Expenses Activities

Practices for Lesson 20:
Configuring Oracle Expenses

with Rapid Implementation
Chapter 20
Copyright © 2016, Oracle and/or its affiliates. All rights reserved.
Practices for Lesson 20: Configuring Oracle Expenses with Rapid Implementation
Chapter 20 - Page 1
Practices for Lesson 20: Overview
Practices Overview
In these practices, you will be:
· Reviewing the Expenses System Options.
· Creating an expense report template.
· Setting warning and error limits on a conversion rate demonstration.
· Viewing a conversion rate policy warning and error.
· Setting Up a Car Rental Policy.
· Setting Up an Airfare Policy.
· Setting Up a Miscellaneous Expense Policy.
· Setting Up a Meals Expense Policy.
· Setting Up a Mileage Expense Policy.
· Setting Up an Accommodations Expense Policy.
· Setting up a Corporate Credit Card
· Creating a Corporate Card Program
· Setting Up a Corporate Card Usage Policy Warning (Demonstration)
· Creating Receipt and Notification Rules.
Chapter 20 - Page 2
Practice 20-1: Reviewing the Expenses System Options
Overview
In this practice, you will review the Expenses System Options.
Assumptions
Sign in as your FASXX.Student user as assigned by the instructor.
Tasks
1. Navigate to: Setup and Maintenance > Manage Expense System Options.
2. On the Manage Expenses System Options page you can define system options for all
business units or set options for a specific business unit.
3. Review the three sections in the Manage Expense System Options page:
· User Options for Expense Report
· Corporate Options for Expense Report
· Processing Options for Expense Report
· Specific Business Units
4. Click the Reset to Default Options button on the right-hand side of the page and notice
how some of the options return to the default setting.
5. In the User Options for Expense Report section, change the Allow choice of
reimbursement currency during expense entry to so you can choose a reimbursement
currency when creating expense entries.
6. In the Corporate Options for Expense Report section, select the Enable Terms and
Agreement check box to enforce expense terms and agreements for all business units.
This controls whether employees are required to select the I have read the company
policies before submitting expense reports check box.
7. Select a value from the Printable Expense Report Format list.
8. In the Processing Options for Expense Report section, select Third Party in the Pay
Expense Reports Through choice list. This allows your expense reports to be paid
through a third-party legacy application within your company or an outside supplier.13.
9. In the Specific Business Units section, select a business unit, Japan for example, and
click the Edit button.
If you business unit doesn’t exist in the Specific Business Units section, click Create and
select an applicable Business Unit from the Create System Options: Specific Business
Unit page.
10. Review the choices in the Edit Expenses System Options: <Japan> Business Unit page.
Although the choices are similar to the options on the Manage Expense System Options
page, the choices you make on this page will apply only to the specific business unit you
have selected.
11. Scroll down to the Processing Options for Expense Report section.
12. In the Employee Liability Account section, select the Define value specific to
business unit.
Chapter 20 - Page 3
13. Open the box and change the LoB to a different LoB.
14. Select OK.
15. Notice how the LoB number changes in your Employee Liability Account.
16. Select Cancel.
Chapter 20 - Page 4
Practice 20-2: Creating an Expense Report Template
Overview
In this practice, you will be creating expense types that are applicable to each business unit.
You will complete the following tasks:
· Creating an expense report template.
· Creating four expense types.
· Defining the expense types permitted to be itemized for the itemization-required
expense type of Hotel.
· Specifying Expense Requirements.
· Confirming that created expense types appear in the expense report template.
Assumptions
Tasks
Creating an Expense Report Template

1. Navigate to: Setup and Maintenance > Manage Expense Report Templates.
2. Click the Create icon.
3. Enter Name: XXTemplate.
4. Accept the default effective start date.
5. Select US1 Business Unit.
6. Click Save.
Creating an Expense Type for Domestic Airfare

7. Select the Expense Types tab.
9. Enter Name: Domestic Airfare.
10. Select Category: Airfare.
11. Enter Account: 60512.
12. From the Save and Close drop down, click Save and Create Another.
Creating an Expense Type for Room Charge

13. Click the Receipt Requirement tab.
14. Enter Name: Room Charge.
15. Select Category: Accommodations.
17. Select the This expense type used in itemization only check box.
Note: This expense type is now available only for an expense type that is required to be
itemized.
18. Click Save and Create Another.
Chapter 20 - Page 5
Creating an Expense Type for Internet
19. Enter Name: Internet.
20. Select Category: Miscellaneous.
22. Select the This expense type used in itemization only check box.
Note: This expense type is now available only for an expense type that is required to be
itemized.
Creating an Expense Type for Hotel

