employee expense management questionnaire icaew accredited software icaew

7/23/2019 Employee Expense Management Questionnaire Icaew Accredited Software Icaew

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ICAEW Accreditation Scheme

Employee Expense Management Software Evaluation

[Company Name

[!roduct Name "ersion num#er

[Company $!roduct logo

Evaluation carried out #y% [Name of Evaluator

&ate completed%

Signed%


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'a#le of Contents

Summary (

Approach to evaluation (

( Matters to consider #efore purchase )

) Evaluation conclusion )

Appendix * + Summary of functionality ,

, Security and continuity of processing -

- Set up and file maintenance *.

/ Wor0flows *,

1 Claim preparation and su#mission */

2 Claim authorisation *2

*. Expense claim recharge 3*

** Expense claim payment 33

*3 'ax compliance 3(

*( Integration 3,

*) 4eporting 31

*, 5ser documentation (3

*- Support and maintenance ()

*/ Specific modules (-

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1 Summary

1.1 Introduction

The suitability of good employee expense management software for each particularuser will always be dependent upon that user's individual requirements. These

requirements should therefore always be fully considered before software is acquired.

The quality of the software developers or suppliers should also be considered at the

onset.

1.2 Software under review

undamentally! good employee expense management software should"

#ermit efficient detailed submission of expense claims and automatically route

them for authorisation and review in accordance with the prescribed company

expenses policy #rovide detailed reports to allow companies to determine spend patterns!

benchmar$ category spending and permit fast payment to claimants

#rovide sufficient information to allow companies to meet their regulatory

reporting obligations in respect of personal income tax and %&T

It is essential! when software is implemented! for appropriate support and training to be

available.

2 Approach to evaluation

2.1 b(ectiveTo evaluate [6 Software version 7against a set of criteria developed by the

I)&*+ to ensure that the software meets the requirements of expense

management software.

2.2 Software,hardware utilised

2.- eport structure

The report has been bro$en down into its main constituents in the contents page.

The evaluation questionnaire was provided by the I)&*+ and has been used

without alteration or amendment.

2./ &pproach and +or$ performed

In order to effectively evaluate [6 Software version 78a product specialist from the

[Software house completed the detailed questionnaire and provided it to the evaluator to

examine. The evaluator then visited the [Software houseoffice in 0 and in

con(unction with the operation of the various aspects of the software assisted by a member

of [Software house9stechnical staff chec$ed the answers to confirm their validity. The

questions were individually reviewed and commented on and the ma(ority of assessments

were confirmed.

The evaluator discussed the assessments with a member of [Software house staff inorder to clarify certain points. In the event of disagreement between [Software house

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and the evaluator! the evaluator's decision was ta$en as final and the response changed

accordingly.

[6 Software version 7! was used throughout the evaluation. The evaluation covered

*xpense management software.

+hen the evaluation had been completed! the responses were completed by the evaluator

and a draft copy sent to the I)&*+ for review before completion of the final report.

( Matters to consider #efore purchase

2. 3eneral overview

2.4 Supplier bac$ground

2.5 #roduct bac$ground and Suitability for user2.6 Typical implementation

2.7 Software and hardware specifications

2.7.1 8evelopment environment

2.7.2 Server platforms

2.7.- 8atabases

2.7./ perating software

2.7. 9inimum client #) specification

2.7.4 Support and maintenance

2.1: Software installation and support

2.11 #artner networ$ and related accreditation process2.12 ;imitations

) Evaluation conclusion

&isclaimer

Any organisation considering the purchase of [6 Software version 7should consider their

requirements in the light of proposals from [Software house or its dealers and potential suppliers

of other similarly specified products. Whilst the contents of this document are presented in goodfaith, ICAEW cannot accept liability for actions taken as a result of comments made herein.

