Expenses Main Points

Current Expenses system implemented August 2001 All expense receipts are scanned 80% operational (due to non office based employees) ADP (old payroll system) used for inputting manual submissions All claims input on ADP must be carried out on terminal in Payroll department for security reasons Expenses submitted and approved electronically Hard copy claim and receipts sent to expenses department 100% audit on expenses at present using 2 temps fulltime Expenses policy found under HR on intranet Quick guide found on intranet Management reports available not yet used ( Its a case of defining which reports are required and working with Ian Heggie to make them available) Employees are asked to use The Travel company for travel bookings, all though this may change 1000 AMEX cards have been issued mostly with joint/several status Expenses department are responsible for petty cash No processing statistics are produced at present (Ian Heggie to work on providing statistics) 48 hour processing service level has been processed internally 100% audit has highlighted more issues with receipts not being forwarded by claimants then individuals not complying with policy (Ian has agreed this may be the case, but time is required to analyse findings from the audit) There may be some issues with regards to admin/security rights for expenses department users (Again it is a case of defining what access is required and Ian will review) The following departments expenses are input centrally on ADP and as proxy users on Captura, what can be done to identify whether these claims can be inputted locally The following areas expenses are inputted centrally, Marketing field trainers, SHS, Sky news journalists (We need to identify the issues surrounding this and then make recommendations) Phil Wieland raised a point that there may be issues with regard to the download of data for special projects to the GL and system issues accessing remotely( This is being looked at) What modifications both business and system can be made to allow the more complex expenses that are currently input on ADP be entered to Captura (No reason why the complex claims may not be entered into Captura) Is Captura capturing all the relevant data required to satisfy issues surrounding PL11D (We need to identify the types of information which are required to be captured in order we may determine whether the system can capture the information or whether manual records are required. Expenses are having to add and delete proxy users as there is a limit, what can be done to eliminate this issue ( Ian has confirmed he has a workable solution)

Action points Ian Heggie to provide statistics for number of claims processed by business unit for July, August, September 2001 Prepare a definitive list of those employees who are still submitting expenses manually and make recommendations to how these are dealt with and can be contained Prepare a list of data that is required to be captured as part of the PL11d process and define a system/business procedure to capture the information Agree on what access rights are required by various members of the Expenses department Migrate the input of the more complex expenses from ADP to Captura Agree on what steps are in place to allow employees to submit expenses electronically where at present they have no or limited access to the intranet Prepare a business and system procedures document for use by the expenses department Prepare a proposal for service levels, i.e. time-scale for processing claims and payment