24. Enter Name: Hotel.
27. Select the Itemization tab.
28. Select Enabled.
29. Select the Include check boxes for both the Room Charge and the Internet expense
types.
Note: These two expense types are now available as itemizable expense types.
30. Click Save and Close.
31. Click Yes.
Specifying Receipt Requirements

32. Select the Receipt Requirement tab.
33. Select the Require receipts for cash expense lines above specified amount check box.
34. Enter 0.00 in the USD field.
35. Select the Require receipts for corporate card expense lines above specified amount
check box.
36. Enter 0.00 in the USD field.
38. Click Yes.
39. Click Done.
Confirming that Created Expense Types Appear in the Created Expense Report
Template
40. Navigate to: About Me > Expenses.
41. Click Create Expense Report.
43. Accept the default date.
44. Select your Expense Report Template.
45. Select Hotel. Notice that the Itemize button is now enabled because you specified that the
Hotel expense type is required to be itemized.
46. Enter Amount of $200.00.
47. Click the Itemize button.
48. Select Room Charge.
Chapter 20 - Page 6
49. Change the Amount field to 150.00.
50. Click Add Line.
51. From the Expense Type list, select Internet.
52. Change the Amount to 50.00.
55. Click OK.
Chapter 20 - Page 7
Practice 20-3: Modifying Approval Rules Demonstration
Overview
In this demonstration, the instructor will demonstrate that you can create or modify approval
rules to implement your expense report policies.
Instructor: In this instructor-led demonstration, modify the following two predefined approval
rules that represent the company policy.
- Expense reports with report total = < $1,000 is automatically approved.
- Expense reports with report total > = $1,000 requires one level of supervisory approval.
- You will modify the preceding predefined rules to reflect the following changes:
- Expense reports with report total = < $1,000 is automatically approved.
- Expense reports with report total > $1,000 and < = $2,000 requires one level of
supervisory approval.
- Expense reports with report total > $2,000 requires two levels of supervisory approval.
Assumptions
Sign in as your FASXX.Instructor.
Tasks
1. Navigate to: Setup and Maintenance > Manage Expense Approval Rules > Oracle BPM
Worklist application.
2. Modifying an Existing Approval Rule to Add a New Condition That Requires a Single Level
of Supervisory Approval for a Report Total Greater Than $1,000 and Equal to or Less Than
$2,000
3. From the Tasks to be configured pane, select the FinExmWorkflowExpenseApproval task.
4. To define and modify rules, click the Rules tab.
5. Click the Edit (pencil) icon on the icon tool bar to make the rules editable.
6. Expand the two predefined rules. There are no changes to the
ExpenseReportAutoApprovalRule.
7. Collapse the ExpenseReportAutoApprovalRule.
8. In the IF region for the ExpenseReportManagerApprovalRule, click the Add Rule button
(Insert Test). This adds a new blank condition.
9. In the left-most field of the new condition, click the LOV search icon to select the report
attribute.
10. Expand the Task folder.
11. Expand the payload folder.
12. Expand the getExpenseReportVOResponse folder.
13. Expand the result folder.
14. Select the expenseReportTotal folder.
15. Click the OK button.
16. In the middle field, select same or less than from the choice list.
17. In the right-most field, enter 2000. Now you have modified the existing rule by adding a
condition that requires a single level of supervisory approval for expense reports with a
report total > $1000 and < = $2,000.
Chapter 20 - Page 8
18. Collapse the rule you just modified.
19. Adding a New Approval Rule That Requires Two Levels of Supervisory Approval for a
Report Total Greater Than $2,000
20. From the Create icon choice list to the right of the View choice list, select Add Rule.
21. Expand the new rule. It has blank IF and THEN regions.
22. In the rule name field, enter Report Total over 2000.
23. In the IF region, click the LOV search icon in the left-most field.
24. Expand the Task folder.
25. Expand the payload folder.
26. Expand the getExpenseReportVOResponse folder.
27. Expand the result folder.
28. Select the expenseReportTotal folder.
30. From the middle list, select more than.
31. In the far-most right field, enter 2000. You have now defined the condition for expense
reports over $2,000.
32. In the THEN region, from the List Builder list, select Supervisory and click the Create Action
button. Now you can add levels to the hierarchy.
33. For the Response Type, select the Required radio button.
34. In the Number of Levels field, enter 2.
35. Click the LOV search icon for the Starting Participant field. The Add Variable dialog box
appears.
36. Select the Get Manager radio button.
37. From the List Builder list, select Supervisory.
38. In the Reference User field, enter Task.creator. NOTE: Task.creator means the expense
report submitter.
40. Click the LOV search icon for the Top Participant. The Add Variable dialog box appears.
41. Select the Get User radio button.
42. In the Reference User field, enter "Samuel.Mabry" as the name of the highest person in the
supervisory hierarchy.
43. Click the OK button. You have completed the approval hierarchy definition for reports over
$2,000.
44. Click the Save icon in the icon toolbar.
46. Click the Commit icon in the icon toolbar.
47. Reviewing the Approver List to Confirm Changes to the Approval Rules
48. Login: Use your username.
49. You will create two expense reports, one with a report total of 1,500 USD and another with
a report total of 2,500 USD and submit for approval.
Creating an Expense Report with an Expense Item of $1,500

