7Expense Reimbursements

This chapter contains the following:

How Third-Party Expense Reimbursements Are Processed

Expense reports can be reimbursed through Oracle Fusion Payables or any legacy or third-party application. If you want to issue expense reimbursements through a legacy or third-party application, you can use the third-party expense reimbursement process.

Settings That Affect Third-Party Expense Reimbursements

On the Manage Expenses System Options page, you can use the Pay Expense Reports Through option to choose one of the following for expense reimbursement:

  • Payables

  • Third-party application

A third-party application may be a legacy application within your company or an outside supplier.

How Third-Party Expense Reimbursements Are Processed

The following diagram illustrates the export of expense report data from Oracle Fusion Expenses to a legacy or third-party application, the issuance of reimbursement payments by the legacy or third-party application, and the import of reimbursement payment data back to Expenses.

The following figure illustrates the export of expense report data from Oracle Fusion Expenses to a legacy or third-party application, the issuance of reimbursement payments by the legacy or third-party application, and the import of reimbursement payment data back to Expenses.

This figure illustrates the export of expense report
data from Oracle Fusion Expenses to a legacy or third-party application,
the issuance of reimbursement payments by the legacy or third-party
application, and the import of reimbursement payment data back to
Expenses.

The following table describes the flow of expense report data when you use a legacy or third-party expense report reimbursement application.

Sequence Action Result

1.

In Expenses, employees create expense reports, which are approved, and audited.

Expense reports are eligible for reimbursement.

2.

In Expenses, you can schedule the following processes to automatically export the expense report data from Expenses to your legacy or third-party application in .xml format:

  • Process Expense Reimbursements and Cash Advances

  • Create Card Issuer Invoices

The exported expense report data files contain all the information necessary to issue payments and record accounting entries in your legacy or third-party application. The Expenses processes automatically export expense report data from Expenses to the following locations:

  • Universal Content ManagerNavigator > Tools > File Import and Export link.

  • Search Results section on the Scheduled Processes page: Navigator > Tools > Scheduled Processes.

UCM facilitates easy tracking and download of expense report data files.

3.

From the fin/expenses/export directory, you can download the expense report data files in .xml format and transfer them to your legacy or third-party application.

Your legacy or third-party application processes the expense report data files.

4.

Your legacy or third-party application issues expense report reimbursement payments to:

  • Employees

  • Credit card issuers

Employees and credit card issuers receive payments.

5

To transfer reimbursement payment data from your legacy or third-party application, you upload your expense report reimbursement data to the fin/expenses/import directory.

Expense report reimbursement information transfers from the legacy or third-party application back to Expenses in a specific .xml format with a .txt or .xml extension.

The specific .xml format depends on the expense report payment option selected by your company for corporate card transactions and whether the data file is for cash advances.

6

From Expenses, you schedule the Update Expense Report Status process.

The Update Expense Report Status process automatically:

  • Updates the expense reports in Expenses as paid

  • Provides legacy or third-party reimbursement references in the paid expense reports

Expense Report Data Flow Using a Third-Party Application

If you use a legacy or third-party application to process expense report reimbursements, you can export expense report XML data files from Oracle Fusion Expenses and use them to process data in your legacy or third-party application. After your legacy or third-party application processes reimbursement payments, you can import the reimbursement payment XML data files back to Expenses.

Expense Report XML Data Exported to Universal Content Manager

To create expense report XML data files for export to a legacy or third-party application, schedule the following automatic processes in Expenses using Navigator > Tools > Scheduled Processes:

  • Process Expense Reimbursements and Cash Advances

  • Create Card Issuer Invoices

The resulting XML expense report data files are available from the Search Results section on the Scheduled Processes page or you can download them from Universal Content Manager (UCM) at fin/expenses/export directory using Navigator > Tools > File Import and Export link.

The following figure shows an example of an expense report XML data file format that is automatically created when an expense report containing cash expense items is processed by the Process Expense Reimbursements and Cash Advances process.

This figure shows an example of an expense report
XML data file format that is automatically created when an expense
report containing cash expense items is processed by the Process Expense
Reimbursements and Cash Advances process.
Note: Expense report data files that contain corporate card expenses for Company Pay or Both Pay payment options have a different XML format structure than the preceding example. Similarly, expense report data files for cash advances also contain a different XML format structure.

Expense Report Reimbursement XML Data Imported Into Universal Content Manager

To transfer expense report reimbursement data from a legacy or third-party application back to Expenses, the data must appear in XML format. Upload the correctly formatted XML reimbursement payment data files to UCM at fin/expenses/import directory.

Tip: For optimal file handling, the best practice is to use the following naming convention for reimbursement payment data files: MM-DD-YYYY HH-MM ExmPaymentExtract.
Caution: The XML files you upload to UCM must be in precisely the same structure as shown in the following figure.
This figure shows the precise XML file format structure
that you must use to import expense report data into Universal Content
Manager.