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Appendix * + Summary of functionality

#lease indicate the functionality incorporated within the product"

!rocessSupplier 4esponse

7es No Comments

)ustomisable expense categories

*xpense claim submission

*xpense claim authorisation

*xpense claim recharge

*xpense claim payment

*xpense policy management

*xpense policy enforcement

eceipts managementIntegration

%&T calculation and compliance

#118 preparation

#rocessing of third party data feeds

*mail notifications

*lectronic wor$flow

9ulti currency

9ulti entity

9ulti approval

ser defined

nline travel boo$ing

)orporate credit card reconciliation


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Functional requirements questionnaireProduct:

Version:

5 Security and continuity of processing

:uestion Supplier 4esponse Evaluator9s Comment

.1 +hat security features are

included to control access to the

system?

.2 )an access to application

functions be managed so users

can only see and access those

functions they are authorised to

access?

.- Is this access to the system

managed by"=

.-.1 Individual user profiles?

.-.2 >ser groups based on their(ob roles?

./ #asswords

./.1 Is access to the software

controlled by password?

./.2 Is each user required to

have a personal password?

./.- &re passwords one=way

encrypted? 0I.e. Is it

impossible for anyone!including the system

administrator to see other

user@s passwords in the

software?

././ &re passwords mas$ed

when entered by any user

logging in?

./. #lease state the level of

password complexity

available at application

level?

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Version:


. #lease state how security allows

for access to be specified

separately for "=

..1 ead?

..2 ead and write?

..- 8elete and amend?

.4 Aow are data files uploads or

imports validated by the

application?

.5 8oes the software require higher

or specific levels of user access

for changes to sensitive data! such

as employee details?

.6 Aow are deletions controlled by

the system?

.7 &re deleted transactions retained

in the audit trail and denoted as

such?

.1: Aow does the software trac$ user

activity?

.11 )an a report be produced

detailing all current users and

their authority levels and,or

access rights?

.12 If data can be accessed by

separate reporting facilities! such

as 8


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Version:


If Bo"=

.1- #lease explain any other

protection in place to prevent

unauthorised access to data with

such facilities.

.1/ Is there a clear indication on how

the data is"=

.1/.1


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Version:


.16 &re software messages clear?

.17 &re user responses properly

structured to ensure that

erroneous $ey stri$es do not lead

to inappropriate actions?

.2: I s there a software log which

details"=

.2:.1 *rror messages?

.2:.2 Security violations?

&udit trail

.21 8oes the software have a detailed

audit trail?

.22 Is it impossible to turn off ordelete the audit trail?

.2- Is all input data included within

the audit trail! including

amendments! deletions etc?

.2/ 8oes the software allocate a

system generated sequential

unique reference number to each

transaction?

.2 8oes software allocate the user id

against each element of data

input?.24 Is the input date and time

stamped?

.25 &re all master file changes

recorded in the audit trail?

.26 &re all standing data changes

recorded in the audit trail?

.27 Aow are transactions

differentiated within the audit

trail?

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Version:

6 Set up and file maintenance


4.1 )an menus and screens be

tailored by the user?

4.2 )an forms be customised to

meet the needs of each"=

4.2.1 rganisation?

4.2.2 8epartment?

4.2.- 8ivision?

4.2./ *mployee?

4.2. 3roup?

4.- )an policy rules be set up

within the system to provide

compliance againstcompany policy?

4./ &re policy rules

automatically applied when

completing a claim?

4. )an the employees enter

out=of=policy costs?

If Ees"=

4..1 +hat is the criteria?

4.4 )an multiple policies be

held?

4.5 )an pre=defined rates be set

up for certain types of

expenditure?

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Version:


4.6 )an policies be entered to

reflect different expenditure

limits and rates for different

expense types and

categories?

4.7 Aow are changes in

company policy and claim

rules handled the system?

4.1: Aow are new users managed

by the system?

4.11 Aow does the system

monitor policy compliance?

4.12 )an the system be set up to

handle user hierarchies and

groups for employees and

authorisers?

