ORACLE INTERNET

data sheet EXPENSES 11i

Oracle Internet Expenses is a robust travel and expense solution that streamlines and automates travel
spend management and establishes control around expense reimbursement. The result: a dramatic and
immediate return on investment with direct impact on the bottom line. Oracle Internet Expenses is part
of Oracle’s Travel and Expense Management solution, a seamless and comprehensive business flow
that helps you manage total enterprise spend.

Lower Expense Processing Costs

A significant opportunity for margin improvement comes with integration and automation of
expense-to-pay processes. With Oracle Internet Expenses you can dramatically reduce the amount
of time and effort required to submit, approve, process, and pay expense reports.

An intuitive user interface provides for fast and easy data entry.

Streamline Through Credit Card Integration

With Oracle Internet Expenses employees can enter and submit expense reports quickly and easily.
Credit card pre-population streamlines this task while simultaneously reducing administrative time,
increasing data accuracy, and reducing opportunities for fraud. Incentives and rebates from the
card provider can result in significant cost savings. Automatic transaction management provides a
means to enforce timely expense report submission. Extensible card type to expense type mapping
allows automatic defaulting of correct expense types. Additional data elements added to some

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feeds (hotel folio, for example) enable automatic itemization of hotel bills and tax information,
resulting in opportunity for further spend analysis.

Loading your credit card transactions into expense reports reduces data entry and increases accuracy.

Automate Management Approval

Oracle Workflow routes expense reports for approval and enforces company policy. Seamless
integration with 170 MarkView, a Certified Advantage Partner solution from 170 Systems, enables
the automatic capture and on-line management and review of expense receipts. Integration with
Oracle Approvals Management offers building blocks for flexible, custom approval rules to enhance
the management approval workflow. Employees and their managers receive and respond to
notifications awaiting their attention via any standard e-mail system or Web browser.

Automate Expense Audit Operations

Oracle Internet Expenses streamlines and automates the expense report audit process. By
reviewing a sample of all expense reports submitted, you can ensure with a high degree of
confidence that no material audit issues exist. This allows your finance operations to scale as your
enterprise grows.

The process is further streamlined with Oracle Workflow that notifies employees of policy violations
and then processes their responses automatically. Actions and responses are recorded in approval
notes that are accessible by auditors and employees. Additional ‘auditor only’ notes functionality is
available for internal comments.

An automation engine manages the selections of expense reports for audit and the process owner
can set up rules that control what type of expense reports are selected for audit. The selected
expense reports are then routed according to the business rules specified.

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In addition to the traditional audit process, which is based on reviewing actual receipts, Oracle
Internet Expenses supports a paperless audit process flow. This option automatically routes
expense reports to auditors via an online audit queue. The audit manager can define the staff
available for paperless audit, their workload, and their security profiles. Auditor work queues are
balanced automatically based on the setup specified.

Improve Control Around T&E Management

Improve Corporate Governance

Setting enterprise policy for employee expenses, enforcement of policy with strong controls, and
close review of deviations are best practices. With Oracle Internet Expenses, global process
owners can move from a reactive role to a proactive one, setting policy and enforcing it, using a
comprehensive online setup and administration utility. Role-based and location-based policy
schedules can be set up for real-time enforcement of expense policies. Receipt documents are
available online and accessible from the expense record in Oracle Internet Expenses to facilitate
early review and validation of expense items prior to management approval. Deviations from
policy are highlighted for managers in workflow notifications and in online reports. Policy
violations are also flagged during the payables group’s review and can influence the selection of
expense reports for audit. No other solution provides advanced, secure and robust access to
online receipts throughout the process- from approval, to Accounts Payable review, audit and
archive.

Increase Visibility and Spend Analysis

Expense analysis, coupled with analysis of employee adherence to company policies is critical for
enterprise spend management. Expenses and policy violation reports provide top management
with a multi-dimensional view of employee expenses and also assist decision makers in forming
new policies or evaluating employees. You can view expenses by management hierarchy, by
expense category, and by policy violation types. Oracle Daily Business Intelligence integration
offers immediate and detailed visibility with a Top Spenders report and drill down to the details of
expense receipts and expense policy violations.

