Expenditure Management

Situation

The customer was spending a considerable amount on travel and expenses, which were difficult to track using paper-based processes and made identifying any excess claims by employees virtually impossible to detect. The customer believed there was a large amount of travel and general expenses that were incurred outside the guidelines of employee use and, having over 50,000 employees, they had no existing system with the capability to simply and efficiently detect those excesses.

Key Requirements

• Ability to take transaction level data feeds from major suppliers including Travel and Charge Card providers
• Automation of the expense management process
• Exception management and streamlined approval process
• Ability to monitor the customer's employees’ compliance to the company rules regarding discretionary spend
• Web based delivery through the customer’s Intranet

Our Contribution

• Prima Consulting worked with the customer's ICT and corporate finance business users to design and build a solution
• The solution uses data supplied from credit card companies and airline booking services to verify and validate each employee’s use and compliance with the Business rules
• The solution shows transactions for individuals summed by month or year, or grouped by expense category
• The solution is protected from misuse by using the organisation unit (OU) structure to govern who can see the information

Results

• Significant cost savings and decrease in processing time compared to the manual, paper based system
• Massive reduction in non-compliant expenses
• The solution is scaleable to accommodate new users with no additional investment
• Low Total Cost of System Ownership due to web-based technology application