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User Interface

The User Interface workshop focuses on:

Defining the expense types and categories of expense appropriate for your company
Identifying the key data elements you would like to capture (i.e. Business Purpose, Merchant, etc.)
If expense pre-approval is required, identifying the expenditures that must be pre-approved

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EXPENSE Components�UI Workshop

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UI Strategy

When defining your expense types, it is recommended that you begin by asking the question “What did I spend my money on?”

Example: Customers are often tempted to have an expense type name Marketing. You cannot walk up to a counter and buy Marketing. It is more intuitive for the employee to select the specific item (i.e. Copies / Printing) s/he spent money on and then further provide information so that the expense can be “charged” or “allocated” to marketing

It is not recommended to create multiple options for the same type of expense (i.e. Airfare Domestic, Airfare International, etc.)

Doing so reduces the effectiveness of Emburse usability features that intelligently determine the expense type of a credit card transaction or receipt

Group expense types by category (i.e. Air Travel, Ground Transportation, etc.)

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UI Strategy cont.

Keep names short and simple (for readability)

Most of your employees are not accountants! Employees should not have to know GL codes, let us drive that behind the scenes!

Select appropriate icons to help employees visually identify your expense types and categories

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Special Considerations

Feed & OCR Transaction Mapping

When defining expense types, consider how they map to predefined expense categories recognized by the various transaction feeds types. Transaction mapping allows the system to automatically assign expense types to receipt, corporate card and travel data transactions that are received into Emburse Enterprise. This saves the employee from having to select the expense category when applying the transaction to their expense report.
Each type of transaction has a defined set of categories that expense types can be mapped to:

Receipts: Airfare, Car Rental, Hotel, Rail, Other / Miscellaneous, Parking, Taxi/Limo/Other Transportation, Telephone, Fuel, Subway, Meals, Breakfast, Lunch, Dinner
Travel Data: Airfare, Car Rental, Hotel, Rail, Other, Travel Agency Fees and Limousine/Car Service
Corporate Card: We will provide a recommended set of categories based on the transaction MCC code.

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Report Header

The Report Header is presented when the “New” or “+” button is clicked to start a new expense report

The default Report Header contains the following fields:

Report Name – Employees are asked to provide a descriptive name for their expense report
Pay Me In Currency – Typically defaults to a single reimbursement currency for an employee, however, multiple pay me currencies for an employee is supported via the Person Record
Additional fields can be added, if necessary

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Definitions

Expense Types:

Expense types are expenses that an employee can incur, such as airfare, lodging, breakfast, etc. A list of expense types appears as an option when an employee first creates an expense entry. Each expense type has multiple unique fields that define the details of an expense. For example, Airfare could have ticket number and vendor attached to it, while Breakfast might only have vendor. These details are called fields.

Expense Category:

An expense that serves as a heading to expenses; such as Air Travel (category) which has Airfare, Baggage Fee as expense types beneath it. An employee cannot select an expense category from the list of expenses when creating an expense report, only the items beneath it.

Expense:

An expense can be either a single expense that has no expense category, such as Airfare, or an expense that lies beneath the main expense and is related or linked to that expense and is listed under an expense category, such as Breakfast.

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Mosaics, Tiles and Drawers

A Mosaic is a set of expense types available for a particular user add to an expense report, composed of Tiles & Drawers

Expense types are typically grouped into expense categories
Expense types and categories are represented as “tiles”
An expense category tile drops down a “drawer” containing a grouping of similar expense types
An expense type tile may exist on it’s own or within a “drawer”

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Mosaics, Tiles and Drawers - Design Considerations

Start with Emburse Enterprises best practice model and tweak
Sort the most frequent expenses to the top of the mosaic for ease of use
Group or combine like expenses (e.g. Breakfast, Lunch & Dinner = Individual Meals)
Keep it simple – too many mosaics and tiles make things cumbersome for your employees as well as for ongoing maintenance
Be mindful of how the UI will look on a smart phone vs. desktop screen

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Forms

A unique set of data elements (fields) presented to the employee when an expense type is added to the report
Many expense types share the same form – keep the number of forms to a minimum for consistency, ease of maintenance and testing

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Form – System Fields

Following are “system fields” are available for all expense types

Date - default behavior is to default the first expense on a report to the current date and carry forward the previously entered date to all expenses added subsequently
Spent Amount – typically the total amount of transaction(s). This is the total amount paid out of pocket or on the credit card (which can include tip, taxes, etc.)
Spent Currency - default behavior is to default the first expense on a report to the report’s pay me in currency and carry forward the previously entered currency to all subsequent expenses
Exchange Rate - only displayed if the spent currency differs from the pay me in currency. The rate will be defaulted to the daily rate (as per XE.com) based on the date of the expense. The rate may be overridden by the employee, however, if they change the expense date, the rate will again be defaulted to the XE daily rate. Compliance rules are often implemented ensuring an acceptable variance in exchange rate
Converted Amount - only displayed if the spent currency differs from the pay me in currency. This value is calculated as Amount Spent x Exchange Rate. The employee may override the converted amount, in which case, the exchange rate will be updated to reflect the appropriate calculation
Allocation - there are a number of different defaulting / carry forward options
Business Purpose - carry forward applies, can be made Optional

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Business Purpose vs Description

Business Purpose:

Is applied as the purpose of the expense(s) on a report for the entire trip/report. (e.g. Employees enter one expense report per trip).

