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Training Guide Expenses

Version 1 March 2016

March 2016 V1

2

Training Guide iProcurement

Table of ContentsExpenses 3

Entering Bank Details 3

Entering Delegation Details 5

Entering Expenses 7

Withdrawing an Expense Claim from Approval 15

Duplicate an Expense Report 17

Enter a Foreign Currency Expense Claim 19

Entering Expenses via a Spreadsheet 22

Auditing Expenses 25

Process Reimbursement 30

Send Expenses to Payables 30

Query Expenses in Payables 32

Approving Expenses 34

Approving and Rejecting Expenses 34

3


ExpensesEntering Bank Details Procedure

A primary bank account is one in which cash advances and expense reimbursements are deposited.

Although you can have multiple bank accounts, cash advances and reimbursement of your business expenses are always deposited into your primary bank account.

Existing bank account details cannot be edited. They must be end dates, and a new one entered.

This module will take you through the system steps necessary for you to Entry Your Bank Details.

Step Action

1 Click the Navigator button.

Step Action

2 Click the Expenses link.

Step Action

3 To activate a primary bank account, access the Manage Bank Accounts page by clicking the Manage Bank Accounts link.

Step Action

4 Click the Create button.

Step Action

5 Select the Country of the bank you are entering.

Step Action

6 Enter the mandatory bank account information required to set up your bank and click the Save and Close button.

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Step Action

7 Select the bank account line that you want to specify as primary and then click the green check mark icon. The green check mark appears in the Primary column on the bank account line you selected.

Although you can have multiple bank accounts, cash advances and reimbursement of your business expenses are always deposited into your primary bank account.

Click the Save and Close button.

Note: Existing bank account details cannot be edited. They must be end dated, and a new one entered.

Step Action

8 You have now completed the system steps necessary for you to Enter Your Primary Bank Account. End of Procedure.

5


Entering Delegation DetailsProcedure

You may wish to delegate the responsibility to someone else to enter and manage expense reports on your behalf.

This module will take you through the system steps necessary for you to Delegate Expense Entry.

Step Action


Step Action


Step Action

3 Click the Manage Delegates link.

Step Action

4 To select another person to enter expense reports on your behalf click the Add Row button.

Step Action

5 Click the Person search button.

Step Action

6 Enter the name of the individual you would like to delegate to.

Step Action

7 Click the Search button.

Step Action

8 Any results matching your search criteria will be displayed. Select the required record (the record will turn blue).

Click the OK button.

Step Action

9 Click the Save and Close button.

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Step Action

10 You have now selected an individual who can enter expense reports on your behalf.

To delete the delegated responsibility click the Manage Delegates link.

Step Action

11 Select the individual you no longer require to enter expense reports on your behalf.

Step Action

12 Click the Red Cross.

Step Action

13 Acknowledge the message by clicking the Yes button.

Step Action

14 Click the Save and Close button.

Step Action

15 You have now completed the system steps necessary for you to Delegate Expense Entry.End of Procedure.

7


Entering ExpensesProcedure

Oracle Fusion Expenses offers you two methods for expense entry. To enter cash transactions, you can choose from the following options at any time:

• Use the Expenses Work Area for expense entry online. • Use an expense spreadsheet for expense entry offline.

This module will take you through the system steps necessary for you to Enter an Expense Claim Using the Online entry method.

Step Action


Step Action


Step Action

3 To create a new expense report click the Create Report button.

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Step Action

4 Enter the reason for your expense claim into the Purpose field.

Step Action

5 Acknowledge that you have read and understood the corporate travel and expenses policies by ticking the check box.

Note: You can click on the blue Corporate Policies link to view the actual travel policies.

Step Action

6 Click the Create Expense Item button to begin entering the expense details.

Step Action

7 Enter the date you incurred the expense on in the Date field.

Step Action

8 Select using the drop down arrow next to the Expense Template field the expense template you wish to enter expenses against.

Select CIMA Expenses Template if you are an employee of CIMA Select CIMA UK Member if you are a member of CIMA claiming expenses

Step Action

9 Click the Expense Type drop down arrow.

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Step Action

10 The expense items offered will be determined by the template you have chosen. Select the expense type you have incurred.

