OUM

Business Process Design

Expenses

Author: Muhammad Zubair Jamil

Creation Date: 07 March 2021
Last Updated: 07 March 2021
Version: 1.0
Status: Draft

Approvals:

Client Project Manager

APPSLINK Project Manager

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Document Control

Change Record

Date Author Version Change Reference

07-Mar-21 Muhammad Zubair Jamil Draft 1.0

Reviewers

Name Position

Tasweer ur Rehman

Distribution

Name Position Location

1 Library Master
2 PMO
3 Financial Team

Note to Holders:
If you receive an electronic copy of this document and print it out, please write your name
on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for
document control purposes.

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Contents

PURPOSE ......................................................................................................................... 4
EMPLOYEE EXPENSE CLAIMS ........................................................................................... 5
ORACLE FUSION EXPENSES .............................................................................................. 8
ORACLE FUSION EXPENSES KEY CONCEPTS.................................................................................. 9
PROCESS EXPENSE REIMBURSEMENTS ........................................................................................ 9
BUSINESS PROCESS FLOW- EXPENSES REIMBURSEMENTS............................................................. 10
REPORTING ................................................................................................................... 11
MISCELLANEOUS ........................................................................................................... 11
OPEN AND CLOSED ISSUES ..................................................................................................... 12
OPEN POINTS ..................................................................................................................... 12
CLOSED POINTS ................................................................................................................... 12
GAP LOG............................................................................................................................ 12
DESIGN FEEDBACK ............................................................................................................... 12

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Purpose
The purpose of this document is to present process flows that will be applicable to the Clients' business process in Oracle Fusion Applications.
Information gathered during the user's sessions are also made part of this design document and presented together with the Oracle Standard
Process Flows based on Modern Best Practices as applicable to the Client. The structure of the document ensures that information gathered
from the Key Users is followed by the relevant Oracle Process Flow so that the users are able to relate to the Process as per standard features
available in Oracle.

This document will become standard baseline for the configuration of all Legal Entities in scope and for the training sessions. Detailed training
material will be shared on the basis of approved design.

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No. Questions Answers Gap

1 Employee Expense Claims

1.1 Overview

1.1.1 Briefly describe your existing employee Expense Currently hardcopy format is used and signed-off by
Management process for each Business Unit. managers. In future it would be managed from Oracle with
configured DOA.

Following is the highlight of Employee Expense Claim

submissions in Oracle Fusion:

• Employee create and submit Expense Report

• Expense Reports are routed for approval
• Run Auto Invoicing Process to generate Invoices in
Payables against approved Expense Reports
• Validate and Account Expense Invoices
• Process Payments

Note:

- Approvals will be configured as per provided DOA

- Payments will be settled through Oracle Payables
Payments

1.1.2 What is the current process to generate expense payments Payments are made as per requirements on request
to employees? basis.

1.1.3 What is the current procedure for employee advances? Advances are issued and later adjusted against expenses
submitted by employees. (e.g. for per diem travel, pro
services, project team pocket money)
1.1.4 What are the different types of employee expense claims Air Tickets, Taxi, Hotel Accommodation, Meals, Petrol,
e.g. mileage, per diem, miscellaneous, airfare etc. Salik, Other Vehicle maintenance charges, etc.
1.1.5 Do you have policy or rate schedule for each of the above As per attached Policy.
types?

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No. Questions Answers Gap

1.1.6 Are there any standard company policies for each of the
expense type to control, manage and reduce employee
spending?
If there are any, how are the violation of the policies
handled? Just by a warning message to an employee or by
generating an error for policy violation
1.1.7 Please describe your existing review and approval process
for expense claim
1.1.8 What is naming convention that you follow for each
expense is generated.
Users should not be allowed to submit expense reports in
case of policy violation (System Control to be
implemented).
Policy document will be shared with APPSLINK Team.
Manager’s sign-off expense documents manually. In
future, approvals should be configured as per provided
DOA.
Following prefix can be used:
− Visioneers LLC - VLLC
− New Media Academy – NMA
− Cosmo X Holding Ltd - COSX
− NAS News Arabic – NNA
− Medianeers Holding Ltd – MED

Note: Expenses will be implemented for legal entities as

per agreed scope.

