Travel and Expenses management

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Travel and Expenses management?
One problem less!
3.2
www.sarce.it
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Introduction

• Lets think about the process of managing
  expenses of your employees abroad. In our
  experience we know that it is different for
  almost all companies that use our software or
  similar products. Sometimes this is just for
  marginal features but more often for more
  important reasons. Now lets examine some of the
  reasons for these differences.

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About the planning of a business trip

• Some people within the company must always be
  authorized, other people only sometimes and some
  never it often depends on the staff role or on
  the places in which the business trip takes
  place.
• Some companies allow its staff to make their own
  flight reservations, buy train tickets, etc...,
  others leave these tasks to travel agents or
  instruct company staff to handle these matters
• Some companies give money in advance
• There are those who manage vehicle pools with
  consequent need to plan assignments
• Etc

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Obtaining business trip data

• Some companies manage costs in several
  currencies, sometimes with advance in a different
  currency and the return of unspent amounts
• Some companies must allocate expense costs
  dividing them among customers, suppliers, cost
  centres, projects, etc..
• Sometimes staff have to insert length of
  activity times carried out on business trips
• Sometimes staff have to give details of
  distances travelled when using the own vehicle in
  order to get reimbursement
• Etc

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About company checks

• Some companies apply expense ceilings in a
  strict way, some in a more elastic way and
  others reimburse all costs
• Some check all receipts
• Some check the company card bank statements
• Some check travel agent accounts
• Etc

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Tax Regulations ( both direct and indirect ) on
business trips

• Some register the individual invoices in
  accounts
• Some produce the summary documents of invoices
  of amounts of less than 154.94
• Some manage suppliers in the database such as
  restaurants and hotels
• Some record all the expenses by employees and
  amounts outstanding and subject to tax
• Etc..

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• Usually, the software producers that handle these
  issues, say that they can resolve all related
  problems. But how?
• Now we come to our solution starting with

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Architecture and Technology

• TNSJ uses an independent application as a support
  JArchitecture.
• As you can guess from the graphic, the
  JArchitecture is the foundation of the entire
  system. Sarce has invested more than 20 years of
  man hours for its implementation and investment
  continues year after year.

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JArchitecture features

• It allows a free process definition in order to
  make it, we were inspired by the publications of
  the Workflow Management Coalition. The design of
  a process includes the definition of
• Tasks
• States or transitions
• Roles
• Documents
• Domains
• It allows you to freely define patterns of
  communication between process operators using the
  most popular email applications, SMS messaging
  and desktop messaging service
• It allows you to manage replacements for staff
  absent for holidays, illnesses, etc.

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JArchitecture features

• It allows you to import and export data from
  other applications
• It allows the traceability of all actions
  performed by users on each document
• It allows you to analyze all the information in
  the Database freely defining the criteria for
  collection and analysis
• Etc.
• This software can adapt to your business needs.

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Technology

• TNSJ and JArchitecture are Multidatabase
  applications and fully accessible via WEB
• This means portability to other areas releasing
  the company from previously irreversible choices.

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Other application features

• TNSJ and JArchitecture applications are
  multilingual. In the same system multiple
  languages can co-exist and the user logs on to
  menus, formats, data, etc.., according to its own
  system.
• The standard version is in Italian and English.

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TNSJ Modules

• The application consists of 4 Modules
• The Base Module for the management of business
  trips, expenses and administrative and fiscal
  features
• The ESA Module for managing company credit
  cards, travel agent statements, etc.
• The FM Module for the management of vehicles
• The JReport Module for the analysis of costs,
  activities, etc...

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Base Module

• Of course, like any other application, there are
  several tables that are used to prepare the
  database to receive business trip data.
• Be careful! Here we are not talking about work
  flow approach.

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Base Module

• We are talking about
• Staff registry
• Currency and exchange rates
• Expenses
• Cost Centres
• Activities
• Accounting (the items affected by business trip
  expenses)
• Customers
• Suppliers
• Projects
• VAT rates
• Etc
• What we want to say here is that you can acquire
  data directly from the source and keep it updated
  without intervention of an operator, supposing
  that they are available in a relative database
  (MySQL, SQL, Oracle, DB2, DB400, etc.)

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Base Module

• The main data and features of the Base Module
  are
• The Travel Policy
• The data relative to the planning of the
  business trip
• The reporting of expenses
• The records to be transmitted to administrative
  applications

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Travel Policy

• The Travel policy consists of all the rules set
  by the company for their staff who work outside
  the headquarters. Clear rules help the
  relationship with staff, making it possible to
  contain the costs of the business trip so making
  sure that the costs are kept under control.
• But if you dont have a tool that can automate
  all or most of the tasks of the process, the
  costs of Travel Management can be very high and
  time consuming.

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Travel Policy

• With TNSJ you can define
• Rules according to the category of staff
  (executives, sales, technical, etc.) and / or
  according to the destination of the trip
• Nature and ceilings of expenses eligible for
  reimbursement (taxies, expenses, tips, travel
  expenses in general)
• Types of documents and way of payment

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Travel Policy

• Rules for self booking such as the category of
  Hotel (also according to destination) class for
  flights and rail transport types of cars rented,
  etc..
• Tax handling of expenses (VAT deductibility
  etc..)
• Accounts in which you can divide your costs in
  accordance with the category of staff and / or
  destination (domestic, abroad, etc.)
• References customers, suppliers, orders, cost
  centres, etc.
• Etc...

