TRAVEL EXPENSES MANAGEMENT WEB. Company

Transcription

1 TRAVEL EXPENSES MANAGEMENT WEB Company

2 Not long ago travel expenses management was performed by filling in a large amount of paper modules, followed by a long approval process, with the risk of remaining stuck on a desk or lost in some drawer before receiving the final approval. Today, we look back and smile thanks to Travel Expenses Management Web! Travel Expenses Management Web is the application that allows employees to access quickly, intuitively and with total safety, through a simple Internet connection, to the travel expenses management system from their personal computer. Travel Expenses Management Web is a simple, intuitive, and extremely flexible software, easily adaptable to manifold company conditions! This solution allows: _ speeding up the Personnel Department activity, regarding authorization request management; _ eliminating paper support; _ offering greater autonomy to authorized personnel, so that it is possible to insert requests using web technology (from any workstation, or from a public info-point); _ improving personnel services making available on-line data regarding the staff; _ supplying manager s immediate verification of the processes/activities regarding employee travel expenses management.

3 FUNCTIONAL AREAS TRAVEL MANAGEMENT This procedure allows establishing a communication flow between all participants, directly or indirectly involved in a transfer, from anywhere: the employee and the offices in charge of the travel (travel management department, personnel department, administration) are synchronized in the planning process, with the task of guaranteeing travel expenses and indemnities.correct accounting. The application allows the employee to schedule a transfer with any requirement, such as: Advance payment Tickets (Airplane, Train, Ship) Hotel Reservation Car rental Carried out Reservation Denied request The Travel Management Department can examine different Travel requests and offer the employee the necessary sum in the requested currency and can examine different Travel requests, make hotel or ticket reservations, car rentals, and specify the costs met by the company. If necessary, the Transfer request can be split with parametric imports according to each project, in order to fill in the data report and the corresponding Project Control. TRAVEL EXPENSES MANAGEMENT The Notification tool allows signaling every event, in real time, to the parties involved in the management: Travel Planning request Advance payment request Reservation request Offered Advance payment The application allows the company to: Improve the acquiring and approval process of the expenses met by the employee, during a travel; Automatically organize and set the entire document procedure; Generate control and flow schedules for >> ERP COMPANY ENVIRONMENT TIME & ATTENDANCE ANCE PAYROLL BUDGET TRAVEL EXPENSES Zucchetti Travel Expenses web solution can interact with all the other components of the company and external subsystems, through parametric integration of data flows. BANKS TRAVEL AGENCIES EXTERNAL ENVIRONMENT

4 FUNCTIONAL AREAS Payment procedure, starting from the salary through which indemnities are supplied. Using a series of identification codes (company code, employee code, reference year), the employee is authorized to open the expense bill and: Insert a new expense bill; View the expense bill; Print the expense bill in.pdf format; Delete the expense bill. The expenses document remains in draft, until its definitive closing, so the user can manage all required variations, avoiding re-writing. The user can insert the travels on the expense bill in the requested mode; in fact, it is possible to insert the transfer in several ways: In its whole; With routes; By dividing the travel according to date, schedule and location. For every route, the departure/arrival date, hour and location can be specified: it is possible to know the employee s movements during the travel. For every route, kilometer reimbursements can be calculated, according to the route type (urban and extra-urban), mileage and vehicle class type (horsepower for tax purposes). Moreover, for every route it is possible to insert expense items, such as: Motorway coupon; Meals; Delegation expenses; Parking lot; Tickets for other means of transport. For every expense it is possible to specify the payment type (direct payment, credit card, etc), to obtain cost evidence and reimbursements. Moreover, for every expense item it is possible to set a maximum sum, which, if exceeded, can generate a warning message or a blocking error in the control phase. Expenses can come with additional indemnities. CONTROL Expenses are registered by following determined control activities. It is possible to establish the distance between the working place and the most requested travel destinations and set a distance beyond which the event is considered a transfer, in order to identify its indemnity. With the help of appropriate tables, it is possible to set punctual controls for reimbursement requests, as well. INDEMNITY AND EXPENSES SUMMARY REPORT It is possible to create daily summary reports, indicating every expense based on common items. Indemnity requests made by the employee are found in the report and are calculated by the procedure, starting from the examination of daily events. HR SUITE INSTALLATION REQUIREMENTS usable through a common browser (Explorer, Firefox, Mozilla); completely developed in Java language supporting Ajax technology; available for MS Windows 2003/2008 Server 32/64 Bit; Linux with Kernel versions > 2.6 (RH Enterprise and derived versions suggested); Processors: Intel X86; Intel Xeon; Intel Itanium; AMD Opteron; compatible with most common databases: MS SQL Server 2005 /2008; Oracle 10g/ 11g; certified servlet containers: Tomcat, BEA Web Logic, IBM WEB Sphere and Jrun; min. video resolution 1024x768.

