Your expense policies are a cornerstone of your cost control measures in the
area of employee reimbursed expenses. However, many organisations have
experienced great difficulty ensuring that expenses incurred are within their
defined policies.
X3 addresses this problem with policy compliance
checks at every stage of the expense process, from initial entry of the expense
claim through to authorisation and on to reimbursement. Over time, X3 enables you to build up a picture of policy compliance
across all incurrers in your organisation.
X3 enables you to define policies in the following
way:
Firstly, incurrers are allocated to a nominated group, for whom specific
policies will apply. Typically, these policy groups are used to separate
incurrers according to their position in your organisation. For example, this
enables you to define differing policies to allow Board members to travel
Business class, whilst sales personnel may only travel Economy class.
Next, a suite of policy definitions are created for each policy group.
Separate policy definitions cover each different type of expense (e.g. flights,
accommodation, rental cars, taxis etc).
Each policy definition can be subdivided into individual policies that cover
a geographical scope (e.g. International, Interstate, Local, or a specific
location). This enables you to define different policies for international
travel versus domestic travel, for example.
Each policy can specify:
- a ranked list of approved suppliers,
- a ranked list of approved agents (where applicable),
- the approved class or standard (where applicable),
- a maximum approved cost rate.
X3 clearly flags any expense items that fall outside
of the defined policy for the particular incurrer, enabling your authorisers to
very quicly focus on the 'problem' aspects of the claim. If desired, X3 can automatically authorise any claims having no policy
violations (see the X3 process
pages for more information).
X3 provides reports enabling you to identify and
determine the cost of out of policy expenses, identify policy violation trends
(e.g. identify incurrers who frequently spend outside of your organisation's
policy, or authorisers who fequently approve out of policy expenses).