Iexpenses Procedure

iExpenses Procedure

Oracle R12 Implementation

Internal Project

IT Convergence, Inc.

September 21st, 2010

CONFIDENTIAL

Contents

Overview 5

ITC Employee Expense Reimbursement Policy 7

Pre-requisite steps 8

Create, Review and Submit New Expense Report 11

1. Create an Expense Report 11

2. Create Expense Report Lines 13

3. Validate Expense Report 18

4. Attach receipts 19

5. Submit Expense Report for Approval 20

Modify Expense Reports 23

View Expense Report History 24

Search Expense Reports 24

Additional Internet Expenses Information 27

Authorization and Delegation 27

Substitute Approver 27

Refunds of Over Reimbursement 27

Internet Expenses Approval 28

View pending Expense Report for approval 28

Note:

Overview

Oracle iExpense enables ITC employees to create and submit expenses reports via the internet. In addition, it also enables the authorized managers to review, approve (or disapprove) employee expense reports via the internet. Both employees and managers are able to view historical information and status of previously submitted expense reports.

ITC Employee Expense Reimbursement Policy

For this section please refer to the employee handbook that can be found in Microsoft Outlook Public Folders.

Login to ITC Web Application – iExpenses

This section describes how to login to ITC self-service web application instance to input the iExpenses Report.

Pre-requisite steps

· Enter the following ITC URL address into your internet browser http://erp.itconvergence.com

· Login to ITC Self-Service Web Applications by entering your User name and Password.

In the E-Business Suite Home form:

· Select an appropriate Application by highlighting ‘ITC XXX (USA, Argentina, Singapore) Time and Expense’.

· Click on the ‘Expense Home’ link in the Expense menu.

Create, Review and Submit New Expense Report

1. Create an Expense Report

In the Expenses Home tabbed region:

Click on the Shortcut ‘Create Expense Report’. This takes you to the ‘Enter General Expense Report Information’ form.

In the ‘Enter General Expense Report Information’ form:

Complete the header of the Expense Report. Most values are populated by default.

Enter the following required information:

Expenses Template / · Select one out of the following three default Expense Templates using the drop down arrow:
1. Business Development Expense - used by employees on
assignment to develop business (pre-sales, sales,
presentations, etc).
2. Service Delivery Expenses - used by employees on
assignment to work on a specific revenue project.
3. Employee Monthly Expenses - used by employees to
report regular expenses.
· All templates are project related. You will need to complete project information, the two first template are related with Contractor projects and the last with internal projects.
· Important: For more details see ‘Attachment I’.
Purpose / · Enter a purpose of your expense report.
Approver / · Leave this field blank because a default approver is assigned to each ITC employee in the Employee Master.
Includes Foreign Currency Receipts / · (Optional) Click the checkbox ‘Includes Foreign Currency Receipts’ if you need to enter receipts in foreign currency.

Click the ‘Next’ link. This takes you to the ‘Enter Cash and Other Expenses’ form.

2. Create Expense Report Lines

In the ‘Enter Cash and Other Expenses’ form you must complete the lines of the expense report.

Select an expense classification in the ‘Enter Expenses for’ field using the drop down arrow. The following classifications are available:

Receipt-Based Expenses – to be used with all expense report templates.

Per Diem Expenses – to be used with the Business Development Expenses and the Service Delivery Expenses templates

Mileage Expenses - to be used with the Business Development Expenses and the Service Delivery Expenses templates.

Click in the tab chosen

You can enter expenses for more than one of the above classifications in the same Expense Report. Once you have finished entering your expenses for the selected classification just change the tab and continue entering Expense lines.

Below are the guidelines for each classification.

Using ‘Receipt-Based Expenses’

If you select ‘Receipt-Based Expenses’, you must enter the following required information:

Project Number / · Select the Project Number for this receipt by clicking the flashlight icon to view the List of Values, or directly key in the Project number.
Task Number / · Select the Task Number for this receipt by clicking the flashlight icon to view the Task List of Values for the selected Project, or directly key in the Task number.
Date / · Enter the date when expense was incurred.
Receipt Amount / · Enter the receipt amount in the original currency.
Receipt Currency /
Exchange Rate / · (Optional) Change the receipt currency and enter the exchange rate when you enter a receipt amount in a different currency used by your company. Example: 1 HK$ = 0.135 US$
If the exchange rate is entered, the reimbursable amount will be automatically calculated based on the Receipt Amount * Exchange Rate.
Expense Type / · Select an expense type by clicking the drop down menu.
Justification / · Justification is mandatory for all expense types so you MUST enter a brief description for each entry.

