Visma Business-Expense - Manage Travel expenses and ‘refunds for outlays’ all in one solution

Every year millions of  business trips are made by UK companies, but the vast majority of travel expense claims forms are completed manually and submitted by post. This is a slow, cumbersome and expensive process…The refund of outlays for non-travelling employees is also a major problem

 But now, with Visma Business-Expense, there is a solution that makes these processes much simpler and quicker.

 

With a common solution for travel expenses and the refund of outlays, employees and the administration function save time and resources by not having to work with different tools, forms and versions. Irrespective of the type of expense or outlay claim, employees simply just log into the same webpage and complete the claim form

Why is Visma Business-Expense a better option?

 It’s WEB-BASED

By using a web-based solution for travel expenses and outlays you save time and money.

• It is accessible world-wide.
• It is easy to install and easy to use requiring minimal training.
• Employees only need a browser, e-mail access and the tiny Visma Business-Expense authentication file.
• No need to think about installation costs and upgrade costs.
• Multi-currency – no problem!
• Variable VAT implications – no problem!

It’s efficient.

• No more cumbersome paper forms
• The electronic travel expense form is much easier for the employee to complete.
• Built in intelligence and validation helps get things right first time and reduces queries.
• All processing of submitted travel expenses and outlay claims is carried out electronically.
• Data is transferred automatically and the organisation saves resources by reducing data entry and double checking.
• Authentication, validation and approval takes place via Visma electronic document flow making it far easier to agree expenses and outlay refunds.

It’s easier for the employees

• Employees register any outlays they have made via the web, anywhere at anytime.
• The screens are intuitive and easy to understand.
• Employees are guided through the process, step-by-step.
• No need to complete the whole claim at one session.
• Save and only submit for approval when complete.
• Travel expenses are validated against pre-determined criteria and correctly logged.
• Unnecessary submission by postal mail becomes a thing of the past.

It’s always up to-date  - Automatic update of rules and standard values

• Company rules, legislation and currency exchange rates are automatically updated in Visma Travel Expense and held on the central system.
• When employees register their expenses, the correct exchange rates are always used.
• If you wish to use your own organisation’s expense rules the system will automatically take any obligatory deductions for subsistence and car allowances into account.
• Automatically centralized updates to the solution, employees do not have to think about different versions of templates, etc., saving your organisation administrative resources.
• Specific project or cost centre rules can be built into the validation process.
• Electronic form presented to employee on log-on will always be up to-date.

Credit Card usage monitoring

Many organisations use company credit cards to try to manage employee expenses more efficiently. When employees use a credit card on a trip, they can easily enter the transactions directly into the travel expenses form and avoid having to register the information manually. With Visma Business-Expense Credit card transactions can be extracted from the claim form information and grouped for reporting, based on the required date range, employee and card provider to assist with transaction monitoring and reduction in queries. You do not need to wait for the invoice from the credit card company to see the amount invoiced, making it possible to register travel expenses close to the time of the trip.

Processing travel expenses and refunds for outlays is a natural part of salary and financial  accounting, so the systems should speak together!

• Visma Business-Expense facilitates the transfer of information into most industry standard formats.
  • Approved employee claims can be passed to payroll electronically.
  • Transaction analysis can be passed through to company financial systems
• By using this integrated approach, information is entered only once,  reducing double entries and errors.
• With full electronic data flow employees and administration users have access to up-to-date data and claim status.
• The employee is quickly made aware of queries or rejections via status and notes facilities available at ‘item’ level on the submitted claim form. Resolutions, corrections or withdrawal of items can then be made quickly ensuring quicker approval of claims.
• Result is increased employee satisfaction.

Information exchange with other systems

By using Visma Business-Expense together with your company finance and payroll system, all necessary basic data is imported – such as accounting codes, VAT rules, cost centres and employee information. This ensures the integrity of the information seen by the employees when viewing the expense form on-line.

In the same way the transactions are transferred directly for input to payroll when the travel expenses and outlay refunds are authenticated and approved. The costs are then transferred to the financial system. This provides a significant reduction in administration time.

Improved quality of expense settlement management

Time saved is not the only gain that can be made with Visma Business-Expense. Better information and quality of transaction information and analysis throughout the settlement process also helps reduce unnecessary expenses. By having correctly completed travel expense and outlay refund claims,  Auditor’s queries can be reduced, with correct cost centre and period allocation of travel costs the quality of the organisation’s administration will be more efficient.

Highly secure

With a centralised, web-based system you have the right to demand high levels of security. Our solution meets strict security requirements and includes employee authentication controls. So you can be sure no unauthorised persons can obtain confidential company information.

With Visma Business-Expense you will cut costs, save time and increase employee satisfaction whilst at the same time improve control and obtain better analysis of this critical area of your business.