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Overview of Oracle iExpense Tool for Simplified Travel and Expense Management

This document provides an overview of the Oracle iExpense tool, designed to simplify the processing of travel and personal reimbursements. Learn about its benefits, including ease of use and streamlined approval workflows. Key updates on the Travel Policy and ongoing efforts to combine various expense reports are also highlighted. Included are instructions for setting up a Citibank Visa Business Travel Account and insights into how iExpense integrates with existing financial systems. For further questions, contact RFTravel@rfsuny.org.

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Overview of Oracle iExpense Tool for Simplified Travel and Expense Management

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Presentation Transcript

  1. Research Foundation for SUNY Travel – Part 2

  2. Objective • Travel updates • To provide an overview of the Oracle iExpense tool • What it is and how it works • Benefits • Screen shots

  3. Travel Policy Update • Central Office continues to work on the combining the Travel policy Table of Contents that includes: Miscellaneous Expenses Tax-Exempt Policy Expenses and Rates International Travel

  4. Citibank Visa BTA • NYS Citibank BTA (Business Travel Account) contract is good through 8/21/13. • OGS intends on extending the Citibank contract for one year or until a new contract is awarded. • Additional information: • RFTravel@rfsuny.org • Credit Card Programs: How to Establish a Citibank Visa Business Travel Account

  5. What is iExpense? • Oracle iExpense is an online tool that allows for easy processing of travel and personal reimbursements for items paid out of pocket. • Separate Oracle responsibilities • Org Internet Expenses – creation/approving • Internet Expense Audit Manager – Accts Payable

  6. How does it work? • Enter expense report using a standard web browser or web-enabled device • Approval workflow • Integrates with Oracle Payables Workflow Expense Report  Approver AP Audit  Payables

  7. Benefits • Streamlined Email notifications • Easy to use Policies • Convenient Process • Green Calculations

  8. Expense report creation

  9. Receipt Based Expenses

  10. Per diem Expenses

  11. Per diem cont’d

  12. Mileage

  13. Mileage cont’d

  14. Expense Allocations

  15. Advances

  16. Review

  17. Submission

  18. Approval Workflow • Approvers receive a email notification that there is an expense report for review • Workflow notification is based on who the expense approver is at the project level

  19. Accounts Payable Audit Manager

  20. Conclusion • Overview of the iExpense tool • How it works • Benefits of using the tool • Per diem schedules, policies, calculations, approvals, etc.

  21. Email travel related questions to: RFTravel@rfsuny.org

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