H A R N E S S T H E P O W E R O F W O R K D A Y E X P E N S E M A N A G E M E N T. p r e s e n t e d b y O n e S o u r c e V i r t u a l

Transcription

1 H A R N E S S T H E P O W E R O F W O R K D A Y E X P E N S E M A N A G E M E N T p r e s e n t e d b y O n e S o u r c e V i r t u a l

2 Webinar Information All lines are muted during the presentation Enter questions during the presentation in chat Live Q&A period at the end This event is being recorded Recording will be available on OneSource Virtual Customer Center Site

3 OneSource Virtual Customer Center Site

4 OneSource Virtual Customer Center Site

5 Presenters and Panelists Special Guest: Jane Rorick Rayonier Advanced Materials Moderator: Marney Edwards Senior VP of Sales: Finance and Accounting Outsourcing Services (FAO) Presenter: Darla Dasher Solution Consultant Presenter: Scott Moss Engagement Leader Financials

6 Presentation Outline Customer Experience: Jane Rorick, Rayonier Demonstration: Create and Approve Expense Report Expense Settlement Services Reimbursement Deployment, Resources, Next Steps Question and Answer

7 Customer Case Study Jane Rorick A world-leading producer of high-value specialty cellulose fibers Corporate location is Jacksonville, Florida Number of Employees: 1200, U.S. and Global Workday customer since June 2012 Solutions: HCM, Payroll, Expense OneSource Virtual customer since June 2012 Services: Deployment, Expense Settlement, Payroll Settlement, Garnishment Administration, Tax Administration

8 Did you know? Best in Class organizations: Spend 18% less on processing a single expense report Have an 87% higher compliance rate Unlike their competition 67% T&E spend under managed vs. 49% What are the characteristics of Best in Class? Corporate card integration with an Expense Management system Automated knowledge between Expense Management and back end systems Ability to create and enter Expenses via a mobile app Source: Aberdeen Group, April 2015

9 Customer Case Study Jane Rorick A world-leading producer of high-value specialty cellulose fibers Corporate location is Jacksonville, Florida Number of Employees: 1200, U.S. and Global Workday customer since June 2012 Solutions: HCM, Payroll, Expense OneSource Virtual customer since June 2012 Services: Deployment, Expense Settlement, Payroll Settlement, Garnishment Administration, Tax Administration

10 E X P E N S E R E P O R T E N T R Y

11 Features Expense Entry Jennifer Carter Methods to Populate Reports Manual Entry Download Credit Card Charges* Download Travel Records* From Mobile Expenses can be entered for: On behalf of others (Applicants, Leadership, etc.) Contingent Workers Receipts can be captured via: Mobile Devices Uploaded as a scanned image * Requires configuration of Workday Connectors

12 Demonstration Report Entry

13 M O B I L E R E C E I P T C A P T U R E

14 Mobile Receipt Capture

15 A P P R O V A L S

16 Features Approvals Angela Bianchi Expenses can be approved via: Mobile Devices Corporate Workday Inbox Workflow Approvals are: Configurable by you Ad Hoc Approvers Reporting: My Team s Expense Reports Out of Policy Reports

17 Demonstration - Approvals

18 C R E D I T C A R D F O R M A T S S U P P O R T E D

19 Corporate Credit Card Formats Supported American Express GL1025 Global Daily Unbilled Transactions American Express KR1075 Line Item Detailed-Daily Unbilled American Express GL1205 Cardholder Listing Files Bank of America Statement Billing File (SBF) Format (VISA and MasterCard) Citibank Commercial Format (CCF) Files (VISA and MasterCard) MasterCard CDF 3 Masked (in Workday 26) MasterCard CDF 3 Unmasked using PCI environment (in Workday 26) Note: You can use any other credit card formats but the file uploads are not supported Steps: Set Up Expense Credit Cards Workday Community

20 S E T T L E M E N T A N D R E I M B U R S E M E N T

21 Settlement Work Area

22 View Reimbursement Summary Information

23 View Final Reimbursement

24 Find Expense Payments

25 Workday Expense Management and OneSource Virtual Settlement Services S I N G L E - S O U R C E S O L U T I O N Manage entry, approval and expense reporting Mobile capabilities for entry, approval and reporting Seamless knowledge of Organization assignments and staffing changes S E R V I C E S Unique service delivery: In-application Full transparency and visibility Configure to any frequency, coinciding with payroll dates or independent of payroll

26 D E P L O Y M E N T

27 Deploying Expense Management A deployment is typically 3-4 months and depends on the complexity of the business Deployment follows the standard Workday Methodology: Plan, Design, Configure, Test and Deploy Client resources at a minimum include: - Expense/Functional resource Part time - IT resource Part time - A Stakeholder group from Accounting, Finance GL Integrations can be automated or manual: - Workday can post to non-workday General Ledger - Can export entries for a manual journal entry

28 Who to Contact for a Next Step: Contact your OneSource Virtual Account Executive or Marney Edwards, SVP OneSource Virtual medwards@onesourcevirtual.com

29 Please click the raise hand icon found in the upper right corner

30 Recording: OneSource Virtual Customer Center Site or by Request

31 Upcoming Webinars: Workday Payroll for Canada, March 2 Workday Recruiting, March 8 Leave the old way of Outsourcing Behind with FAO Services, April TBD Workday Enterprise Cloud Applications, May TBD

32 Thank you for your participation in our webinar today!

33 C U R R E N C Y R A T E S

34 Default Currency Type

35 Currency Rates

36 Currency Rates Web Service This is an EIB that accesses a web service Get and Put operations see slide below There is also a BP: Integration Process Event for Daily Currency to launch it and control the frequency The EIB template has to be populated manually each time you update rates. This process can be automated if your currency source can update the template. Customer owns update of template and the business process initiation No charge for the EIB Time and materials charges for OneSource Virtual assistance in establishing and testing the process Steps: Upload Currency Conversion Rates Workday Community

37 Workday s Single Source Solution PROJECTS PROCUREMENT PROJECT BILLING INVENTORY REVENUE ANALYTICS ASSETS FINANCIALS TECHNOLOGY FOUNDATION INSIGHT APPS EXPENSES STUDENT HUMAN RESOURCES RECRUITING TIME TRACKING PAYROLL

38 Workday s Single Source Solution PROJECTS PROCUREMENT PROJECT BILLING INVENTORY REVENUE ANALYTICS ASSETS FINANCIALS TECHNOLOGY FOUNDATION INSIGHT APPS EXPENSES STUDENT HUMAN RESOURCES RECRUITING TIME TRACKING PAYROLL

39 F INANCE & ACCOUNT ING OUT SOURCING T HE OSV SOLUT ION FAO: Finance and Accounting Outsourcing Highlights Robotics Process Automation Proprietary Workday rules engine Reduces cost, improves control & transparency FA O

40 M O B I L E E X P E N S E R E P O R T E N T R Y

41 Mobile Expense Entry Download Credit Card charges and enter a report A report can be created and edited interchangeably between mobile and desktop Can create new reports or edit draft reports Can add multiple receipts/images to one report Can enter expenses to worktags Mobile Expenses in WD25 Workday Community 33 minute presentation

42 Mobile Expense Entry

43 Mobile Receipt Capture

44 Visibility to Credit Card Transactions and Mobile

45 Create New Report

46 Error Messages

47 Visibility to Reports, Totals and Approvals

48 Visibility to all In-Progress and Draft Reports