4.1- Is the system multi

currency?

If Ees"=

4.1-.1 +hich currencies are

available?

4.1-.2 )an one claim use

difference currencies

for different lines?

4.1-.- )an expenses be

reimbursed in an

employee@s localcurrency but

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Version:


reported on by the

group in another

currency?

4.1/ +hat controls are available

around the exchange rates

used for claims?

4.1 Is the system multi entity?

If Ees"=

4.14 )an each entity be

configured

independently with

its own policiesF

accounting codes

and currency?

4.15 )an an expense

claim from one

entity be approved

by an authoriser in

another entity?

4.16 Is an administrator in

one entity able to

manage the expense

process for allentities?

4.17 &re consolidation

reports available

across all entities! by

entity?

4.2: Is integration with

third party systems

on a single entity

basis or can it beconsolidated on a

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Version:


group basis?

4.21 +hat house$eeping

procedures are available

within the system?

4.22 )an preferred supplier be

set up within the system?

4.2- Aow does the system

monitor supplier

compliance?

4.2/ )an the system allocate

expenses to pre=definedcategories and cost centres?

4.2 )an scanned receipts be

lin$ed to an expense claim?

4.24 )an the system have the

facility to route scanned

documents with expense

claims?

4.25 )an system capture e=

receipts from suppliers and

automatically upload the

information to expense

claims and lin$ to the claim?

4.26 8oes the system allow for

expense submissions by

S9S text message?

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Version:


If Ees"=

4.26.1 8o expense

categories and

currency have to be

specified at the time

of entry or can these

be added at a later

date?

4.27 8oes the system allow for

expense claims to be set up

and submitted offline with

automatic electronic

submission when next

connected online?

4.-: #lease explain if the system

is complaint with any >G

Standard.

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Version:

7 Wor0flows

:uestion Supplier 4esponse Evaluator9s Comments

5.1 8oes the system support

wor$flow?

5.2 8oes the wor$flow support rules=

based routing?

5.- 8oes the wor$flow support

authorisation scenarios?

5./ )an the system be integrated with

existing wor$flow software?

5. 8oes the system provide facilities

to enable the electronic

management of expenses claims

via routing from employee to

authoriser to finance department?

5.4 )an the wor$flow be configured

to handle any ad(ustments to

claims and re=authorisations?

5.5 )an the wor$flow be configured

to update third party systems?

5.6 Is the wor$flow compliant with

standard email solutions to

provide change notification?

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Version:

5.7 8oes the wor$flow allow the

support of user hierarchies and

groups?

5.1: &re all actions and tas$s recorded

within an audit trail?

5.11 Aow are user rights for read only!

read=write etc. access controlled?

5.12 Is the audit trail or history visible

to other users in the wor$flow?

5.1- &re all changes and notifications

stored within the audit trail whilst

the wor$flow is progressing?

5.1/ 8oes the software lin$ in to the

existing emails system to generate

mail alerts to multiple levels of

authorisation?

5.1 +hat other wor$flow

functionality is available?

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Version:

8 Claim preparation and su#mission


6.1 8oes the system ensure that the

menu options are executed in the

correct sequence?

6.2 Is the employee notified if a claim

is outside company policy as part

of the submission process?

6.- )an the system be set up to

differentiate between staff and

business entertaining for tax

purposes?

If Ees"=

6.-.1 8oes the system capture

details of those being

entertained and the

purpose?

6.-.2 Is the need to complete

this information prompted

by the system?

6./ )an the system be set up to

capture expenses such as bar

drin$sF laundry expenses for tax

purposes?

6. 8oes the system calculate the

correct amount of %&T for all

expense claims?

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Version:

6.4 )an the %&T amount calculatedby the system be overwritten to

reflect what is on the

invoice,receipt?

6.5 Aow are changes to submitted

expense claims managed by the

system?