Description:

When employees email their receipts into Emburse Enterprise, they have an option to type a description or comment into the body of the email they send. This text will then be placed into the description field of the expense, if it exists. This is a nice feature to help employees keep track of their expenses.
The description can be included as an optional field on most expense types (to take advantage of the email capability mentioned above) but made required on those expense types that require further explanation (e.g. a Miscellaneous / Other expense type will typically require the employee to provide a description of the expense).

We recommend if using the Google Mileage integration to keep Description, as destinations will populate in this field.

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FOLIO / Itemization

Folio / Itemization is configured for expense types whose receipts are typically comprised of charges for multiple types of expenses
Itemization allows a single transaction/receipt to be split into the specific expense types (e.g. Airfare and Travel Agency Fee)
Itemization allows these varying portions of the bill to be allocated to different GL accounts or simply broken out for approval visibility and/or reporting purposes
Hotel is commonly configured as a folio (e.g. Lodging, Meals, Parking, Internet / WiFi, Laundry, etc.)

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FOLIO / Itemization - Recurring

You may require your employees to itemize their folio by expense type, or by date and expense type

The recurring feature can be helpful for customers who require their employees to itemize by day, if the daily amounts per expense type do not vary

Individual expenses (of each type) for each day between check-in and check-out will be generated with the amounts entered

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Google Maps Integration

The standard Emburse Enterprise mileage expense includes integration with Google Maps
Employees type their from / to destinations, the calculated mileage is captured, the configured per mile/km rate is applied and the generated reimbursable amount is presented
Note: The route information is also saved along with the mileage line item

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Attendees – Guest Picker

The guest picker associates one or many attendees with a line item and are typically added to meals and entertainment expense types
Both internal or external guests can be added

Internal Guests: Select from list of all employees loaded into Emburse Enterprise
External Guests: Employee’s can manually enter the Name, Title and Company for external guests
Previously entered guests are “remembered” for future use

Captures the amount per attendee for easy policy enforcement on price per guest

System will split charge equally amongst attendees, and can be updated

A CSV file upload feature is also available to assist in loading large guest lists

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PRE-APPROVAL�UI Workshop

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Pre-Approval Considerations

If your company requires expenditures (some or all) to be approved before purchase, you may be interested in using our Pre-Approval process

Note: If you are utilizing the services of a travel provider, you may already have travel pre-approval built into that process

The Emburse Enterprise Pre-Approval process requires an employee to submit a separate report, describing and providing the estimated cost for the expenditure (often a specific business trip). Pre-Approval reports work similarly to expense reports in that compliance and routing rules can be put in place to enforce policy
Requiring pre-approval provides companies with better budget / cost control, as money is spent only on justified / approved items
The question to ask is whether you want the formality of having another report to govern the process, or if you are content with managers enforcing this process outside the system
Note that including pre-approval in your implementation may impact your implementation time line as there will be more to configure and test

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Pre-Approval Header

PA Standard Report Header Fields

Report Name
Start Date
End Date
Number of Days
Pay Me In
Business Purpose
Allocation

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Pre-Approval Items

Employees add pre-approval items to their report to identify estimated amounts for particular types of expenditures.

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Pre-Approval Approaches

#1 - The Bucket Approach:

Asks employees to identify their estimated expense by general expense category (Airfare, Lodging, Ground Transportation, Meals)
Expense report expense types (which are typically more granular) would be “mapped” to the appropriate PA category so the system can track actual vs estimated spend

#2 – Import to Expense Report:

Allows employees import Pre-Approval line items to a Expense Report
Pre-approval and expense report line items should be consistent so that all the estimated expenses entered into the pre-approval can be converted to expense report line items when an employee is ready to submit his/her expense report

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Pre-Approval – #1 Bucket Approach

Pre-Approvals can be applied to an expense report from the expense report header or upon report submission.
The information within the applied pre-approval can be viewed within the expense report, however, none of the pre-approval information is used to populate the expense report.
It is simply a linkage between the PA and the ER.

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Pre-Approval – #2 Import to Expense Report

The Pre-Approval Import to Expense Report feature populates the expense report header information and generate expense report line items directly from the pre-approval.
Employees will be required to edit / save each of the generated line items to confirm the generated information is valid and to complete entry of any additional fields that may be required
If the expense was paid on a corporate card, the employee can simply drag the corporate card transaction on top of the generated line item

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Pre-Approval - Balance

Expense report actual amounts are compared to the estimated amounts of the attached pre-approval
The system can be configured to allow multiple expense reports to be applied to the same pre-approval (assuming the PA has a remaining balance and is not expired). This technique can be used to track an employee’s spend against their annual budget
It is important to note that when an expense report is applied to a PA, the full amount of the expense report is deducted from the PA (even though only certain expense categories may be mapped to PA expense categories). If you are planning on using PA to track budget only on a specific type of spend, consider having employees create separate expense reports containing only those expense types that gre applicable to the PA

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