5 BENEFITS OF THE SOLUTION Data sharing Travel expenses web management is an innovative tool, capable of responding to data sharing demands of modern companies, allowing a more active involvement and an efficient communication among all those working in human resources management personnel office, managers and collaborators guaranteeing: Higher efficiency and coherence for company processes; Accuracy in data access Lower costs. As a matter of fact, the solution offers the personnel office a consistent saving of time and money that are normally necessary to maintain processes of communication and personnel data management. Personal Data Travel expenses web management offers a personal data archive integrated with all Zucchetti Suite HR procedures. The information can be inserted either from the central headquarters or from peripheral offices and are updated in real time. Also in SaaS mode The solution is available as Software as a Service (SaaS) which allows customers to use the applications as a service. The software applications are installed in a server located and managed by Zucchetti Data Center. Customers access the applications via web with a simple internet connection. SaaS provides maximum data confidentiality protection (meets privacy law requirements), a secure infrastructure, up-to-date software applications, no software to install. Saving in economic and organizational terms are some of the additional benefits of using Zucchetti Software Applications with the Software as a Service (SaaS) program. aas Multi-company procedure The application can manage many distinct companies with different employment contracts, guaranteeing complete separation of several environments. User-friendly An HTML browser is installed on the PC used by the operator and connected to the company network through a direct link, or in case of remote offices, through an ISDN or ADSL line. This means that the procedure is available on any computer. Password management - Security The section concerning access password management was developed with great attention to security and access configuration, according to privacy laws; it is possible to define for every user: The population to act upon; The sections that can be used, defining a customized desktop ; the access type (only display, insertion, modification, cancel), for every section; the used language.

6 ZUCCHETTI UNIVERSE FOR HUMAN RESOURCES: THE WINNING POINTS! PAYROLL TIME AND ATTENDANCE MANAGEMENT TRAVEL EXPENSES HUMAN RESOURCES MANAGEMENT EMPLOYEE BUDGET ACCESS MANAGEMENT JOB COSTING SCHEDULING HR ZUCCHETTI is the only integrated system that enables you to manage all aspects of human resources with ease and flexibility: _ SINGLE DATABASE DIRECTORY allows you to enter information once, preventing any useless data and time loss _ The WEB-BASED ARCHITECTURE makes the system accessible from several operating environments and databases and enables data and services sharing _ WORKFLOW links the human resources department with the rest of the company to manage attendance, expense reports and assessments, thereby streamlining operations and giving more autonomy to workers and managers _ DATAWAREHOUSE generates detailed reports to compare different information with several users access levels _ TERMINALS FOR RECORDING Data on attendance, access and production

7 INNOVATION LEADER With more than employees, a distribution network in excess of 800 partners and over procedures installed for more than clients, Zucchetti Group is an undisputed landmark in the ICT sector, with two main guidelines: the pursuit of excellence in all products and services and the development of innovative solutions to support the customers activity INFINITY PROJECT HR Zucchetti belongs to the Infinity Project design, an innovative technological development platform, with a powerful application framework integrating every company solution in SOA (System Oriented Architecture). With the Infinity Project, Zucchetti offers web-based solutions (ERP, HR, Business Intelligence, Document Management and Business Process Management), fully integrated and with a wide and advanced functional coverage, enhancing the virtual workspace. Zucchetti means the widest, most innovative and complete offer in the IT market ZUCCHETTI AND THE HR WORLD More than payslips are monthly processed by Zucchetti's payroll software applications and over customers are using Zucchetti's software and hardware solutions, such as: ADECCO ADIDAS AUCHAN AVIS BULGARI DELOITTE MCDONALD S TOD S UPS Zucchetti Group, software producer and system integrator, is the Italian leading name in the supply of different solutions for all types of applications, with a range of products unmatched in Italy and indeed across Europe. DPTUR E 2.1 PC - 12/2010 The producer reserves the right to add, remove or modify the contents or functions of every product at any time. All company names and products mentioned are registered trademarks of the respective companies. Via Solferino, Lodi, Italy Phone +39/ Fax +39/ info@zucchetti.com