6.6 Is it possible to verify the number

of miles entered by an employee

when a business mileage claim is

submitted?

If Ees"=

6.6.1 #lease explain how this is

achieved.

6.7 8oes the system allow for pre=tripauthorisation?

If Ees"=

6.7.1 Aow is this achieved?

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Version:

9 Claim authorisation


7.1 )an claims be partially authorised

H e.g. If there are three items! can

one item be approved! one item

queried and one item re(ected?

7.2 8oes the system provide for

multiple approval requirements.

*.g. a claim requiring approval by

more than one authoriser?

7.- )an the system provide for claim

lines to be authorised by a

specific pro(ect manager,budgetholder rather than an employees

usual@ expense authoriser?

7./ 8oes the system notify the

authoriser when a submitted claim

brea$s company policy?

If Ees"=

7./.1 8oes the notification

provide details of the

policy which has been

bro$en and reasons?

7. Is it possible to analyse the

approval patterns of an

authoriser?

7.4 Is it possible for an employee toauthorise his,her own claims?

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Version:

7.5 Is it possible for the authoriser to

be of the same (ob level as the

claimant?

7.6 Aow does the system handle

unavailable authorisers?

7.7 Aow does the system handle

disputes?

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Version:

10 Expense claim recharge


1:.1 Is it possible for the employee to

identify an expense to be

recharged i.e. to a pro(ect , client ,

activity?

1:.2 )an the requirement to record a

recharge be made mandatory ,

optional as required?

1:.- )an available recharges be

restricted so that a user only sees

the recharges which they can

record against?

1:./ Aow are recharges maintained in

the system?

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Version:

11 Expense claim payment


11.1 Aow frequently can payments be

made?

11.2 Is a remittance provided and

issued for each payment made?

11.- )an this be emailed?

11./ )an payments be made to non >G

ban$ accounts?

11. 8oes the system report details ofthe payments made?

11.4 )an the system lin$ to an existing

payroll pac$age for payment

processing?

11.5 8oes the system lin$ to ban$ing

software to process payments?

11.6 If Ees"=

11.6.1 +hat controls are in place

over the interface?

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Version:

12 'ax compliance


12.1 +ill the system automatically

calculate the recoverable %&T

element of an expense claim?

12.2 +hich countries are supported for

%&T calculations?

12.- Aow does the system differentiate

recoverable %&T by country?

12./ 8oes the system differentiate

between staff and business

entertainment and automaticallycalculate the reclaimable %&T?

12. )an the system handle the rules

around car hire and gift

thresholds?

12.4 +hat #118 reporting features are

incorporated in the system?

12.5 8oes the system incorporate the

organisation@s dispensation or

#S& 0#&E* settlement

agreements setting?

12.6 +hat #118 production

capabilities are available within

the system?

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Version:

12.7 Aow is the underlying A9)

information maintained by the

system?

12.1: Aow are changes to legislation

handled by the system?

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Version:

13 Integration

:uestion Supplier 4esponse Evaluator9s

Comment

1-.1 )an expenses be associated to"=

1-.1.1 3eneral ledger codes?

1-.1.2 )ost centres?

1-.1.- #ro(ects?

1-.1./ Input %&T account

codes?

1-.2 8oes the system provide a

complete double entry boo$=

$eeping period end report for

processed claims?

1-.- 8oes the system provide anapplication programming

interface CID?

1-./ )an the system be integrated to

existing H

1-./.1 inancial accounting

software?

1-./.2


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Version:


Comment

1-. )an the system be integrated

with an existing personnel

system to manage changes to

employees@ details! new

employees and leavers!

automatically?

If Ees"=

1-..1 +hat controls are in

place over these updates

to the expense

management system?

1-..2 Aow is data integrity

maintained by the

system?

1-.4 )an the system handle uploads

from credit card providers?

If Ees"=

1-.4.1 +hat controls are in

place over these

uploads?