50. Navigator menu > My Information menu > Expenses link > Expenses work area.
Chapter 20 - Page 9
51. In the Expenses work area, click the Create Report button. The Create Expense Report
page appears.
52. In the Purpose field, enter report total equals 1500.
53. Select the I have read and accept the corporate travel and expense policies check box.
54. Click the Create Expense Item button. The Create Expense Item dialog box appears.
55. From the Expense Type choice list, select Car Rental.
56. From the Amount choice list, select USD - US Dollar.
57. To the right of the Amount choice list, enter 1500.
58. In the Merchant Name field, enter Hertz.
59. Click the Save and Close button.
60. Click the Submit button.
62. Confirming the Modified Approval Rule for Expense Reports Greater Than $1,000 and
Equal to or Less Than $2,000
63. Click the Pending Approval tab.
64. Click the Expense Report Number link for the expense report number that you noted above.
TIP: The most recent expense report link is always the one at the bottom of the table.
65. Alternatively, you can copy the expense report number from the message and paste it into
the Query by Example (QBE) field for the expense report. To enable the QBE functionality,
click the QBE icon and a row of fields display above the table.
66. Click the Approver List link. The Approver List hierarchy displays.
67. Note the approver listed in the Expense Report Approval Stage.
69. Click the Done button.
Creating an Expense Report with an Expense Item of $2,500

70. Navigator menu > My Information menu > Expenses link > Expenses work area.
71. In the Expenses work area, click the Create Report button. The Create Expense Report
page appears.
72. In the Purpose field, enter report total equals 2500.
73. Select the I have read and accept the corporate travel and expense policies check box.
74. Click the Create Expense Item button. The Create Expense Item dialog box appears.
75. From the Expense Type choice list, select Car Rental.
76. From the Amount choice list, select USD - Dollar.
77. To the right of the Amount choice list, enter 2500.
78. In the Merchant Name field, enter Hertz.
79. Click the Save and Close button.
80. Click the Submit button.
81. Note the confirmation expense report number.
83. Confirming the New Approval Rule for Expense Reports Greater Than $2,000
84. Click the Pending Approval tab.
85. Click the Expense Report link of the expense report number that you noted above. TIP: The
most recent expense report link is always the one at the bottom of the table.
Chapter 20 - Page 10
86. Alternatively, you can copy the expense report number from the message and paste it into
the Query by Example (QBE) field for the expense report. To enable the QBE functionality,
click the QBE icon and a row of fields display above the table.
87. Click the Approver List link. The Approver List hierarchy displays.
88. Note the approver listed in the Expense Report Approval Stage.
Practice 20-4: Setting Warning and Error Limits on a Conversion Rate
Demonstration
Demonstration Overview
In this demonstration you will be:
· Set a warning and error limits on a conversion rate
Note: This demonstration can be done only once in the instance. If it has already been
completed, just review the setup with the class.
· You are setting a warning limit on the conversion rate. If users enter a conversion rate
that is 5-10% higher than the default conversion rate, they will see a Warning.
· You are setting an error limit on the conversion rate. If users enter a conversion rate
that is 10-15% higher than the default conversion rate, they will see an Error.
Assumptions
Tasks
1. Navigate to: Setup and Maintenance > Financials > Define Expense Policies and Rules
> Manage Conversion Rates and Policies page > US1 Business
The Edit Conversion Rates and Policies: US1 Business Unit dialog opens.
3. Select the Default conversion rate check box.
4. Enter Warning Tolerance Percentage: 5.
5. Select the Display warning to user check box.
6. Enter Error Tolerance Percentage: 10.
7. In the Individual Currency Exceptions region, click the Add Row icon.
8. Select Currency: AUD – Australian Dollar.
10. Select the Display Warning to User check box.
11. Enter Error Tolerance Percentage: 15.
13. Click Done.
Practice 20-5: Viewing a Conversion Rate Policy Warning and Error
Overview
In this practice, you show that during your business trip to the UK, you took a taxi ride and paid
for it by using your personal Visa credit card. After returning, you are entering your expenses.
You notice that a different conversion rate was applied to the taxi expense by Visa than the one
used by your company. You will complete the following tasks:
This practice covers:
· View a conversion rate warning.
· View a conversion rate error.
· Review the Expense System Options.
· Select options for a specific business unit.
· Enable a printable expense report and then assign it to a specific business unit.
·
Assumptions
Tasks
Viewing a Warning for a Conversion Rate Used in an Expense Report

