Today’s organizations are concern with employee retention initative by rolling out incentive and benefits program, yet many have forgotten about improving organizational efficiency by reviewing the technology process. Our Expense Claims system is created to be as painless as possible to fulfill this objective.
This Expense Claims Management System (ECMS) is created as a streamlined, transparent and standardized claims process across the organization. The off-line claim process can permit frequent travelers to be away from office for long period while receiving timely claim claims disbursals, new employees’ status modification or accounting information.
Advantages
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ECMS eliminates the inefficiencies of manual expense claim systems by enabling automation of existing processes wherein an expense claims workflow is triggered upon an employee claim submission. It saves valuable employee time on claims follow-up by status notification and report submission.
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The ECMS has defined users and security rights for completing expense claims approvals.
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Business rules and calculation parameters ensure accurate claims disbursals for permissible amounts and allowances.
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Rapid claims approval through a queuing system caters for different scenarios such as automatic re-routing during supervisor or finance staff holidays.
4 key-functions that has been incorporated into the Expense Claims Management System.
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Intelligent Form that is maintainable, incorporate business logic & financial values and use offline by staff on-the-road.
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Staff Profile Database that can create staff details, and approval stage.
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Generation of Reports, Statement of Accounts automatically
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Automatic generate soft-copy of Excel file for Financial Shared Services Centre to process, to reduce double-entry work.
The Expense Claims Management System (ECMS) has the following components:
Import Module (for extraction of data from the Off-Line Forms)
- Receiving forms that were completed off-line for processing
Admin Module
- Manages the User Profile.
- User Login/Logout and Audit Trail Security.
- Allows the Finance Executive to check the completeness of the expenses claim via Internet Browser
- Setting up of Forex Rates
Reporting Module
- Statement of Accounts for Finance Director.
- Corporate Reports for Finance Director
- Employee Claims Statement
- Journal Posting Report in Excel Format (for uploading to core financial system e.g SAP)
Email Module
- To make use of the current Email System as transport agent for:
- Expense Claims Submission
- Notification for Claims Approval
- Notification for Employee Claims Statement
ECMS Off-Line Forms, uses by employees to fill up the electronic expenses claim forms which has:
- Business Logic, for example: Accounts code coding, Foreign Exchange computation
- Business Intelligence
- Controls for Electronic Signatory.
- Routing/Printing/Email capability.
- Database - Supports any RDBMS.
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