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Copyright Notice
Produced By: systems@work - Solution Delivery Division
Published: Mar-12
Contact Details: systems@work Limited
http://www.systemsatwork.co.uk [email protected]
This publication is protected by UK law and
International Treaties. Unless expressly stated the entire contents of this document are copyrighted by systems@work Limited and may not be reproduced, stored or transmitted in any form or by any means without prior written consent. Unauthorised
reproduction or distribution of this publication, or any portion of it, may result in civil and criminal penalties. © Mar-12 systems@work Limited
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Thank you for your interest in expense@work.
expense@work is the ideal solution to address the current and future Expense Management Requirements of your organisation and will provide a highly functional, scalable and integrated expense management solution.
This document is designed to provide you with all the information you will need in order to evaluate expense@work and our commercial proposition. We have included functional information on our solution as well as background information on systems@work, our Clients and our Staff.
expense@work is a highly functional and robust Expense Management Solution which is used by organisations throughout the world to automate their entire Expense Management Process.
expense@work is designed to operate in a distributed Multi-Location environment and its strong Multi-Currency and Multi-Company credentials provide a truly international solution which can scale and evolve with the changing needs of organisations.
Organisations deploying expense@work ensure internal and regulatory Expense
Management Compliance, Exceptional Financial Control and Powerful Expenses Reporting. expense@work is renowned for its ease of use and is implemented in organisations
throughout the UK, Ireland, Europe, Asia and The United States.
“Organisations that automate their expense claim process reduce out of policy expenses by 40% and reduce
reimbursement cycle times by two thirds”
– The Aberdeen Group
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Our Clients
expense@work is used by organisations ranging in size from 25 to 5,000 users and one of the most high profile implementations of expense@work has been at IPSA - The
Independent Parliamentary Standards Authority, where expense@work has been tasked with managing the Expense Claims of the UK's 650 MP’s and their staff.
You can learn more about our Clients and read some sample Case Studies by visiting: http://www.systemsatwork.co.uk/casestudies/
Our Team
At systems@work, we recognise that the most important aspect of any solution is the team of Consultants tasked with managing the implementation and the after sales support available once the project is completed.
At the heart of our offering is a group of experienced and highly skilled application specialists, systems architects and support staff who are responsible for delivering all aspects of our Professional Services. Our architects and application consultants use their real world experiences and industry best practices to reduce the time, scope and cost risks associated with project implementations.
Our Support Centre provides our Clients with a comprehensive helpdesk service that is designed to maximise your investment in our solutions and ensure that any problems and queries are resolved quickly.
By partnering with us, you can be confident that you have the backing and support of an organisation that recognises the importance of technology to your business and
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10 Key Features
1. Easy Expense Claim Entry
expense@work enables employees to enter expense data quickly and effortlessly.
Employees can select expense items without needing to understand or know any account code information.
Forms can be designed with drop down fields to speed entry and eliminate errors. VAT and foreign exchange can calculated automatically.
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2. Standard Or Customised Expense Forms
Multiple forms can be setup and configured in expense@work depending on data capture requirements.
Different form types can be made available to groups of employees (so for example US based employees see a different form than UK employees) and all or some employees can have multiple form types available on their home screen.
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3. Advanced Workflow
The expense@work routing rules and workflow engine enables forms to be routed to
multiple approvers throughout the organisation based on a combination of definable factors: • Forms can be routed based on reporting lines.
• Forms can be routed based on spending limits.
• Forms can be routed based on project selection or other customisable rules.
When employees submit their expenses they are given a clear visual representation of where the expense claim is being routed for authorisation.
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4. Extensive Reporting
expense@work includes an extensive range of reporting options to ensure that employees, management and finance have full visibility over expenses expenditure.
Reports can be configured as required and made available to some or all individuals based on role or other criteria.
The presentation below shows further examples of the reporting options available in expense@work.
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5. Corporate & HMRC Policy Enforcement
One of the most important functions available in expense@work is the ability to enforce corporate expenses policy. Rules can be configured in expense@work to ensure that employees enter all required information and the system can then validate the expense claim at the point of entry and advise the employee if there are any problems with the claim.
Policies can be set at a global, country, departmental or individual level and configured to be either advisory warnings or rejections.
Additionally, submission messages can be created which require employees to
acknowledge their understanding of company policy. These messages can be configured on a per form basis so that employees in different jurisdictions or with different roles see messages that are tailored to them.
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6. Mileage Calculations
expense@work forms can be configured to automatically calculate reimbursable mileage amounts based on HMRC or taxation authority guidelines.
Alternatively mileage calculations can be based on company policy and can vary depending on vehicle type, vehicle ownership and other factors such as employee role or location.
expense@work tracks employee mileage and automatically changes the reimbursement rates based on company or taxation rules.
In the example above you can see that expense@work has automatically reduced the per mile rate from 40ppm to 25ppm (in this case because the employee went over 10,000 business miles in the tax year).
Finance or other managers can view reports at any time showing miles and mileage claimed by employees.
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7. Travel Requests & Cash Advances
expense@work enables organisations to manage all aspects of employee expenses and travel.
Employees can request permission to travel in advance of incurring any expenses and forms can be routed to the Line Manger for approval and then (optionally) on to the Travel Department who can make the travel arrangements if required.
Employees can be required to enter either general information relating to their travel or alternatively very specific details about the flight and hotel arrangements they are planning.
