THE NEW ASIA EXPENSE CLAIM SYSTEM – HOW TO SUBMIT YOUR EXPENSE CLAIM

March 2012

Introduction

• Your market is deploying the new Asia Expense Claim system (AEC)

• This presentation will show you the new features of AEC and how to submit your expenses.

• Please go through the presentation to see how to use the new system

New Features

• The new Asia Expense Claim system is similar to the excel-based system you are used to with some new features: for example:

– It is now a ‘web based’ application

– You can track the status of the approval process of your current claims.

– You can see all of your previous expense claims

– On-line help is available.

Where can I find the Asia Expense Claim system ?

• Your Enterprise Intranet will be updated to link to the new AEC system.

New Home page for Asia Expense Claim System

Claims outstanding

Claims waiting my approval

My Expense Claim history

AEC stores your current claims and their progress, and the history of your past claims.

•My outstanding expense claims•Claims waiting my approval•My expense claim history•My expense claim approval history

My Expense Claim Approval history

Starting a new Expense Claim

Click on either of the New Claim buttons

Starting a new Expense Claim

As with the old system you will need to complete the following details :1 – Select the Cost Centre to charge2 – Select the Project code (WBS)3 – Expense Type (Business or HR)4 – Define the purpose (Sales meeting)5 – Did you receive an advance ?6 - City / Affiliate where expense was incurred

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After all details have been input. SAVE the claim

Adding Expense Line Items to a claim

Click on Add Expense item to

start the claim

Completing Expense Line Items

Page Number and reference

for the supporting

documentation

Date Country of Expense

Expense Item Currency of Expense

Example of completed Expense Line Item

After all details have been input. SAVE the Expense Item

Saving the Expense Claim

SAVE the claim

PRINT the claim and attach to receipts for submission to

Manager for Approval

LOCK the claim

When you LOCK the claim a DECLARATION and APPROVAL window

appears.

Locking the Expense Claim

Claimant approves the expense statement

Claimant nominates Cost Centre

Manager to approve the expenses

Expense Claim history is updated with new claim

eMails notify you when your claim is approved or rejected

AEC Home page shows latest Expense Claim status

The claim has been approved by your Cost Centre Manager, and now awaits processing by

A/P

Accounts Payable approval and posting to SAP

• Once the claim has been approved by Accounts Payable and posted to SAP, you will receive the following confirmation email.

AEC Home page shows latest Expense Claim status

The Expense claim is posted to SAP

Employees are typically reimbursed

within 3 days

Your ECS Home page also reflects the new status of your Expense Claim

Need assistance? Online System help

Online system help

Overview of Expense Claim process

THE NEW ASIA EXPENSE CLAIM SYSTEM -

COST CENTER MANAGERS AND HR MANAGERS GUIDE TO APPROVING EXPENSE CLAIMS

March 2012

Introduction

• This presentation will show you how to review and approve expenses assigned to you.

• Please go through the presentation to see how to use the new system

New Features

– A web based system, so approving an expense claim is significantly quicker

– We expect the performance improvement will also improve the systems reliability

– This new system support attachments – so employees can scan their expense receipts where approvers are located overseas

An Expense Claim has been assigned to me

After the employee locks their expense claim and selects you as the approver, the system will send you an email similar to this.

•Click on the link to view the claim detail

Click here to view and approve the Expense Claim

Viewing the Expense Claim

Claims Status

Click buttons to Approve or Reject Expense Claim

Expense details

After you click the Approve button

After the you approve (or reject) the Expense Claim, the system emails the claimant, and you are taken to the home page

Status of my personal expense claims (only for AP employees)

Expenses awaiting my approval

My Expense Claim history (only for AP employees)

History of Expenses I have approved

This page only shows the last 5 claims. Click here to view

your entire claim history

Need assistance? Online System help

Online system help

Overview of Expense Claim process