1. Navigate to: About Me > Expenses.
3. Click Create Expense Report.
4. In the Expenses Items region, click the Create icon. The Create Expense Item dialog
opens.
5. Accept the default date.
6. Select Expense Template: Expenses US1.
7. Select Expense Type: Taxi.
8. Select Amount: GBP - Pound Sterling and enter 100.00.
Note: GBP may be near the top of the choice list, rather than in alphabetical order.
9. In the Conversion Rate field, change the conversion rate from 1.52975371 to 1.62.
10. Select Expense Location: San Francisco, San Francisco, CA, United States.
Note: You will see a yellow warning that surrounds the Conversion Rate field, which
indicates that the conversion rate you entered of 1.62 is 5% or more above the allowable
limit of 1.52975371. For entering the conversion rate of 1.62, which resulted in a warning,
enter a justification.
11. Enter Justification: Conversion rate applied by Visa.
Viewing an Error for a Conversion Rate Used in an Expense Report

13. In Create Expense Item dialog, accept the default date.
14. Select Expense Type: Lunch.
15. Select Amount: GBP - Pound Sterling and enter 100.00.
16. Change the conversion rate to 1.88.
17. Confirm that the Expense Location list shows San Francisco, San Francisco, CA,
United States.
Note: You will receive a red error that surrounds the Conversion Rate field, which
indicates that the conversion rate you entered of 1.88 is 10% or more above the allowable
limit of 1.52975371.
Tip: If you do not see the error message, click the Save and Close button and then submit
the expense report. You will then see a message that indicates that you cannot submit an
expense report with errors. You will note a red error icon on the line. Click the expense
item link and then you will see the error that was not showing previously.
19. Select “I have read and accept the corporate travel and expense policies”.
21. Click OK.
Practice 20-6: Setting Up a Car Rental Policy
Overview
In these practices, you will be following all of the procedures to set up a car rental policy in
Expenses.
Assumptions
Tasks
Setting Up a Car Rental Policy

1. Navigate to: Setup and Maintenance > Manage Policies by Expense Category.
2. Select Create Policy: Car Rental.
3. Specify a Policy Name: XXCar Rental.
4. In the Rate Definition region:
a. a. Select the Single Currency radio button.
b. b. Select Currency: USD US Dollar.
1. Note: If a currency rate conversion is necessary to verify a policy rate limit, you
must define a conversion rate in Oracle Fusion General Ledger.
5. In the Rate Determinants section:
c. a. Select the Role check box.
d. b. Select Role Type: Job.
Setting Up Car Rental Policy Violations

6. Select the Policy violation warning check box.
8. Select the Display warning to user check box.
9. Select the Prevent report submission check box.
11. Click Save.
The following table describes what employees see when you set up warning and error policy
violations, as well as the calculation used to derive the policy violation:
Completing the Car Rental Rate Spreadsheet
12. On the Create Car Rental Policy page, click Create Car Rental Rates.
13. Download the predefined spreadsheet to your local drive for completion.
TIP: If you select rate determinants in the Rate Determinants area, you complete the
predefined spreadsheet. If you don't select any rate determinants, you create car rental
rates in the Create Rates dialog.
14. On the Create Car Rental Rates spreadsheet, complete the fields as shown in the following
table.
15. Click Upload Rates.

