New Six features in Oracle i-Expense:

 Public Sector versus Private Sectors in Oracle i-Expense

 Duplicate Detection
 Expense Location for Accommodation and Meals
 Acknowledgement Note
 Payment Method
 Line Level Attachments

1. Public Sector versus Private Sectors for Meals and Gifts:

The following change has been made to include/capture the meal/gift offered to Govt. Officials (Public sector and
Private (Non-government).

Why do we need this functionality?

At present in i-expense we don’t have the provision to enter the information of the meals offered to Govt. officials or to
any Private Sector employees, to capture that information.

Solution:
We are implementing this change which will allow employees to include the Attendee Type and their names in the
expense line. Also with this change now employee can select the complete name of the employee to whom the
lunch/dinner has been shared.

Information required for expense report process:

Type of Personnel Name Selection Type Attendee Type Mandatory info for
Expense Line Type
Employee List of Values (LOV) Employee Meals and Gifts
Non- Employee Manually Enter Govt. Authority/Private Meals and Gifts
Sector

Process:
This change can be applied at expense line item level, which means we can enable this feature only for those expense
items where business sees the possibility of having the Meal/gift offered to external parties.

Following expense line items have enabled in i-Expense:

 Business Entertainment (Tax / Tip)

 Meals: Business Meeting (Tax / Tip)
 Travel: Bkfst/Lnch/Din/Snack (Tax/Tip)
 Misc: Other Controllable Gifts
Oracle i-Expense page at line level:
 2. Duplicate Detection

Overview:
Duplicate Detection rules helps identify any duplicate expense report lines which were submitted by the same employee
and will prevent from submission.
How Does It Works:
The duplicate entry works on the following criteria, if all the below criteria matches then expense line/expense report is
treated as Duplicate and will not be allowed for submission:

 Employee Name
 Receipt Date
 Expense Type
 Receipt Amount

Example of Duplicate expense reports:

Employee has submitted an expense report with the below information:

Employee: Suresh Kumar Puvvada

Expense Date: 22-AUG-2018
Expense Type: Meals: Business Meeting (Tax / Tip)
Amount: 499 USD

Result: Same employee trying to submit similar expense line in a different expense report, system will restrict from
submission and will show the message that this is a duplicate expense:
F.A.Q.:
a. How do I submit my expense report with the above four parameters are same but my expenses are
genuine/actual?
Proposed Solution: Create an expense report with a single expense line and combine all receipts in a single receipt
to upload as an attachment.
Example: Actual/genuine expenses can be detected by duplication detection feature in Oracle i-Expense.
Vendor Name: Starbucks
Employee Name: Sadi Dolui
Location: Torrance Business Park
Product Name: Vanilla Latte (Large)
Product Price: $5.15
Date of Purchase: 05-SEP-2018 and Time: 7:00AM
Date of Purchase: 05-SEP-2018 and Time: 3:00PM
Date of Purchase: 05-SEP-2018 and Time: 8:00PM
Expense Line Type: Meals

A person is buying a same coffee from Starbucks every day in the different times. This would be detected by Oracle i-
Expense as a duplicate expense.

In this case, you can consolidate all receipts in a single page, and create an expense line type (meals) and upload a
consolidated receipt.
 3. Expense Location

Expense Location field on i-Expense line detail will be made as Mandatory field for Meals and Accommodation(Hotel).
An expense location must be a name of the city.

F.A.Q. :
1. Can I submit my expense report for other expense types( Except Meals & Hotel/Lodge) with NO expense
location?
Yes, there is NO impact to other expense line types.
 4. Acknowledgement Note

Overview:
As part of this change a new Acknowledgement note has been added and this will be available in the submission page of
expense report. An Acknowledgement note displays at the time of expense submission for both mobile and i-Expense.
Acknowledgement Note in i-Expense: “By submitting this expense report, I affirm that the
expenses submitted are in compliance with the Herbalife’s Corporate Travel and Entertainment
Policy 04.90.”
Acknowledgement Note in Mobile: “I accept the expense polices.”
The acknowledgement note in i-Expense also has a link which directs to the corporate travel and expense policies.
 5. Payment Method (Custom) for South Korea only

As part of this requirement a new field has been added to capture as Payment Method, so each expense line employee
will be able to enter the mode of the payment used for paying.
Add new additional field “Payment Method” to flag as CASH versus CREDIT CARD (Personal/Company), this field has to
be a List of Value and employee should be able to select the value
The payment method has the following values to be selected from
 Personal Credit Card
 Corporate Credit Card
 Cash

NOTE: This custom payment method is mandatory for South Korea but it’s an optional field for rest of the world.
F.A.Q.:
1. I don’t have a corporate credit card. Can I choose my personal credit card due to a new payment method?
You can ignore this feature. In case your country decided to use it in future.
2. Is there any payment process change to introduce a new payment method in i-Expense?
No.
6. Line level attachments