Step Action

11 The fields displayed and requiring data entry will be dependent on the Expense Type you have selected.

Step Action

12 Enter the required information for all of the mandatory fields and when ready to enter another expense item click the Save and Close drop down arrow.

Note: The charge account for the individual line of the expense will default in based on the template line you have chosen and your employee record. An expense claim ideally should be charged to one cost centre but can be charged to multiple cost centres if required.

Step Action

13 Click the Save and Create Another option.

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Step Action

14 A new blank record will appear allowing you to enter another expense item.

Step Action

15 Again the information required to be entered will be determined by the expense item selected. Enter all the mandatory fields.

Repeat this process until you have entered all of the desired expense items for this particular expense claim.

Finish by clicking the Save and Close button.

Step Action

16 Certain expense types are subject to Violation Rules – i.e. you will be notified if you have violated the Corporate Travel policy. Examples of where Violation Rules will be triggered are:

Hotels Breakfast Lunch Dinner

If a violation occurs, Fusion will highlight the Amount field orange and give you a warning. You can still submit the claim with a violation warning but it will warn you as and when you submit the claim for approval.

By adding a justification, as to why you have violated the corporate policy in the Justification field this may assist in the approval process.

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Step Action

17 To add scanned copies of the receipts to this expense claim click the Green Cross next to the Attachments field.

For full instructions on adding attachments to a transaction refer to the training topic: Navigation - Manage Attachments.

Step Action

18 Attach the desired receipts and click the OK button.

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Step Action

19 If you have completed your expense claim click the Submit button.

The expense claim will now be submitted to your Line Manager for approval. Your Line Manager can approve expenses for any amount and for any cost centre.

Note: There is no cost centre logic within the approval process and there is no approval limit logic.

Note: The Line Manager receiving the approval request must decide whether they think they are the correct person to approve the expense claim or if they think someone else would be more appropriate (ie the correct cost center manager). If the original selected approver believes someone else should approve the expense they must ‘Reassign’ the notification to the individual they think is more appropriate to approve the expense claim.

Note: If the Line Manager ‘Reassigns’ the expense claim for approval they must enter a comment in the ‘Comments’ section of the notification (E.g. Can you please approve for your cost centre expense costs), or attach appropriate documentation supporting their decision to reassign the claim. The new approver receives the notification and can view the comment that was added by the line manager.

Note: No expense claim can be paid until they are fully approved.

All business approved claims will be selected for Audit Approval by Finance.

Step Action

20 Acknowledge your message by clicking the OK button.

Step Action

21 While your claim is in the approval process it will be visible in the Pending Approval work queue.

Click the Pending Approval (1) link to view your claim. Once approved the claim will move to the Processed queue.

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Step Action

22 If your expense claim is Rejected during the approval process it will be return to you. Read the comment found within the email or fusion notification to gain an understanding of why the expense has been rejected. You can then either amend your claim accordingly or delete it.

Step Action

23 If your expense claim is Returned Requesting Further Information to you during the approval process, read the comment found within the email or fusion notification to gain an understanding of what further information is required.

Click on the Comments icon to add a response and then select Actions – Submit Information to reply to the inquiry.

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Step Action

24 You have now completed the system steps necessary for you to Enter An Expense Claim Using the Online entry method.

End of Procedure.

15


Withdrawing an Expense Claim from ApprovalProcedure

This module will take you through the system steps necessary for you to Withdraw an Expense Claim from the Approval Process.

Step Action


Step Action


Step Action

3 To withdraw a claim from the approval process click on the Pending Approval tab.

Step Action

4 Select the expense report you wish to withdraw (the record will turn blue).

Step Action

5 Click the Actions menu.

Step Action

6 Select the Withdraw Report menu.

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Step Action

7 Acknowledge your message by clicking the Yes button.

Step Action

8 Your claim has now been withdrawn and you can amend and re-submit it. The expense claim can now be found in the In Progress (1) link.

Step Action

9 Click the Report Number link to open it up such that you can make the necessary amendments and re-submit it.

Step Action

10 You have now completed the system steps necessary for you to Withdraw an Expense Claim from the Approval Process. End of Procedure.

17


Duplicate an Expense ReportProcedure

If you are incurring similar or the same expenses as a previous claim, you can locate the claim and copy the details creating a new claim, thereby speeding up the expense claim process.