16. On the Manage Policies by Expense Category page, click Save.
Activating the Car Rental Policy

17. Navigate to: Setup and Maintenance > Manage Policies by Expense Category task >
Go to Task > Manage Policies by Expense Category page.
18. Select the car rental policy that you created and click Activate.
19. Assign the car rental policy to an expense type.
Assigning the Car Rental Policy to an Expense Type
The Manage Expense Report Templates page opens.
21. Select an applicable template for a business unit or click Create.
22. On the Create Expense Report Template page, create a template for Car Rental
expenses.
23. On the Expense Types tab, click the Create icon to open the Create Expense Type
dialog.
24. In the Create Expense Type dialog, select Category: Car Rental.
25. On the Policies tab, select the Car Rental policy you created, specify the start date, and
optionally specify an end date.
Practice 20-7: Setting Up an Airfare Policy
Overview
In this practice, you will be following all of the procedures to set up an airfare policy in
Expenses.
To setup an airfare policy, you will:
· Entering General Information
· Setting Up Airfare Policy Violations
· Creating a Flight Class policy
· Activating the Airfare Policy
· Assigning the Airfare Policy to an Expense Type
Assumptions
Tasks
Enter General Information

2. Select Create Policy: Airfare.
3. Enter Policy Name: 35AirFare.
4. In the Flight Class Determinant section:
e. a. The Role check box is already selected by default.
f. b. Select Role Type: Job.
Setting Up Airfare Policy Violations

5. In the Policy Enforcement section, accept the following defaults:
· Policy violation warning radio button
· Display warning to user check box
The following table describes what employees see when you set up warning and error policy
violations for an airfare policy.
Creating a Flight Class Policy
7. Review the following example of a flight class policy:
· Vice Presidents and above who fly longer than 8 hours for an international flight can
purchase a first class ticket.
· Vice Presidents and below who fly less than 8 hours for a domestic flight must
purchase economy class ticket.
Activating the Airfare Policy

9. Select the airfare expense policy that you created and click Activate.
Assigning the Airfare Policy

11. Select an applicable template for a business unit or click the Create icon.
12. On the Create Expense Report Template page, create a template for airfare expenses, or
an applicable template for a business unit.
dialog.
14. Select Category: Airfare.
15. On the Policies tab, select the airfare policy you created, specify the start date, and
optionally specify an end date.
Practice 20-8: Setting Up a Miscellaneous Expense Policy
Overview
In this practice you will be setting up a miscellaneous expense policy and completing the
miscellaneous rate spreadsheet for uploading to the application.
The policy is set up with a single instance rate in US dollars, by job, and is enforced by a
warning and an error
This practice covers the following aspects of setting up a miscellaneous expense policy:
· Setting Up a Miscellaneous Expense Policy
· Setting Up Policy Violations
· Completing the Miscellaneous Rate Spreadsheet
· Associating the Miscellaneous Expense Policy with an Expense Type
Assumptions
Tasks
Setting Up a Miscellaneous Expense Policy

2. Select Create Policy: Miscellaneous.
3. In the Miscellaneous Eligibility Rule section, do the following:
g. a. Select the Minimum number of days for miscellaneous expense
reimbursement check box.
h. b. Enter Days: 5.
4. In the Rate Type section, select the Rate limit radio button.
5. In the Rate Definition section, do the following:
i. a. Select the Single instance limit check box.
j. b. Select the Single currency radio button.
k. c. Select Currency: USD US Dollar.
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define
a conversion rate in Oracle Fusion General Ledger.
6. In the Rate Determinants section, do the following:
l. a. Select the Role check box.
m. b. Select Role Type: Job.
7. In the Policy Enforcements section, do the following:
n. a. Select the Policy violation warning check box.
o. b. Enter Warning Tolerance Percentage: 10.
p. c. Select Display warning check box.
q. d. Select the Prevent report submission check box.
r. e. Enter Error Tolerance Percentage: 20.
Setting up Policy Violations
8. To set up a policy violation for a miscellaneous expense policy, use the data shown
previously in the set policy violations for accommodations expense.
Completing the Miscellaneous Rate Spreadsheet

9. On the Create Miscellaneous Policy page, click Create Rates.
Note: If you select rate determinants in the Rate Determinants section, you complete the
predefined spreadsheet. If you don't select any rate determinants, you create
miscellaneous rates in the Create Rates dialog.
11. On the Create Miscellaneous Rates spreadsheet, complete the fields as shown in the
following table.
12. Click Upload.

When rates are successfully uploaded, the policy status is valid. To use the miscellaneous rate
policy for calculation of miscellaneous expenses, you must:
13. Activate the miscellaneous expense policy.
14. On the Manage Policies by Expense Category page, select the miscellaneous expense
policy that you created and click Activate.
15. Assign the accommodations expense policy to an expense type.
Assigning the Miscellaneous Expense Policy to an Expense Type

