The vendor is required to provide electronic reimbursement claim system including the ability to access the system from virtually anywhere using mobile devices, integration with our current ERP system – banner, ability to take picture of receipts and load into the app, faster approvals and payments, greater policy compliance, more reporting capabilities and options to include other processes such as Pcard and invoices.
- The deployment of an electronic expense claim processing, submission and approval solution that integrates with the university’s existing ERP and reporting systems.
- Comprehensive training for university’s faculty and staff, including the initial deployment assistance and ongoing technical support
- To support reporting on and the auditability of the university’s employee expenses.
- Solution and service requirements
• The electronic expense claim processing solution will confirm the employee’s authorization, and provide an auditable trail that documents the expense with all required information, approvals and supporting documentation.
- Requirements
1. Expense reimbursements
• High: critical requirement – the proposed solution must have this capacity of feature
• Medium: important but not mandatory\
• Low: a nice to have feature (may be viewed as a benefit)
- Functional requirements
• The following functional requirements describe what the proposed solution must do to support university needs.
• Agencies must respond to each requirement indicating how each will or will not be met by the proposed solution.
• Agencies may expand beyond the stated requirement to explain additional, related features.
- Electronic claims submission requirements
• The following set of requirements describe the expected system requirements for collecting, submitting, processing and approving expenses for the university.
• Agencies must respond to each requirement indicating how each will or will not be met by the proposed solution.
• Agencies may expand beyond the stated requirement to explain additional, related features.
- Functional requirements
• Ability to create and maintain an expense claimant profile.
• Includes profile-related information: name, one or more mailing addresses, contact information (phone, email, etc.), title, faculty/department, and a valid employee number [banner id].
• Ability to display, capture and record multiple types of expenses in a single expense claim.
• Ability to scan, upload/attach supporting documentation
• Ability to identify a receipt as a meal receipt and to record the required names of meal attendees
• Ability to display, capture and record related expense policies
• Ability to display, capture and record expense codes
• Ability to map expense types to account codes
• Ability to capture and record individual expense amounts with applicable exchange rates and taxes.
• Ability to capture any related travel or transportation claims
• Capability to submit the travel authorization request, route for approval, and be linked to the related reimbursement claim.
• ability to calculate mileage and per diems (including taxes) within the expense claim.
• Ability to flag submitted expenses for additional reviews or approvals based on configurable business rules
• Ability to flag the existence of a cash advance and incorporate cash advance procedures into the expense claim process.
• Ability to flag petty cash custodians so that claim can be routed for further review
• Ability for the system identify and flag previous fiscal year receipts and to route the expense claim for further approval.
• Ability to record and capture adequate audit trail including identity of submitter, identity of approver, date and time of approval, etc.
• Ability to create and maintain an approval queue.
• Ability to incorporate a checklist within the submission and approval process to review and include the required components for the expense claim submission.
• Ability to display existing or previous expense submissions and statuses for the claimant.
• Ability to copy existing or previous expense submissions for the claimant.
• Ability to create, update and reuse expense claim templates for the claimant.
• Ability to review, update and resubmit rejected expense claims.
• Ability to review, approve or reject an expense submission assigned as an approver.
• Includes ability to add annotations or comments associated with expense approval.
• Ability to identify duplicate receipts/claims.
• Ability to optionally send a confirmation or notification of claim based on a change in the expense submission status
• Ability to index and push expense related supporting documentation to another system for financial document and record management
• Ability to report on other expense related information such as location of travel/expense, mileage, fuel purchased in Litres, # of participants, etc.
• Ability to integrate with banner finance.
2. Pcard processing
• Ability to upload or submit scotia bank transactions by cardholder.
• Ability to break out GST and PST and calculate the GST rebate for each transaction
• Ability to perform self-assessments of taxes for qualifying agency transactions and calculate rebate on the self-assessed tax (GST).
• Ability to report on all transactions for reporting period and provide a CVS or excel file for exporting or interfacing to banner.
• Ability to review transactions and provide sample set auditing.
• Ability to track and record changes for transactions that were audited.
• Ability to track and report on cardholders that have not submitted their Pcard report for a particular period.
• Ability to send reminder email to cardholders regarding deadlines, outstanding report submissions, etc.
• Ability to create and maintain an approval queue based on FOAPAL.
• Ability to display, capture and record expense codes
• Ability to map expense types to account codes.
• Ability to flag submitted expenses for additional reviews or approvals based on configurable business rules
• Ability to capture any related travel or transportation claims
• High ability to add comments to transactions.
• Ability to code one transaction to a number of different FOAPAL’S (split transaction).
• Ability to record and capture audit trail including identity of submitter, identity of approver, date and time of approval, etc.
• Ability to display existing or previous Pcard statements and statuses for the cardholder.
• Ability to review, approve or reject an Pcard submission assigned as an approver.
• Includes ability to add annotations or comments associated with expense approval.
• Ability to identify duplicate receipts/claims.
• Ability to optionally send a confirmation or notification of report submission based on a change in the submission status (e.g., report submission received, approved or returned for correction).
• Ability to index and push expense related supporting documentation to another system for financial document/record management (e.g., fast).
• Ability to integrate with banner finance
- Contract Period/Term: 2 years