Operate Globally

Support Global Financial Operations

With the increased market reach created by the Internet, trading borders are eliminated. Oracle
Internet Expenses supports your international business needs such as multiple expense and
reimbursement currencies, languages, and character sets.

Eliminate Redundancies and Centralize Control

Oracle Internet Expenses provides extensive support for shared services. Processing operations
can be centralized using secure and flexible security profile functionality. Global process owners
can determine policy, set it centrally, and enforce it consistently, promoting accountability and
visibility across the enterprise.

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Comply with Diverse Statutory Requirements

To capitalize on global opportunities, businesses must understand and be flexible enough to

support a myriad of regulations, customs, and statutory requirements:

Support for VAT and Other Taxes: Oracle Internet Expenses leverages integration with Oracle
Payables to automatically calculate taxes as required. Specific merchant information fields can
be enabled by operating unit to capture information required for VAT reclamation.

Per Diem and Mileage Rate Calculations: Different countries have strict regulations around per
diem and mileage reimbursement rates. Oracle Internet Expenses supports global
requirements with built-in flexibility for local rules. Per diem schedules support locations, time-
based entry, and free meals or accommodations. Mileage schedules support cumulative
distance thresholds and vehicle attributes as optional rules for rate calculations.

Increase Employee Productivity and Satisfaction

Oracle Internet Expenses increases workforce productivity and satisfaction. Credit card integration
offers speed of data entry, and saves employees the need to pay the credit card issuer for business
expenses. The expense reimbursement process can be further streamlined with expense template
functionality. Users can set up preferences that allow them to default data into new expense
reports. They can also withdraw submitted expense reports to make corrections. Authorized
delegates can enter expense reports on behalf of other employees, or get approval authority for a
specified time or even indefinitely. Travelers can independently get real-time information about
where their expense report is in the processing cycle by visiting the Oracle Internet Expenses home
page.

Access Anywhere: The Mobile Generation

The power of Oracle E-Business Suite has been extended to meet the needs of the mobile
generation. Employees have multiple ways of recording and submitting expense reports including a
self-service standard Web-browser interface, a disconnected option, and an interface for wireless,
Web-enabled mobile devices. Oracle Internet Expenses lets authorized users create, edit, submit,
approve or reject expense reports while online, using a wireless device, such as a mobile phone,
pager, or PDA.

Oracle E-Business Suite—The Complete Solution

Oracle E-Business Suite enables companies to efficiently manage customer processes,
manufacture products, ship orders, collect payments, and more—all from applications that are built
on a unified information architecture. This information architecture provides a single definition of
your customers, suppliers, employees, products—all aspects of your business. Whether you
implement one module or the entire Suite, Oracle E-Business Suite enables you to share unified
information across the enterprise so you can make smarter decisions with better information.

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KEY FEATURES Company Policy
• Define company policy for online
Integration
enforcement
• Integrate with other key applications: • Define exchange rate defaulting and
tolerance checking
Oracle Payables – for seamless and streamlined
• Require receipt by expense type and
expense report payment
amount
Oracle Projects - for billing to customers or internal
• Require justification by expense types and
tracking of costs
upon policy violation
Oracle Approvals Management - for flexible
• Require receipt itemization and provide set
approval rules
of expense types for itemization
Oracle Grants Accounting - to charge expenses to
• Configure descriptive flexfields or additional
awards for funds tracking
fields for expense types
Oracle Time and Labor - for common user interface
• Enable special messages or calculations on
Oracle Daily Business Intelligence - for expense
review, confirmation pages
analysis, Top Spenders report, and drill-down to line
details Workflow Approvals and Notifications