17. Click the Create icon or select an applicable template for a business unit.
18. Create a template for miscellaneous expenses.
dialog.
20. Select Category: Miscellaneous.
21. On the Policies tab, select the miscellaneous expense policy you created, specify the start
date, and optionally specify an end date.
Practice 20-9: Setting Up a Meals Expense Policy
Overview
In this practice, you will be setting up a miscellaneous expense policy including:
· Setting Up a Meals Expense Policy
· Completing the Meals Rate Spreadsheet
· Associating the Meals Expense Policy with an Expense Type
Assumptions
Tasks
Setting Up a Meals Expense Policy

2. Select Create Policy: Meals.
s. a. Select the Select the Single instance limit check box.
t. b. Select the Single currency radio button.
u. c. Select Currency: USD US Dollar.
v. a. Select the Policy violation warning check box.
w. b. Select Warning Tolerance Percentage: 10.
x. c. Select the Display warning to user check box.
y. d. Select the Prevent report submission check box.
z. e. Enter Error Tolerance Percentage: 20.
5. Click Save.

To set up a policy violation for a meals expense policy, use the data shown previously in the set
policy violations for accommodations expense.
Completing the Meals Rate Spreadsheet

6. On the Create Meals Policy page, click the Create Rates button.
predefined spreadsheet. If you don't select any rate determinants, you create meals rates in
the Create Rates dialog.
8. On the Create Meals Rates spreadsheet, complete the fields as shown in the table.
9. Click the Upload.
10. When rates are successfully uploaded, the policy status is valid. To use the rates
spreadsheet for calculation of meal expenses, you must:
aa. a. Activate the miscellaneous expense policy.
bb. b. On the Manage Policies by Expense Category page, select the meals
expense policy that you created and click the Activate button.
11. Assign the meals expense policy to an expense type.
Assigning the Meals Expense Policy to an Expense Type

Follow these steps to assign the meals expense policy to an expense type:
14. Create a template for meals expenses.
dialog.
16. Select Category: Meals.
17. On the Policies tab, select the meals expense policy you created, specify the start date,
and optionally specify an end date.
Practice 20-10: Setting Up a Mileage Expense Policy
Overview
In this practice, you will be setting up a mileage expense policy to allow employees to claim
mileage reimbursement for travel expenses incurred by using their personal vehicles for
business activities. In most countries, mileage reimbursement rates are determined by the
central government.
Based on government mileage regulations and your company policy, you can set up a mileage
expense policy by defining:
· Mileage eligibility rules
· Mileage rate determinants
· Mileage add-on rates
Assumptions
Tasks
Mileage Eligibility Rules

1. Navigator to: Setup and Maintenance > Tasks pane: Manage Policies by Expense
Category.
2. Select Create Policy: Mileage.
3. In the Mileage Eligibility Rules section, specify the rules that determine whether
employees can claim mileage reimbursement for using their personal or company provided
vehicles. The table lists the eligibility rules and their descriptions.
Mileage Rate Determinants
4. In the Mileage Rate Determinants section, specify the determinants on which the mileage
reimbursement policy is based. The table lists selected rate determinants and their
descriptions
Mileage Add-On Rates

5. In the Mileage Add-On Rates section, you can add passenger rates and company-specific
rates for inclusion in the mileage reimbursement policy. The table lists additional rate types
and their descriptions.
6. Once you finish setting up the mileage expense policy, you must:
· Complete the mileage rate spreadsheet and load the spreadsheet to the application, or
complete the Create Rates dialog box, depending on the complexity of the policy.
· Activate the mileage reimbursement policy.
· Set up cumulative mileage determinants when applicable.
· Assign the mileage reimbursement policy to expense types.
Practice 20-11: Setting Up an Accommodations Expense Policy
Overview
In this practice, you will be following all of the procedures for setting up an accommodations
expense policy.
To setup an accommodations expense policy, you perform the following steps:
· Setting Up an Accommodations Policy
· Completing the Accommodations Rate Spreadsheet
· Associating the Accommodations Expense Policy with an Expense Type
Assumptions
Tasks
Setting Up an Accommodations Policy

2. Select Create Policy: Accommodations.
The Create Accommodations Expense Policy page opens.
cc.a. Select Single currency.
dd. b. Select Currency: USD.
4. In the Rate Determinants section, do the following:
ee. a. Select the Roles check box.
ff. b. Select the Locations check box.
gg. c. Select Role Type: Job.
hh. d. Select the Geographical locations check box.
ii. a. Select the Policy violation warning check box.
jj. b. Enter Warning Tolerance Percentage: 10.
kk.c. Select the Display warning check box.
ll. d. Select the Prevent report submission check box.
mm. e. Enter Error Tolerance Percentage: 20.