This module will take you through the system steps necessary for you to Duplicate an Existing Expense Claim.

Step Action


Step Action


Step Action

3 Locate the expense claim you wish to duplicate.

Step Action

4 Highlight the expense claim you wish to duplicate (the record will turn blue).

Step Action

5 Click the Actions menu.

Step Action

6 Select the Duplicate Report menu.

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Step Action

7 The expense claim will be copied creating a new claim. You can review and make any necessary changes to the new claim.

All duplicated claims must then be submitted for approval when complete.

Step Action

8 You have now completed the system steps necessary for you to Duplicate an Existing Expense Claim. End of Procedure.

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Enter a Foreign Currency Expense ClaimProcedure

If travelling abroad you will incur foreign currency expenses. These expenses can be claimed directly in the currency they were incurred and the system will calculate the home currency reimbursement amount.

This module will take you through the system steps necessary for you to Enter a Foreign Currency Expense Transaction.

Note: Functional and foreign currency transactions can all be claimed on the same expense claim - a separate claim per currency is NOT required. All amounts are converted to your functional payment currency.

Step Action


Step Action


Step Action

3 To create a new expense report click the Create Report button.

Step Action

4 Enter the reason for your expense claim into the Purpose field.

Step Action

5 Click the Create Expense Item button to begin entering the expense details.

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Step Action

6 For full details on how to enter an expense transaction please refer to the training topic: Entering Expenses.

To enter a foreign currency expense transaction click the Currency drop down arrow.

Step Action

7 Select from the list of currencies the currency you incurred the cost in.

Step Action

8 Enter into the Amount field the foreign currency amount you incurred for this expense transaction.

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Step Action

9 The system automatically defaults in a Foreign Currency Conversion Rate and calculates the Reimbursable Amount.

Step Action

10 Continue to complete all other expense fields. For full details on how to enter an expense transaction please refer to the training topic: Entering Expenses.

Repeat for all other expense transaction and then click the Save and Close button.

Remember: Functional and foreign currency transactions can all be claimed on the same expense claim - a separate claim per currency is NOT required.

Step Action

11 You have now completed the system steps necessary for you to Enter a Foreign Currency Expense Transaction. End of Procedure.

22


Entering Expenses via a SpreadsheetProcedure

Oracle Fusion Expenses offers you two methods for expense entry. To enter cash transactions, you can choose from the following options at any time:

• Use the Expenses Work Area for expense entry online. • Use an expense spreadsheet for expense entry offline.

This module will take you through the system steps necessary for you to Enter An Expense Claim via a Spreadsheet.

Step Action


Step Action


Step Action

3 To begin uploading an expense claim from a spreadsheet click the Create Expense Items in Spreadsheet link.

Note: Once you have downloaded the spreadsheet initially you can save the file and then maintain it offline only logging into the application when you need to upload it.

Step Action

4 Click the Open button.

Step Action

5 Click the Yes button in answer to the connection question.

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Step Action

6 You are now asked to sign into the Spreadsheet Application.

Enter the same User ID and Password as you do to enter the Fusion Application. Click the Sign In button.

Step Action

7 Remember: Once you have opened the spreadsheet it can be saved and reused as a standard layout. Every time you open the saved spreadsheet it will launch an instance of Spreadsheet Upload.

Step Action

8 Continue to complete all the necessary fields as if you were completing an on-line expense claim. For full details on what the fields mean and which ones need to be entered please refer to the training topic: Entering Expenses.

Note: required/mandatory fields are marked with * in the column heading

Note: A list of values (double-click filed with mouse to open) is available for fields marked with [..] in the heading

Note: A drop down list is available for fields where a drop down arrow appears at the right hand side of the data entry cell.

Step Action

9 When you have completed the spreadsheet data entry, click the Upload Expense Items button.

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Step Action

10 Click the OK button. The upload is in process.

Step Action

11 Click the OK button.

Step Action

12 To review your uploaded expense claim go into the expenses module and review the In Progress queue.

Click on the appropriate expense claim and amend if required. All claims must be submitted for approval to your Line Manager. Your Line Manager can approve expenses for any amount and for any cost centre.