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Data about the business trip planning

• In most cases, travel or business trips outside
  of headquarters involves a request by the worker
  or his superior
• Apart from the model of approval, which we
  mentioned before in JArchitecture, the
  application can
• Forward requests for money in advance in local
  and foreign currency
• Forward requests for flight bookings, hotels,
  etc.. to the internal office responsible for this
  purpose or directly to the travel agent if it is
  allowed online
• Prepare cash documents for advance liquidation
  or authorization documents for the withdrawal of
  foreign exchange at the bank
• Register in General Accounting paid as an
  advance.

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Insertion of costs

• This is often a factor in the choice of software,
  especially if the number of people whose record
  expenditure is consistent. You need simple format
  which is easy to follow.
• TNSJ has many ways in which expenditure may be
  inserted, which the user and/or the operator of
  the application can choose in relation to their
  needs.

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Insertion of costs

• In particular
• You may enter the individual expenditure items
  with reference to the day in which it was
  sustained or the period to which reference is
  made (expenditure for accommodation FROM DATE TO
  DATE), and with the indication of document type
  (invoice, receipt, etc.), of guests, colleagues,
  cost centers, projects, etc.. according to the
  rules defined in the travel policy
• You can insert the data for individual documents
  of expenditure. For example an invoice of a Hotel
  with list of services received and the
  corresponding expenditure overnight stay, meals,
  minibar, Car Parking, Laundry, etc

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Insertion of costs

• You can insert the activities carried out while
  on transfer with (or without) time indication
  (this data can then be registered )
• You can insert the Travel Route and, using a web
  service, ask for the automatic calculation of
  the distance between two locations or insert the
  distance manually
• You can introduce notes for the full trip, for a
  single day or for a single item of expenditure.

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Administrative entries

• The available automatisms in TNSJ are a source
  of significant reduction of management costs of
  trips, both in terms of data processing and in
  those of production of useful data to be
  trasmitted to administrative applications.
• With TNSJ you can
• Print the summary documents of invoices for less
  than 154.94
• Print registers in the VAT section CONTAINING
  only invoices of costs higher than 154.94 or
  making the data available, complete with all
  references, for the registration of those
  invoices in the accounting system
• Produce the accounting records of the trip
  advance payments made to staff.

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Administrative entries

• Produce the accounting records, dividing trip
  costs among cost centre, customer, project, etc.
  These costs are also divided between deductible
  and non deductible for income tax purposes
• Print documents and/or produce electronic Bank
  invoices

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Administrative entries

• This module has some features which significantly
  contribute to making administrative tasks easier
  and ensure a better quality of checks.
• It consists of a series of sources from which you
  may receive Data credit cards statements, travel
  agencies, fuel cards, etc. For each source the
  operator can qualify the data in accordance with
  the way it is trasmitted.

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Administrative entries

• So, the application is able to
• 1) automatically check the statements of account
  of expenditure incurred with credit cards against
  those declared by the staff and so highlighting
  inconsistencies
• 2) in the same way check the costs payed out to
  the travel agencies for staff business trips or
  directly record on staff documents.

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Vehicle pool management

• The features of this module cover administrative
  and management arrangements.
• From the first you can select, for example
• Title of possession (Property, lease, rental..)
• Class of vehicle Car, motorcycle, lorry, etc.
• Use (car as a company perk, misuse and so on)

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Vehicle pool management

• You can activate a setting normally linked to
  dates, such as
• Car tax and insurance deadlines
• Instalments due
• Dates for the repurchase of goods
• Revision of the vehicle
• Renewal of permits for the access to urban areas
• Etc

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Vehicle pool management

• Also for management aspects you can schedule
  checks that are generally linked to mileage, such
  as
• Periodical maintenance
• Tyre change
• Etc.

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Vehicle pool management

• But the most important function is about the
  allocation of the vehicles to be used by staff on
  a work trip. The application allows you to
  oversee all car activities e.g. where and how
  many cars are available and condition of
  maintenance.
• If properly organized, some of the activities of
  maintenance such as Periodical maintenance and
  reset the mileage counter for determining the new
  expiry date.

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The J-REPORT Module

• This module is of great use for the analysis and
  therefore checking of the costs of the staff
  transfers. Easy to use both in the design
  development of report and in interactive
  analysis, in prints, graphs. An important
  function is the option to define three different
  levels of access
• the owner of the database, which has the
  possibility to assign different developers the
  portion of data on which they can independently
  develop the report
• the developer that may design their report and
  enable others to access all or part of the data
  contained in the report itself
• final user, in relation to authorisation
  received, proceeding to the analysis of data.

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The J-REPORT Module

• A further important feature of JReport is that it
  allows you to keep many versions of the same
  report and the available data analysis.
• You can make reports about
• costs of travel in relation to destinations, to
  items of expenditure
• activities carried out on the trip, divided
  between customers or projects or other factors
• kilometres travelled per vehicle per Category or
  per user
• the documentation in support of the costs of
  your stay (invoices, receipts, undocumented
  expenditure, etc.)
• VAT recovery
• etc.

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Some of the companies that have chosen TNSJ
Luxury - Roma
Services - Milano
Automotive - Roma
Clothing - Milano
ICT - Trieste
Services - Roma
Clothing - Varese
Textile - Frosinone
Editorial - Roma
Laser machines - Torino
Manufacturing - Varese
Editorial - Modena
Express - Roma
Electric motors - Cremona
Editorial - Torino
Medical technology - Verona
Medical technology - Modena
Paper technical - Milano
Energy - Milano
Services - Milano