1.1.9 Does auditor audit the expense claim in parallel with Audit (By Finance team) should be done after approval
manager approval or after manager approval? from relevant approvers.
Note: Auditor will be the part of approval hierarchy.
Please provide DOA accordingly.
1.1.10 Specify the criteria for selection of expense report for All expense reports should be audited.
audit.
Note: Auditor will be the part of approval hierarchy.
Random Selection Rules Please provide DOA accordingly.

• Audit a percentage of all expense reports

Additional Selection Rules

• Audit expense reports greater than a specified

amount

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No. Questions Answers Gap

• Audit expense reports with required receipts

• Audit expense reports with policy violations
• Audit expense reports of individuals on the audit
list
• Audit expense reports with expenses older than a
specified number of days

1.1.11 What is the receipt submission policy, are the employees Policy can be different based on Type and Amount of
required to submit receipt of each expense claim? expense.
What are the different types of employee expenses where
Receipt is required as per policy?
If so, at which Stage the Imaged Receipts Must Be
Attached to Expense Report
• Before approval by expense auditor
• Prevent submission if receipts are not attached
• Require reason if receipts are not attached before
submission
• Before approval by manage
1.1.12 Are the employee advances requested amounts validated Yes
against a budget?

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Oracle Fusion Expenses
Oracle Fusion Expenses automate and streamline Expense Reports approval and management. Using Oracle Fusion Expenses can dramatically
reduce the time and effort required to submit, approve, process and pay expense reports.

The overall standard “Expense Report to Reimbursement” is represented below.

Diagram Key:

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Oracle Fusion Expenses Key Concepts

Below are some key concepts/terminologies that will be used in Oracle Fusion Expenses:

Expense Types: An expense type is a potential expense that employees or contingent workers can incur. Expense types are
granular expenses. For example, possible expense types are Hotel, Airfare, Accommodation, Travel and Meals.

Expense items: Expense items are the expense types incurred and being claimed now. They would appear as line items on the
expense report (expense claim). User can add as many expense items to an expense report and later submit it for approval and
reimbursements.

Expense Report: As expense report is a document in Oracle expenses that is used to claim the expenses incurred by an employee
or contingent worker. A single expense report can include multiple expense items. Once an expense report is approved by an
approver it will eligible for the payment through Oracle Payables.

Process Expense Reimbursements

Oracle Fusion Expenses provides reimbursement functionality that ensures employees are reimbursed for business expenses.
Expenses uses Oracle Fusion Payables to process expense reports for reimbursement. Process Expense Reimbursement program
is run to process expense reports in Expenses and to create payment requests for payments in Payables.

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Business Process Flow- Expenses Reimbursements
Legend:
Process owner(s) Finance Department, Business Users
Manual process Data Manual Document

System Oracle Fusion Expenses

Decision Start / End Database

Process Oracle Fusion Expenses Flow Document System Process Validation

Title: Oracle Fusion Expenses Flow

No

Update/ Submit
Create Attach Receipts
Start Add Expense Expense
Report Receipts Attached?
Business Users

Items Report

Yes

Resubmission
Required?
No

Rejected
Yes
Approvers

Approval Approval
Hierarchy Action

Approved
Finance

Process Validate
Process
Reimburseme Expense End
Payments
nt Invoices

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2 Reporting
2.1 Reporting

2.1.1 What types of reports are currently used to view the Reports will be shared with APPSLINK Team.
Expense related information? Please provide sample
reports
3
Miscellaneous
3.1.1 Any other point to be discussed. No.

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Open and Closed Issues

Open Points
ID Issue Description Status Responsibility Target Date Closure Date
1.1.6 Employee Expenses Policy Document to be shared Open Mr. Farid
2.1.1 Expense reports to be shared Open Mr. Farid

Closed Points
ID Issue Resolution Responsibility Target Date Closed Date

Gap Log
ID Gap Description Provided Solution Response Status

Design Feedback
ID Feedback/Comments Received From Appslink Response Status Received Closed
Date Date

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