

• Supplier PCards

• Audits and Statistics

Agenda

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For more than 130 years,

delivering exceptional property

and casualty insurance products and

services to businesses and individuals

around the world.

Background Information on Chubb

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We are the 12th largest property and casualty insurance company in the

United States and have a worldwide network of some 120 offices

in 26 countries staffed by 10,200 employees.

Chubb Group of Insurance Company – At a Glance

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• $52.2 billion in assets and $13.6 billion in revenues in 2012

• 202nd largest U.S. – based corporation (Fortune)

• One of America’s 400 Best Big Companies (Forbes)

• Highest possible financial strength rating (A++) from A.M. Best

Chubb Financially Strong and Stable

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• Fortune 500 Largest U.S. Companies Based on Revenues, (Fortune, 2003-2012)• World’s Largest Public Companies, Global 2000 Rankings (Forbes, 2007-2012)• America’s 500 Best Companies for Investors (Barron’s, 2004-2012)• “40 Stocks to Retire On” (Fortune, 2005-2009)• America’s 400 Best Big Companies (Forbes, 2004-2008)• Best Places to Work in Insurance (Business Insurance, 2009)• Catalyst Award for Support Women’s Career Opportunities (January, 2006)• Top 50 Companies for Executive Women (NAFE Magazine, 2012, 2010, 2007)• Best Company for Multicultural Women (Working Mother, 2011-2012, 2007-2008)• Top Rating of 100% on Corporate Equality Index (2003-2013)• Best Companies to Work for in Argentina for 11th Consecutive year in Survey Licensed by the Great Place to

Work Institute – Chubb’s Rank is #7 (November, 2012)

Chubb Awards and Recognition

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Geography of Deployed PeopleSoft Modules

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• Implemented PeopleSoft Financials Suite 7.5• Europe – June 2000

– (AP, GL, TR, AR, Allocations)

• U.S. and Canada – January 2002 – U.S. = (AP, T&E, GL, Allocations)

– Canada = (AP, AR, TR, GL, Allocations)

• Upgraded to PeopleSoft Financials Suite 8.4 • Europe, Canada and U.S. – June 2004

• Upgraded to PeopleSoft Financials Suite 9.0• Europe, Canada, APZ and U.S. – May 2008

PeopleSoft Implementation History – Key Milestones

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• Additional Modules were implemented:• Asset Management (U.S.) – November 2005

• Asset Management (EUZ) – 2006

• Asset Management Australia – January 2010

• Treasury Cash Management (U.S.) – January 2006– Bank Transfer and Deal Management

• T&E (Canada) – March 2007

• T&E My Wallet for Canada – October 2009

• T&E (EUZ) – April 2007

• T&E My Wallet for Europe – February 2013

• Additional Countries: • APZ – Australia, Singapore, Hong Kong (GL, AP, AR, TR) – 2007-2008

• LAZ – Brazil, Argentina, (Interface from their financials to GL) – January 2013

• APZ – Korea (Interface from their financials to GL) – January 2013

PeopleSoft Implementation History – Key Milestones

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General Ledger

OnlineEntries

AcctsPayT&E

ION

AcctsRec

AssetMgtPurch

CorpCard

Treasury/Cash Mgt

PARISBAPS Exps

CBILLReins.

U.S. &Canadian

Payroll

AGARSU/WData

Maximis

Maximis

ExpenseAlloc

Process

CEAs

HRFeeds

ExternalInterfacesInto G/L

FrontEnd

Modules

InterfacesInto

FrontEnd

Modules

GeneralLedger

TEAMS

Pcards/T&E – Chubb Overview

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• Credit Card Number Load Daily – Full Refresh

– Customized edits:– Employee is active

– Valid fields and lengths

– Custom Reports:– Summary (How many total cardholders per country)

– Detail (Each cardholder)

– Error (what cards did not load for specific reason)

T&E My Wallet

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• Credit card transactions pulled from JPMC site

• Daily file pull using Secure FTP

• Series of customized edits before load:

– Check for duplicates

– Accurate data (credit card # = 16 digits)

– Exclude data for non- T&E employees– (Chubb subsidiaries get cards do not use T&E)

• Load My Wallet files (delivered)

T&E My Wallet

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• Post My Wallet load:– Creates error reports based on:

– Could not match card # with employee #

– Employee ID not a match

– MCC code blank

– Exclude payment records

• Creates control reports which balance what was sent with what was loaded

T&E My Wallet

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• Configuration panels added:– Exclude certain credit card numbers