To set policy violations for accommodations expense use the information shown in the following
table.
Completing the Accommodations Rate Spreadsheet
6. Click Create Rates.
predefined spreadsheet. If you don't select any rate determinants, you create
accommodations rates in the Create Rates dialog.
8. On the Create Accommodations Rates spreadsheet, complete the fields as shown in the
table.
9. Click Upload.
10. On the Create Accommodations Expense Policy page, click Save and Close.
When rates are successfully uploaded, the policy status becomes valid. To use this rate policy
for calculation of accommodations expenses, you must:
11. Activate the accommodations expense policy.
nn. a. On the Manage Policies by Expense Category page, select the
accommodations expense policy you created and click Activate.
12. Assign the accommodations expense policy to an expense type.
Assign the Accommodations Expense Policy to an Expense Type.

15. Create a template for accommodations expenses.
dialog.
18. On the Policies tab in the Create Expense Type dialog, select the accommodations
expense policy you created, specify the start date, and optionally specify an end date.
Practice 20-12: Setting Up a Corporate Card Program
Overview
In this practice you will:
· Set up a Cash Advance
· Enter Values in the Create Transfer Parameters page.
· Set Up the HTTPS Server.
· Configure the Corporate Cards Program Setup.
Assumptions
Tasks
Set Up a Cash Advance

1. Navigate to: Setup and Maintenance > Manage Corporate Card Program.
2. Click Create.
3. Enter Name: XXVision Card Program.
4. Enter Card Type: Procurement.
5. Enter Brand: American Express.
6. Select File Format: American Express #1025
7. Select the Transfer Parameters tab in the Create Corporate Card Program page.
8. Click the Create Transfer Parameter dialog box.
Before you can download transaction files from American Express servers, you must set up a
Secure File Transfer (SFT) account with American Express and obtain the user name and
password that identifies your customer account on the SFT server.
Enter Values in the Transfer Parameters page.
9. Enter the values displayed in the table below in the Create Transfer Parameters page.

After you complete the tasks for corporate card transaction download, you can use the Upload
Corporate Card Transaction File program with the profile name as a download parameter to
download corporate card transaction files from American Express.
Note: American Express places one or multiple transaction files at a time in a folder called
Outbox in your customer account, but the Upload Corporate Card Transaction File program
processes only one file at a time. The process picks up the oldest file each time. To pick up
multiple files, you must schedule the Upload Corporate Card Transaction File process to
run multiple times.
Before you can process VISA, MasterCard, and Diner's Club corporate card transaction files,
you must set up an HTTPS server, configure the corporate card programs setup, and verify the
HTTPS server setup.
Practice 20-13: Creating a Corporate Card Program
Overview
In this practice, you show that your company has chosen American Express as your corporate
card issuer. You are ready to start processing corporate card transaction files. To enable the
processing, you will set up the applicable entities. You will complete the following tasks:
· Define a corporate card mapping rule.
· Create a corporate card program and company account number with American
Express.
· Assign the mapping rule to the corporate card program to enable the upload process to
derive corporate card expense types for the corporate card transactions.
Create a Corporate Card Mapping Rule

A corporate card mapping rule enables you to assign a corporate card expense type to the
transactions based on the transaction codes in the corporate card transaction file. Once the
corporate card expense type is derived using the mapping rule, the corporate card expense type
is converted to an expense type. This expense type is derived using the corporate card expense
type mapping in the default expense template.
Note: Only those corporate card transactions with associated expense types are displayed
in the Expenses work area
Assumptions
Tasks
Define a Corporate Card Mapping Rule