Note: The Line Manager receiving the approval request must decide whether they think they are the correct person to approve the expense claim or if they think someone else would be more appropriate. If the original selected approver believes someone else should approve the expense they must ‘Reassign’ the notification to the individual they think is more appropriate to approve the expense claim.

Note: If the Line Manager ‘Reassigns’ the expense claim for approval they must enter a comment in the ‘Comments’ section of the notification, or attach appropriate documentation supporting their decision to reassign the claim.

Note: No expense claim can be paid until they are fully approved.

Step Action

13 You have now completed the system steps necessary for you to Enter An Expense Claim via a Spreadsheet. End of Procedure.

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Auditing ExpensesProcedure

After approval of an individual’s expense report by the applicable business approvers, all approved claims will be selected for Audit Review by finance.

The Audit Expense Report activity enables an expense auditor to examine, verify, and if necessary, adjust or short pay any expense report amounts to be paid. Expense auditors can take various actions, which include completing audits, rejecting expense reports, requesting additional information from individuals, warning individuals, waiving receipts, releasing payment holds, and confirming managers’ approval.

This module will take you through the system steps necessary for you to Audit An Expense Claim.

Step Action


Step Action

2 Click the Auditing link.

Step Action

3 Click the Manage Expense Reports link.

Step Action

4 All expense claims requiring Audit Review will be displayed.

Select the Report Number of the report you wish to audit and click the Audit Expense Report button.

Step Action

5 The expense report will open.

Begin the audit by entering the date that you received the corresponding receipts for this claim.

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Step Action

6 Then verify you have received receipts for those transactions requiring receipt submission by clicking the Receipt Verified option.

Step Action

7 Scroll to the right hand side of the screen.

Step Action

8 Optional Audit Actions Include:

• Short Pay • Add Individual to Audit List • Reject expense report • Request more information • Waive receipts or Waive receipts and complete audit • Warn user and complete audit • Release hold • Confirm manager approval • Complete audit

Depending on the audit action selected by an expense auditor and the contents of the expense report, Expenses recalculates the expense report status.

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Step Action

9 Optional: Should you wish to Short Pay a claim select the appropriate line and click the Short Pay check box.

Step Action

10 Optional: Should you wish to add an individual to the Audit List ensuring their claims are audited every time click the Add to audit list tick box.

Step Action

11 Select the reason as to why you require 100% audit of their expenses. Click the Reason list.

Step Action

12 Select the appropriate reason. In this example select the Disproportionate number of cash expenses list item.

Step Action

13 Optional: For further audit actions click the Actions drop down arrow.

Step Action

14 Optional: Confirm Manager Approval

To ask the approving manager to re-confirm a previous expense report approval, select the Confirm Manager Approval.

This action is only available after the manager has approved the expense report and the status is set to Pending Expense Auditor Approval. The approving manager receives a notification that includes a specific read-only instruction and any additional instructions entered by the expense auditor.

Selecting this action results in the following:

• Any changes that the expense auditor made are discarded. • A notification is sent to the employee’s direct manager that requests approval of the

expense report. • The expense report status is set to Pending Manager Approval. • The expense auditor who requested manager approval will continue to be assigned to

this expense report.

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Step Action

15 Optional: Reject Expense Report

To reject an expense report, select the Reject Expense Report. The employee receives a notification that includes the reason for the rejection, specific read-only instructions, and any additional instructions from the auditor. Selecting this action results in the following:

• The expense report is returned to the employee with a status of Rejected. • The employee can resubmit the report or delete it. • The employee must resubmit the rejected expense report with the requested remedy

before it can be approved. • A resubmitted report must complete all required approvals before it can be audited.

Note: When an expense auditor rejects an expense report, Expenses discards any line adjustments made by the expense auditor. Line adjustments are changes to the expense amount by the expense auditor, which modifies the amount that the individual will be reimbursed.

Step Action

16 Optional: Request More Information

To request more information for an expense report, select the Request More Information. The employee receives a notification that includes the reason for the request, specific instructions, and any additional instructions from the expense auditor. Selecting this action results in the following:

• The employee does not need to resubmit the returned expense report, but he must reply to the notification before the reimbursement process can continue.

• The expense report status remains Pending Payables Approval.