Expense Report Entry • Approve expense reports and associated

receipts, flag policy violations, and enforce
• Enter expense reports using:
reimbursement policy
A browser-based interface, a wireless
• Review details of expenses with supporting
web-enabled mobile device, or an offline
receipt documentation on approval
spreadsheet
notifications
• Enter expense reports on behalf of others
• Optionally require manager and accounts
• Enter expense reports as a contingent
payable approval by exception
worker
• Delegate or transfer approval authority, and
• Pre-populate expense reports with credit
handle vacations
card transactions
• Build flexible approval routing rules and
• Itemize charge card or cash line items and
conditions, including line-based and cost
assign multiple expense types; Enable
center-based approvals
automatic Hotel Folio itemization based on
• Notify employees of policy violations,
card feed
rejection or adjustments
• Allocate reports to many cost centers
• Notify users of reimbursements and
• Copy saved and submitted reports
payments to card issuers on their behalf
• Withdraw reports after submission
• Require or enable projects and tasks Charge Card Administration
• Require or enable category specific
• Define card usage and transaction
additional fields
submission policies for online enforcement
• Include advances and refunds as negative
• Identify employees with outstanding credit
amounts
card transactions by details or aging
• Default data based on user preferences,
• Automatically notify of unsubmitted card
including from prior reports
transactions, escalate as needed
• Calculate mileage and per diem during
• Pay charge card issuer directly on behalf of
expense entry or import of spreadsheet
employees; Define level of payment: none,
• View approval and payment status on the
business only, or all card transactions
home page or using a Web-enabled
• Use automatic new account registration
mobile device
• Map card types for expense type defaulting
• Automatically capture and manage
expense receipts online
• View notes, responses and actions in
Approval Notes
• View card transaction history, mark items
disputed with card provider

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Payables Audit Automation
• Access all data entered by employees and
flagged policy violation details using
personalized views
• Support both receipt-based and paperless
audit flows
• Automate the selection of expense reports
for audit using operating unit specific rules
• Automate and maintain the selection of
employees for the audit list using
operating unit specific rules
• Define auditors’ workload and balance
audit queues through redistribution
• Route requests for more information;
Reject, adjust, or short pay
• Use audit codes to populate notifications
and approval notes with ‘canned’’
instructions.
• Track arrival date and filing number for
expense report receipt packages
Management Reporting and Analysis
• View expense reports charged by your
employees or as a cost center owner
using online reporting, or DBI
• View expenses by management
hierarchy, expense category, or violation
types
• Drill down to receipt or violation details
Global Features
• Automatically convert foreign currency
receipts to reimbursement currency
• Automatically calculate tax for receipts
• Enable or require merchant information for
VAT reclamation
• Automatically capture exchange rates for
charge card transactions and default rates
for cash transactions
• Approve expense reports for employees in
different business groups
• Display expense report amounts using
approver’s local currency
• Setup per diem and mileage rate
schedules per local statutory rules,
enabling: Time-based per diems, free
meals and accommodations; Cumulative
distance mileage thresholds and vehicle
attributes
Security
• Record-level and column-level security
• Time and hit limits for each connection
• Secure Sockets Layer (SSL) connections
• Use HTTP cookie technology
• Secure data with encryption technology
System Administration
• Configure layout of pages using
personalization framework
• Return expense reports when errors occur
during workflow server side validations
• Maintain business rules via a setup and
administration utility
Partner Links
• 170 Systems, Inc.:
http://www.170systems.com/solutions/expe
nses.cfm
Oracle Corporation
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Redwood Shores, CA 94065
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Worldwide Inquiries:
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http://www.oracle.com
Oracle Corporation (Nasdaq: ORCL) is the world's leading supplier
of software for information management, and the world's second largest
independent software company. With annual revenues of more than
$10.1
billion, the company offers its database, tools and application products,
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than 145 countries around the world.
Features and screen shots shown may not correspond exactly to the
released product.
Oracle is a registered trademark of Oracle Corporation.
All other company and product names mentioned are used for
identification
purposes only and may be trademarks of their respective owners.
Copyright © 2002 Oracle Corporation
All Rights Reserved
Last Updated: March 2005
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