1. Navigate to: Setup and Maintenance > Manage Corporate Card Expense Type
Mapping Rules.
The Create Corporate Card Expense Type Mapping Rule dialog appears.
3. In the Name field, enter XXMapping Rule.
4. Select Source Lookup Type: MIS Industry Codes.
MIS Industry Codes is a lookup that contains the American Express corporate card
transaction codes that describe the type of transactions in the corporate card transaction
file.
5. Select Default Card Expense Type: Miscellaneous.
6. Map the Source Lookup Codes to the following corporate card expense types:
7. Select Source Lookup Code 01: Air.
8. Select Source Lookup Code 03: Hotel.
9. Select Source Lookup Code 05: Meal.
10. Select Source Lookup Code 08: Miscellaneous.
12. Click Done.
Creating a Corporate Card Program and Company Account Number with
American Express
A corporate card program represents your agreement with the card issuer, your organization
setup within the card issuer system, and the payment liability.
13. Navigate to: Setup and Maintenance > Manage Corporate Card Programs.
The Create Corporate Card Program page opens.
15. Enter Name: XXAMEX.
16. Enter Description: XXAmerican Express Travel Card.
17. Select Card Type: Travel.
18. Select Card Brand: American Express.
19. Click the Upload Rules tab.
20. Select File Format: American Express KR1025.
21. Select Employee Matching Rule for New Cards: Employee number.
22. In the Card Expense Type Mapping section, select Transaction Summary Mapping
Rule: XXMapping Rule. This is the mapping rule that you created previously.
23. Select Transaction Summary Source Column: MIS industry code.
24. In the Company Accounts section, click the Create icon.
The Create Company Account dialog opens.
25. Enter Company Account Name: XXCompany Account Name.
26. Enter Company Account Number: XX1000.
27. Enter Market Code: 001.
28. Enter Requesting Control Account Number: XX2000.
29. Select Card Issuer: American Express.
30. Select Card Issuer Site: UK - London.
31. Select Payables Business Unit: US1 Business Unit.
32. Select Payment Currency: USD – US Dollar.
33. Select Payment Terms: Immediate.
34. Select Payment Option: Both.
35. Enter Expense Clearing Account: 101.10.22190.000.000.000.
Note: If you receive an error message, click the Expense Clearing Account icon and
search for any missing segments in the Expense Clearing Account dialog box.
37. To exit the page, click Save and Close.
38. Click Done.
Practice 20-14: Setting Up a Corporate Card Usage Policy Warning
Demonstration
Overview
In this demonstration, your instructor will set up a warning to enforce corporate card usage.
Assumptions
Tasks
Corporate Card Usage Policy Warning

If the Airfare category has been adjusted already, select another expense category and add
parameters.
1. Navigate to: Setup and Maintenance > Define Credit Card Data.
2. Click the US1 Business Unit link.
3. For Airfare, do the following:
§ Enter Cash Limit: 100.00.
§ Enter Warning Tolerance Percentage: 0.00.
§ Select the Display Warning to User check box.
5. Click Done.
Practice 20-15: Creating Receipt and Notification Rules
Overview
In this practice you will be creating an Expense Report Receipt and Notification Rule.
Assumptions
Tasks
Create Expense Report Receipt and Notification Rule
1. Navigate to: Setup and Maintenance > Manage Expense Report Receipt and
Notification Rule.
2. Specify the type of receipt your company requires for expense report submission in the
header of the Create Receipt and Notification Rule page:
3. Specify the stage when imaged receipts must be attached to the expense report by the
employee.
4. Specify when missing and overdue expense report receipts are considered overdue.
5. Specify when expense report payments should be placed on hold due to pending receipts.
6. Specify the level on which you want to define receipt rules. You can specify receipt rules at
all, any, or none of the following levels:
· Organization Level
· Template Level
· Expense Level
7. For the Organization Level:
Navigate to: Setup and Maintenance > Manage Expense Report Receipt and
Notification Rules > Create.
8. For the Template Level:
Navigate to: Setup and Maintenance > Manage Expense Report Template > Create >
Receipt Requirement tab.
9. For the Expense Level:
Navigate to: Setup and Maintenance > Manage Expense Report Template > Create >
Expense Types tab.

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Practices for Lesson 20:

Configuring Oracle Expenses

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Creating an Expense Report Template

Creating an Expense Type for Domestic Airfare

Creating an Expense Type for Room Charge

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Creating an Expense Type for Hotel

Specifying Receipt Requirements

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Creating an Expense Report with an Expense Item of $1,500

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Creating an Expense Report with an Expense Item of $2,500

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Viewing a Warning for a Conversion Rate Used in an Expense Report

Viewing an Error for a Conversion Rate Used in an Expense Report

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Setting Up a Car Rental Policy

Setting Up Car Rental Policy Violations

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15. Click Upload Rates.

Activating the Car Rental Policy

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Enter General Information

Setting Up Airfare Policy Violations

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Activating the Airfare Policy

Assigning the Airfare Policy

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Setting Up a Miscellaneous Expense Policy

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Completing the Miscellaneous Rate Spreadsheet

12. Click Upload.

Assigning the Miscellaneous Expense Policy to an Expense Type

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Setting Up a Meals Expense Policy

Setting up Policy Violations

Completing the Meals Rate Spreadsheet

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Assigning the Meals Expense Policy to an Expense Type

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Mileage Eligibility Rules

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Mileage Add-On Rates

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Setting Up an Accommodations Policy

Setting up Policy Violations

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Assign the Accommodations Expense Policy to an Expense Type.

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Set Up a Cash Advance

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10. Click Save and Close.

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Create a Corporate Card Mapping Rule

Define a Corporate Card Mapping Rule