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Expense Report Automation

In Web2Expense travel expense management solution users can create an expense report to enter and settle the travel expenses incurred during an employee business trip.

The "Expense Report Management" menu provides all functions needed for the employee to complete an expense report.

Company expense policy documents impact expense reports for the following items:

  • Per diem limits for lodging, meals and incidentals
  • Mileage expense rate (as defined by the United States Internal Revenue Service)
  • The trip receipt limit, determines whether a receipt is required for an expense item
  • Manager's expense approval limit for expensive trips (Executive override)

Depending on general company settings, employees can create an expense report with or without creating a expense approval request. After creating the expense report employees can attach trip expense receipts either by faxing or scanning. Employees can check "Required Receipt Report" to submit receipts only for those items above the required limit.

Once employees are ready to submit their expense reports the Web2Expense automated workflow process guides users to send their expense report to the right manager. The workflow engine also allows users to change the approvers with a few simple mouse clicks. Employees can check which manager is will approve their expense report next.

Managers are notified via email about the submission of an expense report by an employee. They can either use the email sent by the system or the "Manager Self Service" menu to approve or deny the expense report. Additionally, managers can see the actual receipts attached to the expense report.

Upon managerial approval expense reports are forwarded to the Accounts Payable by the Web2Expense workflow engine for final payment processing.



 
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