Using ‘Per Diem Expenses’

If you select ‘Per Diem Expenses’, you need to assign Per Diem for a continuous period of time.

You must complete the ‘Start Date’ and ‘Number of Days’ fields. If the Per Diem rates vary or the periods are not continuous you must enter multiple lines with different Start Dates as below.

If you want to view detail information for a specific line, click the ‘Detail’ link

Click the ‘Return’ button to return to the Expense entry form.

Click ‘Calculate’ if you want the system to calculate the reimbursement amount for every line.

Using ‘Mileage Expenses’

If you select ‘Mileage Expenses’, you need to complete the ‘Start Date’, ‘Unit of Measure’ and ‘Trip Distance’ fields.

You can enter multiple lines in this form, if necessary.

After finish to enter all the expense reports lines click “Next” bottom

3. Validate Expense Report

After you have entered all expenses

Click ‘Next’ to view all entered and uploaded expense reports and Expense Summary (see below).

The system will validate the entered expense report information. While detecting any violation or error, the system prompts a message including detailed description of the error. At this time you must correct the incorrect line items immediately.

Review the Expense Report details.

Click the ‘Back’ link to modify or add more lines.

Click the ‘Save’ button for a later submission. (Note: This allows you to return to this expense report for edit or modification before you send it to your manager for approval).

4. Attach receipts

If the expense types that you are entry require receipts you have to attach them in this screen.

You have to add all the require receipt as header attachment.

5. Submit Expense Report for Approval

If everything is OK, click the ‘Submit’ button. The Confirmation window will appear and the system will send a notification to your approver.

Notes:

Upon submission, your Expense Report goes through a system validation process.

If the validation is successful, you will receive a system confirmation indicating your Expense Report is submitted to the system approval process and you will receive an Expense Report number assigned by the system.

The Expense Report number assigned by the system becomes the invoice number in our Accounts Payable system. This is also the same number that you can use to track your reimbursement status Approved, Paid, or Unpaid.

Submitted Expense Reports are not available for any changes, however, expense reports with negative amounts maybe created.

6. Print Validated Expense Report

Place your receipts in an interoffice envelope and send or fax them to ITC Office (415-6757940).

The system will send a notification requesting for approval to your manager. The system will notify you when your expense report is approved by your manager. Your expense report will be paid once your manager approves it and ITC Admin verifies the associated receipts.

Modify Expense Reports

In the ‘Update Expense Reports’ form, you can update previously saved or rejected Expense Reports.

Follow these steps to modify an Expense Report:

Click the ‘Expenses Home’ tabbed region to locate the ‘Update Expense Reports’. A list of previously saved Expense Reports will be displayed.

Click on the expense report that you want to add lines to or modify.

Double click the Report Number that you want to add lines to or modify.

Save or submit the modified Expense Report as usual.

View Expense Report History

You can review previously submitted expense exports in the ‘Update Expense Reports” form.

View Expense Report History

Click the ‘Expense Home’ tabbed region to locate the Track Submitted Expense Reports’. A list of previously submitted expense reports will be displayed.

Click on the expense report that you want to review.

Search Expense Reports

If you want to search for a specific Expense Report, follow the steps below:

Click the ‘Expense Reports’ tabbed region.

Enter the criteria and click the ‘Go’ button. Click the ‘Advanced Search’ button for more searching options.

Review the details of your submitted Expense Report.

Additional Internet Expenses Information

Authorization and Delegation

If you are unable to fill in your Expense Report and send it to ITC office on time, you can authorize and delegate your responsibility to an ITC colleague to enter and submit the expenses on your behalf. Contact your direct manager for more information and assistance.

Substitute Approver

During your direct manager’s absence, you can send an Expense Report to someone other than your direct manager. Please contact ITC HR Admin for more information before you change your approver online.

Refunds of Over Reimbursement

You can enter a negative receipt to report the refund for a previously over reimbursed expense.

Internet Expenses Approval

If you have the responsibility to approve Expense Reports, you must follow the guidelines below:

View pending Expense Report for approval

In the E-Business Suite Home, select an ‘Internet Time and Expense’ responsibility.

Click the ‘Expenses Home’ link.

In the ‘Expense Home’ tabbed region, you will find open notifications below the ‘Notifications’ title

Click on the expense report that you want to review. This takes you to the ‘Notification Details’ form.

In the below form, you can review details information of an Expense Report.

At this point, you are able to approve, reject or reassign an Expense Report by selecting the proper button. You can type a comment in the ‘Note’ zone.

Click on the ‘Expense Report Details’ icon if you want to review more details of this Expense Report. You will find this icon on the end of the report.

Overview

File Ref: ITC iExpenses Internal Procedure.doc

Company Confidential - For internal use only