After a number of days, the expense report is returned to the employee as an up dateable expense report in a Returned status. This occurs when the current date, less the date the expense auditor requested more information, is greater than or equal to the number of days as defined by setup.

• The expense auditor can complete the audit before the requested information is received from the employee.

Step Action

17 Optional: Waive Receipts or Waive Receipts and Complete Audit

To waive receipts before completing the expense report audit, select the Waive Receipts and Complete Audit. This action is available only if the expense auditor has not already processed the expense report and when the expense report contains expense items that require receipts that have not yet been received. Selecting this action initiates the following:

• The employee does not receive a notification and does not need to take any action. • The expense report status is set to Pending Payment and is ready for payment request

creation in Oracle Fusion Payables. • The receipt status is set to Waived.

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Step Action

18 Optional: Warn User and Complete Audit

To warn the employee of questionable expenses but continue to complete the audit, select the Warn User and Complete Audit. The employee receives a notification that includes the reason for the action and any additional instructions entered by the expense auditor. Selecting this action results in the following:

• A notification is sent to the employee that advises him to review company policies. • The expense report status is set to Pending Payment and is ready for payment request

creation in Payables.

Step Action

19 To complete an audit, click the Complete Audit button. This action occurs after all approvals are complete and after the expense auditor has completed the expense report audit. Selecting this action results in the following:

• No action is required from the employee. • The expense report status is set to Pending Payment and is ready for payment process-

ing in Oracle Fusion Payables. • Any short payments or line adjustments made by the expense auditor are reflected in

the reimbursement amount.

Step Action

Acknowledge the message by clicking the OK button.

The expense claim has now completed the audit process and will become available for payment.

Step Action

You have now completed the system steps necessary for you to Audit An Expense Claim.End of Procedure.

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Process ReimbursementSend Expenses to Payables

Procedure

To reimburse employees for expenses, run the Process Expense Reimbursement program. After validations are performed, results display as payment requests, invoices, or rejected expense reports.

This module will take you through the system steps necessary for you to Run the Process Expense Reimbursement program.

Step Action


Step Action

2 Click the Auditing link.

Step Action

3 Select the Process Expense Reimbursements and Cash Advances link.

Step Action

4 Select the Business Unit against which you wish to run the Process Expense Reimbursements and Cash Advances program.

Step Action

5 In this example select All authorized business units.

Step Action

6 Click the Submit button.

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Step Action

7 Acknowledge the message by clicking the OK button.

Step Action

8 The submitted process will be displayed in the Expense Reimbursement and Cash Advances Request area.

Click the Refresh button until the program completes with a status of Succeeded.

Step Action

9 Click the Action menu and the system will give options to display how many expense claims have been selected and transferred successfully to Payables and now await payment.

It will also display how many have been rejected. To view these click the Rejected link.

Step Action

10 Having investigated why the expense transactions have failed click the Done button.

In this example all expense claims have failed due to invalid payment methods. In this instance valid bank accounts would need to be set up for each employee.

Step Action

11 You have now completed the system steps necessary for you to Run the Process Expense Reimbursement program. End of Procedure.

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Query Expenses in PayablesProcedure

This module will take you through the system steps necessary for you to Query Expense Claims From Within Payables.

Step Action


Step Action

2 Click the Invoices link.

Step Action

3 To query back the expense claims either use the task Manage Invoices or perform a quick search by clicking in the Supplier or Party field.

Step Action

4 Enter the search criteria into the Invoice Number or Supplier Party field.

Note: Employees claiming expenses become “Parties” within the payables module. You search a party by entering First Name, Last Name.

Click the Search button.

Step Action

5 All expense claims meeting your search criteria will be displayed.

To review a specific claim click the Invoice Number link.

Note: All expense claims will need validating before payment can be made. This will be a concurrent process that is automatically scheduled to be run.

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Step Action

6 You have now completed the system steps necessary for you to Query Expense Claims From Within Payables. End of Procedure.

34


Approving ExpensesApproving and Rejecting Expenses Procedure

All Expenses must be approved by your Line Manager or an equivalent business user before they can be audited by Finance and passed for payment.

This module will take you through the system steps necessary for you to Approve an Expense Claim.

Line Managers can approve expenses for any amount and for any cost centre.


