Compliance
Policy Statement and Guidelines for Required compliance
With ExpenseVisor, each business expense report can incorporate its own set of expense reimbursement policy statements. You can also incorporate company guidelines and your complete travel and entertainment expense reporting handbook online and have it available online for each employee.
Understanding Sarbanes-Oxley Act
Sarbanes-Oxley (SOX) is part of current business reality for U.S. public corporations. Compliance is essential to maintaining shareholder confidence and avoiding penalties. In the U.S. SOX is the most important corporate governance and disclosure legislation in over 70 years.
Section 404 of the Sarbanes-Oxley Act mandates company management must demonstrate that adequate internal controls exist to ensure compliance in the accuracy of all financial reporting.
How Does ExpenseVisor Help With Regulatory Compliance?
ExpenseVisor helps regulatory compliance requirements and reduces your risk of fraud by detecting many erroneous expense entries.
ExpenseVisor does not allow exact duplicate expense reports and exact duplicate expense items are rejected even if entered on different reports.
When ExpenseVisor “sniffs out” similar expense items, users are alerted. If they believe the item is legitimate and submit it for payment, the system will alert your accounting department of the duplication for their review.
Who Can Use ExpenseVisor?
Because we offer an intuitive interface, with built-in help facilities and information message boxes – even the least tech-savvy user can quickly and easily file an T&E expense report.
How Does ExpenseVisor Limit Risk, Improve Accountability?
ExpenseVisor provides you with the following benefits and controls:
| ExpenseVisor Benefit | Control | Process | |
|---|---|---|---|
| 1 | Accounting allocations based on defaults or are user selectable as option. | * Ensures expense item is charged to the correct G/L and business unit. | Report entry |
| 2 | Expense types and associated G/L charge selected from a pre-defined drop list. | * Restricts users from selecting incorrect or de-activated expense types. | Report entry |
| 3 | Optional projects/clients/jobs selected from a pre-defined drop list. | * Restricts users from selecting incorrect or de-activated projects/clients/jobs. | Report entry |
| 4 | Expense items can be controlled by pre-set spend limits and rules. | * Restricts users from over-spending and will flag/prevent spend violations. | Report entry |
| 5 | Automatically prompts and requires expense detail. | * Reduces duplicated or mis-allocated expense. | Report entry |
| 6 | Optional pre-allocation of corporate credit card expenses. | * Ensures expense transactios are correctly captured.* Simplifies entry for users. | Report entry |
| 7 | Requires/allows comments to be attached for each expense item if further clarification or documentation is desired. | * Allows for exceptions to corporate spend policy by management approval on a case by case basis. | Report entry |
| 8 | Automatically checks for duplicated expense transactions. | * Prevents reimbursement for duplicated expenses. | Report entry |
| 9 | Receipt rules can be set per expense type. | * Requies users to certify and include receipts or optionally will flag spend violations. | Report entry |
| 10 | Allows for optional authorized proxy submitters and approvers. | * Audit trail records all proxy transactions. | Report entry |
| 11 | All corporate guidelines, rules and policies are accessable and highlighted at entry. | * Ensures users are aware of potential policy violations. | Report entry |
| 12 | Automated email notifications to approvers and originators. | * Reduces processing time.* Insures acccurate communications between originators and approvers.* Reduces workflow. | Authorization |
| 13 | Automated aging parameters alert approvers and administrators to process approvals in a timely manner. | * Eliminates slow approvals.* Reduces process time. | Authorization |
| 14 | Optional pre-authorized trip or expense approval. | * Assures expenses are pre-approved before they occur. | Authorization |
| 15 | Exense reports are flagged if rules violations are present. | * Allows approvers to easily recognize rules violations and take appropriate action. | Authorization |
| 16 | Exense reports are flagged if rules violations are present. | * Allows approvers to easily recognize rules violations and take appropriate action. | Authorization |
| 17 | Flexible approval path allows for correct approval routing. | * Approval paths meet your corporate criteria. | Authorization |
| 18 | Expense policies are configurable and easily customized. | * System customizes to your current and future spend policies. | Authorization |
| 19 | Seamless integration into 3rd party CRM and accounting software. | * Eliminates duplicated work.* Reduces error.* Vastly improved workfow. | Authorization |
| 20 | Automated assignment of unique id number to each new expense report. | * Allows for automated tracking of expenses at every process stage.* Reduces possiblity of duplicated expenses | System |
| 21 | Automated audit trail of every expense report. | * Provides management and auditors with a step by step history of each expense. | System |