– Include specific adjustment codes– Fee reversals

– Card delivery fee

– Finance charge

– Late payment charge

• Review and correct credit card errors by reloading– Enter correct MCC codes

– Delete erroneous transactions

T&E My Wallet

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• Receipt attachment rules:

• When using My Wallet, remember, the ONLY receipts that need to be electronically attached to the expense report are HOTEL receipts and receipts for Pay Me items in excess of $25– If not using My Wallet, all amounts over $25 require a receipt with

the exception of personal mileage

T&E My Wallet

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• Separate country detail files sent weekly to JPMC which include expense report number

• Custom Process for detail file, delivered pay cycle process for ACH summary payment

T&E My Wallet

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• Part of Treasury function at Chubb– Expense reports are sent to pre-pay audit based on criteria inside T&E

as well as random audits (about 4% random, and 5% system )

– Delinquency emails sent out to employees & approvers. Delinquency is grouped into buckets of 30, 60 and 90 days. At 120, based on Chubb rules, expense is paid using the employees budget

– Personal spend on credit cards (Auditor can tie JPMC payments using T&E expense number)

T&E Review Center

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• Why Procurement Cards?– House Counsel

• AP invoices reduced by PCards • Default coding• Quicker payment to vendors

Procurement Cards

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• Process load of PCard transactions into purchasing module in same manner as T&E, we pull from JPMC server daily with SFTP

• Emails are generated to cardholder when transactions are loaded and to approver when cardholder verifies them

• Once a month, all approved transactions are swept into vouchers and paid to JPMC

Procurement Cards

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• PCard administrators chase delinquent coders and approvers • By utilizing PeopleSoft for reconciliation of transactions, all

combination edits are available• Specific receipt rules based on account and dollar threshold

make it easier to audit and verify sales and use tax• Receipts are attached to transactions

Procurement Cards

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• JPMC responsible for 1099 reporting-lessens load on AP department• Better vendor information as merchants adopt level 3 reporting standards• Can distinguish specific types of cards:

– House Counsel specific MCC codes, cut back drastically on small dollar checks for litigation expenses

– Meeting or event cards– Can be set-up with default coding to make it easier on cardholder to reconcile to

budget

Procurement Cards

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• Define supplier cards• Objectives with Sourcing area and AP• Partnership with vendor • Need for 3rd level data • Quicker payment to vendors• Reduced work for Chubb procurers

Supplier Procurement Cards

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• Accounts Payable

• Total Vouchers processed > 47,436• Special Handling > 4559 or 10%• Total Payments > 25,541

– Checks – 14,854 or 58%– ACH – 10,687 or 42%

• Avg Days to process in CAP > less than 2 days (really .56)

Accounts Payable Statistics - 2012

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• U.S.• Expense sheets submitted > 42,468

– Pre-pay Audits – 3,431

– Post-pay Audits – 264

• Corporate T&E Credit Cards ~ 4,090 (approx. 215,000 transactions)

• Procurement (P) Cards ~ 141

• Canada • Expense sheets submitted > 2,553

– Pre-pay Audits – 460

– Post-pay Audits – 208

• Corporate T&E Credit Cards ~ 276 (approx. 12,700 transactions)

T&E Review Center Statistics – 2012

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• U.S.(YTD)• Expense sheets submitted > 19,303

– Pre-pay Audits – 812

– Post-pay Audits – 0

• Corporate T&E Credit Cards ~ 4,250 (approx. 95,700 transactions)

• Procurement (P) Cards ~ 153

• Canada (YTD)• Expense sheets submitted > 1,116

– Pre-pay Audits – 221

– Post-pay Audits – 0

• Corporate T&E Credit Cards ~ 273 (approx. 5780 transactions)

T&E Review Center Statistics – 2013

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• Europe (YTD)• United Kingdom Exp Rpts = 1526 JPMC cards = 281

• Ireland Exp Rpts = 68 JPMC cards = 13

• Germany Exp Rpts = 852 Postpay = 244

• Spain Exp Rpts = 213

• France Exp Rpts = 176

• Netherlands Exp Rpts = 172 Postpay = 9

• Italy Exp Rpts = 77

• Denmark Exp Rpts = 63 Postpay = 3

• Sweden Exp Rpts = 62 Postpay = 12

• Switzerland Exp Rpts = 30

T&E Review Center Statistics – 2013

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PCard /T&E Corporate CardsPeopleSoft Simplified Part 2Scott Fameree

Integrys Business Support, [email protected]

Session #102860July 25, 2013

10:30 a.m.

Attend the exciting second part of this discussion to hear how another

company brings in corporate card data to PeopleSoft.

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APRIL 7-11, 2014Sands Expo and Convention CenterLas Vegas, Nevada

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