Automatic monitoring of every single expense item against company defined policies, including over–the limit expenses, duplicate expenses (instantly verifies the data up to one previous year) and non–use of a preferred vendor. Such expenses, if entered are automatically flagged and can be easily recognized by all reviewers.

Depending on your company's policies, employees may be required to enter explanations or reasons for certain expenses. Such explanations become a permanent part of the supporting documentation for each expense item and are made available to reviewers and auditors. Lack of proper comments and explanations may be grounds for rejection.

ExpenseAnywhere tracks, requires, and reminds employees to submit expense receipts for expenses where required by company policy. Such receipts can be scanned and attached as digital images, or faxed in to ExpenseAnywhere Fax server for automatic linking to the expense reports. Thus, expense reports can be reviewed along with receipts.

ExpenseAnywhere requires approvers to enter an explanation for approving any expense items that are outside of company policies. Such notes become an important and a permanent piece of documentation when auditing the expense reports.

ExpenseAnywhere does not allow a reviewer to process and approve for payment his/her own expense report.

ExpenseAnywhere does not allow a reviewer to process and approve for payment his/her own expense report.

If an expense report is under review for reimbursement by the AP department, ExpenseAnywhere prevents another reviewer from accessing that expense report at the same time.

ExpenseAnywhere flags travelers who are frequently not in compliance with company policies. After a certain number of violations, such travelers' expense reports can be directed through a different audit track for detailed review of their reports. Default parameters can be based on:

• Not submitting receipts.
• Too frequent "over the limit" expenses.
• Frequently not using company's preferred provider of service.
• Too many duplicate transactions.
• Too many low dollar value transactions–receipts not required.

The Set Audit functionality in ExpenseAnywhere permits an Auditor to select and set audit by:

POLICY VIOLATION GROUP

• Missing receipts group.
• Preferred vendor violations.
• Duplicate expenses.
• Over the limit spending.

SPECIAL GROUP

• Executive group.

RANDOM AUDIT GROUP

• Random travelers.
• Random cost centers.
• Every nth expense report.

When the selected travelers submit expense reports they are automatically routed to audit department for detailed review. Setting frequent/ random audits on executive compensations/ expenses further ensures SOX compliance.

Within ExpenseAnywhere, once a credit card transaction is added to an expense report, it is blocked for inclusion on another report, and it is removed from the list of open transactions once it is approved and processed.

Credit card aging reports provide a means for the administrator to review and track corporate card transactions that have not been allocated by the cardholders and instantly send an e–mail reminder.

ExpenseAnywhere with its built–in reporting capabilities helps Approvers, Accounting and Executives instantly generate reports that help manage, control and analyze expense data. Most of the reports are provided with transaction level drill–down capabilities. A few of these reports are as follows:

1. Standard Reports: These provides instant year–to–date spend by
   • Vendors.
   • Clients.
   • Project.
   • Expense Distributions by category/ cost center.
   • Employee.
2. Dynamic Report – adhoc reports depending on selection criteria in a particular date rage.
3. Compliance Report – These reports allow auditing on Exception Issues. The report is sorted by the number of exceptions and the category, which would be either a dollar amount or preferred vendor. The results will show all employee records which are out of compliance with the company policies.
4. Duplicate Expenses Report – This report produces all duplicate expenses entered by a traveler within a specified period of time.
5. Small Spend Report – This report helps manage and review low dollar value expenses not requiring a receipt and can be filtered by number of such transactions in a particular period.
6. Cash Advances Reconciliation Report– helps review and manage outstanding cash advances with capability to send on–demand e–mail to those holding cash advances for an extended period.