Oracle Web Employees Expense Reporting
If you install Oracle Self-Service Applications for the Web, your organization's employees can enter their own expense reports in Oracle Web Employees using a web browser. The system automatically maintains the expense report data in Payables. You can use Payables to view and audit these expense reports. You can then create invoices from the expense reports and approve and pay the invoices.
Oracle Web Employees contains the following expense reporting features:
- Disconnected expense report entry
- Authorized delegate expense report entry
- Ability to modify saved and rejected expense reports
- Wizard help to assist with expense report entry
- Reconciliation of individually-entered items from one receipt to a receipt total
- Ability to drill down from expense report amounts by date and type to individual receipts
- Expense line descriptive flexfield support including context-sensitive fields for expense items
- Workflow-enabled management and accounts payable approval
- Accounts Payable audit of expense reports for compliance with reimbursement policy
- Employee review of approval and payment status of expense reports
Web Employees Expense Reporting Overview
This section gives you an overview of the Web Employees expense reporting process. Each step refers you to the sections in the documentation where you can find more information on the step.
Prerequisites
1. An employee enters and submits an expense report using either the Create New Expense Report function or the Upload Expense Spreadsheet function of Web Employees. The system will automatically populate the Payables Invoice Import Interface tables.
The employee can optionally save an expense report without submitting it. Use the Modify Expense Reports function of Web Employees to restore saved expense reports.
Depending on your policy, after an employee submits her expense report, you may require her to send original receipts to your accounts payable (AP) department for review or verification.
2. Once the employee submits an expense report, the Workflow process begins. Workflow requests approval from the employee's manager by the method defined during Workflow setup, for example, e-mail. If the manager rejects the expense report, the employee is notified and has the option to restore the expense report, edit it, and resubmit the expense report.
3. AP reviews, audits, adjusts and approves Web Employees-entered expense reports using the Expense Reports window in Payables.
After AP approves the expense report, it is ready for import. Any unverified receipts are subject to short payment during the workflow process.
4. You submit Payables Invoice Import to import the expense report as an invoice. A Web Employees-entered expense report is not eligible for Invoice Import until both the manager approves and if required, the accounts payable department reviews and approves the expense report.
If expense reports could not be imported, Payables prints the Invoice Import Rejections Report. If the expense report is rejected, correct the problems with the expense report and resubmit Payables Invoice Import.
5. In Payables, approve and pay the expense report. See: Approval.
Set up Web Employees expense reporting. See: Setting Up Web Employees Expense Reporting.