Full visibility of Travel Authorisations requested and approved is also available in expense@work.
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8. Credit Card Import
expense@work has been integrated with all the major Credit Card Providers and Financial Institutions.
Credit Card transactions can be imported into expense@work and will automatically be assigned to the appropriate employee who can then review the statement and add any additional information required (such as justification notes or client details).
9. Finance System Integration
One of the primary benefits of implementing an automated expenses management system is the elimination of time consuming and error prone transaction rekeying.
expense@work is unrivalled in its integration credentials and will export transactions in the appropriate format for all major financial accounting systems.
expense@work also interfaces to other business applications such as Payroll, HR and bespoke Practice Management solutions.
10. Accessible From Anywhere
Because expense@work is browser based it can be deployed within your organisation but still be available to employees in any location. expense@work supports HTTPS and also VPN based setup and access can also be granted over mobile devices such as iPhone and Blackberry.
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expense@work Pricing Models
There are 3 components that make up the total cost of investing in expense@work: 1. Licence Purchase/Lease
This is the charge for purchasing or leasing the expense@work Licence. We offer a number of Purchase and Lease options to reflect the different usage patterns of our clients.
2. Annual Maintenance & Support
This is the annual charge which covers help desk support and access to new versions of the software.
3. Consultancy/Implementation Costs
These are the costs associated with configuring and customising expense@work to suit a clients specific requirements. In some cases expense@work can be provided as an “out of the box” solution whilst as an alternative, some clients need a
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Licence Purchase/Lease
There are 3 expense@work licencing model options. These models reflect the different ways in which organisations might use expense@work and have been designed to give our client’s maximum flexibility and an accelerated ROI.
Option 1 – Per User Licence Purchase
Under this option you purchase licences based on the number of users you wish to setup in the system. Prices are banded based on the number of users as follows:
Notes
1. Users are defined as the number of 'Open' (Live) employees in the system. 2. Users may be purchased in multiples of 5.
3. A declining Per User Price applies as user levels increase. For example 200 Users is (100 x £110) + (100 x £90) = £20,000.
4. Pricing for additional users is calculated with reference to existing users. For example a client with 90 users who purchases 20 additional users would pay (10 x £110) + (10 x £90) = £2,000.
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Option 2 – Per User Per Month Lease
Under this option licences are leased on per user per month based on the number of users you wish to setup in the system.
This model can be applied irrespective of whether expense@work is hosted within your organisation or on your servers in the cloud. Please note that additional hosting charges might apply from your hosting provider should you choose to host expense@work in the cloud.
Prices are banded based on the number of users as follows:
Notes
1. Users are defined as the number of 'Open' (Live) employees in the system. 2. Users may be activated in multiples of 5.
3. A declining Per User Price applies as user levels increase. For example 200 Users is (100 x £5.50) + (100 x £4.50) = £1,000 PM.
4. Pricing for additional users is calculated with reference to existing users. For example a client with 90 users who activated 20 additional users would pay (10 x £5.50) + (10 x £4.5) = £100 extra PM. Annual Maintenance & Support is included in these prices.
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Option 3 – systems@work Hosted
Under this option expense@work is hosted by us and licences are leased on per user per month basis determined by the number of users who use the system each month.
Prices are banded based on the number of users as follows:
Notes
1. Users are defined as the number of Employees who post expense forms each month.
2. Users may be activated in multiples of 5.
3. A declining Per User Price applies as user levels increase. For example 200 Users is (100 x £8.25) + (100 x £6.75) = £1,500 PM.
4. Pricing for additional users is calculated with reference to existing users. For example a client with 90 users who activated 20 additional users would pay (10 x £8.25) + (10 x £6.75) = £150 extra PM.
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Implementation
expense@work is a highly configurable software solution which can be tailored to suit the specific expense management requirements of each client.
Implementation timeframes vary for each client depending on the complexity of requirements and the scale of the implementation.
The following table summarises the key phases of an expense@work project and provides an estimate of the man-days typically required for 3 different types of implementation.
Notes
1. expense@work Express is our rapid implementation framework and provides a templated solution requiring minimal customisation. Implementations of this type are typically single currency and do not require integration to Corporate Credit Card providers.
2. expense@work Corporate implementations typically require additional configuration time to reflect specific organisational requirements or complexities. expense@work may need to be configured for multiple form types with Multi-Currency support and Credit Card integration.
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3. expense@work International implementations tend to be multinational in nature and often require additional configuration to reflect local office polices and legislative requirements.
4. These estimates are for guidance purposes and a more detailed breakdown of Consultancy Requirements can be provided following an evaluation of your requirements.
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Summary
In proposing this solution, we believe that expense@work is ideally placed to meet the current and future needs of your organisation and will provide a highly functional, scalable and integrated expense management solution.
In particular we would highlight the following as reasons why we believe you should choose expense@work.
Proven Pedigree
expense@work has been implemented in organisations throughout the UK, Europe, Asia and North America. Over the past decade expense@work has established itself as the leading mid-market expense management solution.
Exceptional Reporting
One of expense@work’s core strengths is the power and flexibility of its Analysis & Reporting engine. The integrated browser based reporting combined with the power and flexibility of the reporting toolset will provide extensive reporting functionality.
Improved Business Process
expense@work will eliminate the data duplication, manual intervention and time lags inherent in manual based systems.
Quick & Easy For End Users
expense@work enables employees to enter expense data quickly and effortlessly using forms that are so easy to use that no end user