Note: The Line Manager receiving the approval request must decide whether they think they are the correct person to approve the expense claim or if they think someone else would be more appropriate (ie the correct cost center manager). If the original selected approver believes someone else should approve the expense they must ‘Reassign’ the notification to the individual they think is more appropriate to approve the expense claim.

Note: If the Line Manager ‘Reassigns’ the expense claim for approval they must enter a comment in the ‘Comments’ section of the notification (E.g. Can you please approve for your cost centre expense costs), or attach appropriate documentation supporting their decision to reassign the claim. The new approver receives the notification and can view the comment that was added by the line manager.

All business approved claims will be selected for Audit Approval by Finance.

Note: No expense claim can be paid until they are fully approved and audited.

Note: Vacation rules can be used to handle your notifications automatically during times when you are out of the office. You can define a rule to ’reassign’ your notifications to another user automatically when it arrives in your inbox - please refer to the training topic: Creating a Vacation Rule.

Step Action

1 As an Expense Approver, an important part of your daily routine will be to review and action your fusion notifications / emails. You will receive both an email requesting you to review and approve expenses that have been routed to you as the Line Manager of the business user submitting their expenses and also a notification (similar in content to the email) will be available within the Fusion application itself. Use either of these methods to approve or reject the expense claim.

Note: Approval notifications can be received via email and directly from within Oracle.

Irrespective of if you are responding to your email notification or opening the notification directly in Oracle you must review the notification and respond accordingly.

Step Action

2 All approval notifications can be accessed directly from your Welcome Dashboard in Fusion by clicking on the Bell area.

The Worklist feature presents all your workflow tasks that require your approval

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Step Action

3 Click on the notification to see more details of the expense claim that needs attention. Below is an example of a notification directly opened in the fusion application.

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Step Action

4 You can also action your expense approval requests directly from Outlook. Click on the email to view the expense claim details.

Below is an example of an email notification.

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Step Action

5 On opening either the email or fusion notification you must now continue to review the details and respond accordingly.

The email / notification details are:

• Who raised the expense • When the expense was incurred • The purpose of the Expenses • What is being expensed • The value of the expense • The individual expense lines • The cost center incurring the expense • Copies of the receipts (attachment) • Recent Similar Expenses • Recurring Violations • Recent Returned Reports

Step Action

6 Click on the Attachment Link to view all supporting documentation / copies of receipts that the business preparer has attached.

Step Action

7 Click the Done button to return.

Step Action

8 From within the email / notification screen click the appropriate Action – Approve or Reject

Step Action

9 To approve the expense claim click the Approve button.

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Step Action

10 To reject the requisition click the Reject button.

Note: Any expenses that are rejected must have a comment added to the returning notification / email.

Note: The comments should be added between the [brackets] after the word Comments.

Note: if you REJECT an expense claim via email notification without entering a comment, Oracle will send the email but NOT process the rejection. You the approver will get an error and the claim will remain pending approval.

After being rejected a business user has the option to amend the expense and resubmit it – it will have to go through the full approval cycle again returning back to any approver that has already approved the previous submission.

Step Action

11 Within a Fusion notification you can request for Further Information. Select the Actions button and then Further Information.

Step Action

12 Select who you are requesting the additional information from and then add a comment. The claimant will receive a notification from which they can respond.

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Step Action

13 Within a Fusion Approval notification accessed via the bell, you can also progress the expense claim on an Adhoc Route for Approval.

This function that allows you to manually send an expense claim to an additional person for approval, that was not in the original approval chain.

Perhaps you want a 2nd pair of eyes to see the claim before it is finally approved. (e.g maybe someone has claimed £100,000.00 and you want a more senior manager to approve it as well)

If the claim had come to you for approval, by sending it on an adhoc approval route, you are approving it yourself but including a further person in the chain of approval. Until that person also approves it, it will not go to audit.

Select Actions – Adhoc Route

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Step Action

14 Select the Adhoc Approver you would like to send this expense claim to, enter a comment to assist with the approval process and select exactly who you wish to route the claim to.

The adhoc approver will receive a Fusion Notification / email from which they can action the claim accordingly by either approving or rejecting it.

Step Action

15 End of Procedure.

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The Chartered Institute of Management Accountants

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