© 2011 Financial Operations Networks LLC

T&E Automation: The Benefits of Moving from Paper to Electronic

Expense Reporting

James Lallande, APMDynCorp International

Tuesday, April 12, 2011

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Leadership ConferenceOutline• Introduction

• Issues with manual expense reports

• Benefits of electronic expense reports

• Receipts

• Deltek Time & Expense

• Electronic expense report tools

• Expansion opportunities

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Leadership ConferenceDynCorp International

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Leadership Conference

“We Serve today for a safe tomorrow”

• We serve to make the world a safer place— Take on the toughest challenges in the most challenging locations

across the globe to make the world a safer place

• We serve those that defend freedom— Serving all branches of the U.S. armed forces, keeping them

mission-ready at all times

• We serve those who restore peace and stability— Serving to support progress in post-conflict nations to restore peace,

rebuild physical and civil infrastructure

• We serve those who make the world a better place— Serving to fight the war on drugs

• We serve those who respond to natural disasters— Serving to fight forest fires in California

DynCorp International (Cont’d.)

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Leadership ConferenceOur Work: Worldwide Support Solutions

Aviation Air OperationsOperations & Maintenance

Training, Mentoringand Security Intelligence Training & Solutions

Development

Contingency Ops

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Leadership ConferenceManual Expense Reports

• Paper, paper and more paper

• Staples & paper clips

• Coding errors

• Math errors

• Missing receipts

• Mail delays

• Expense of storage

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Leadership ConferenceElectronicExpense Reports

• Where to begin?

• Start with a detailed policy for travel & business expense reimbursement—Define travel types and class

• Airfare including frequent traveler miles/points• Authorized business class• Car rental• Lodging limits• Business meals

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—Address per diem verses meals actual—Define non-reimbursable expenses—Define threshold for receipts

• DynCorp International’s base threshold is $75.00— Coincides with the IRS policy

• Retention policy

ElectronicExpense Reports (Cont’d.)

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• Excerpt from DynCorp International’s Business Travel and Expense Reimbursement Procedure

ElectronicExpense Reports (Cont’d.)

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Leadership ConferenceReceipts

• Where do they go?

• DynCorp International’s audit levels—Internal audit—SOX audit—Deloitte & Touche—Defense Contract Audit Agency (DCAA)—IRS accepts scans as official records

• Request from team member when appropriate

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Leadership ConferenceSelling the Idea

• Calculate cost of postage

• Identify time spent preparing the report for entry

• Identify any off-site storage expenses

• Highlight employee morale issues with expense reimbursement delays

• Identify multiple solutions—Ensure your needs are met

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Leadership ConferenceResistance to Change• Be prepared for resistance

• Detail the advantages—Speed of payment

• Provide detailed training including screen shots

• Train on the challenges—Investigate potential objections—Reassure

• Involve the end-user during implementation

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Leadership ConferenceElectronic Solution

DynCorp International utilizes Deltek Time and Expense

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Leadership ConferenceDeltek Time& Expense• Deltek builds an expense report through a series

of wizards

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Leadership Conference

• User is prompted for a new or copy of an existing report

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• User completes details of travel

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• User provides departmental allocation

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• User records individual expenses

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Airfare expense

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Airfare expense (Cont’d.)

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Airfare expense allocation

Deltek Time& Expense (Cont’d.)

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• Mileage Expense

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Meals Per Diem

Deltek Time& Expense (Cont’d.)

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• Other Expenses

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Receipts

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Routing for approval

Deltek Time& Expense (Cont’d.)

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Leadership Conference

• Payment status

Deltek Time& Expense (Cont’d.)

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Leadership ConferenceAdditional Benefits

• Electronic reporting software providers are present

• P-card programs—MCC matching—Preliminary coding

© 2011 Financial Operations Networks LLC

Thank You!