1-.4.2 Aow is data integrity

maintained by thesystem?

1-.5 8oes the system integrate with

any third party electronic

procurement and boo$ing

systems?

#lease state which ones.

1-.6 )an the system be lin$ed to

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Version:


Comment

9icrosoft office products such

as *xcel and +ord?

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Version:

14 4eporting

:uestion Supplier 4esponse Evaluator9s comment

1/.1 &re all reports adequately titled

and dated?

1/.2 8o the reports provide totals

where applicable?

1/.- Is it clear when the report has

ended? Ctotals or end mar$ersD

1/./ &re reporting functions menu

driven or otherwise easy to

initiate?

1/. 8oes the system have an inbuilt

report writer?

1/.4 +hich pre=built reports are

available to the"=

1/.4.1 *mployee?

1/.4.2 *xpense authoriser?

1/.5 )an reports be user defined?

1/.6 )an report layouts and formats be

easily adapted to users@

requirements?

1/.7 +hat options are available

regarding data selection and

criteria?

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1/.1: &re there date restrictions on the

data that can be reported on

and,or analysed?

1/.11 Is exception reporting available.

+hat can be detailed in these

reports?

1/.12 8oes the system produce reports

detailing"=

1/.12.1 Aigh ris$ expenses?

1/.12.2 Spending patterns?

1/.12.- Aigh daily mileage

claims?

1/.12./ Inconsistent mileage to

the same location?

1/.1- )an reports be downloaded?

If Ees"=

1/.1-.1 In what format can these

be saved as?

1/.1/ )an users define the parameters

or selection criteria used forreports?

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Version:


1/.1 )an the selection be by"=

1/.1.1 *mployee?

1/.1.2 8epartment?

1/.1.- 8ivision?

1/.1./


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Version:


1/.17 +here relevant! are positive and

negative values easily

distinguished?

1/.2: Is it possible to drill down on

reports"=

1/.2:.1 or more detail or

explanation?

1/.2:.2 To individual record or

transaction level?

1/.21 &re consolidation reports

available for multi entity systems?

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Version:

15 5ser documentation


1.1 ;ist the different forms which

user documentation is provided

in. e.g. hard copy reference

manual , Juic$ start guide , n=

screen help?

1.2 Is the documentation clearly laid

out and understandable?

1.- Is the documentation

comprehensive and accurate?

1./ Is there an index to the

documentation?

1. Is it easy to locate specific topics

in the documentation when

required?

1.4 Is it easy to follow through all

procedures in the documentation?

1.5 8oes the documentation include"=

1.5.1 & tutorial section?

1.5.2 & guide to basic

functions?

1.5.- #ictures of screens?

1.5./ &J@s K answers?

1.6 8oes the documentation clearlyspecify the actions to be ta$en by

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Version:

users at each important stage ofusing the system?

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Version:

16 Support and maintenance


14.1 +hat IT infrastructure is required

to operate the system?

14.2 Aow is the system licensed?

14.- +hat hosting options are

available?

14./ 8o any specific tas$s have to be

performed by the administrator of

the system?

14. &re there any restrictions on the

level of data that is maintained on

the system?

14.4 8oes the system warn the user

when space is becoming short?

14.5 Aow is the system sold"=14.5.1 8irect from the Software

Aouse?

14.5.2 %ia %alue &dded

eseller C%&D?

14.6 Is training required to be able to

use the system?

14.7 Aow is the training provided?14.7.1 8irect from the Software

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Version:


Aouse?

14.7.2 %ia %&?

14.1: +hat training materials,options

are available?

14.11 Aow is the system supported?14.11.1 8irect from the Software

Aouse?

14.11.2 %ia %&?

14.12 Is a helpdes$ provided for users?

14.1- #lease note all methods of support

available "=

Telephone

*mail

nline training tool

nline guides

ther H specify

14.1/ Aow are enhancements and bug

fixes provided?

14.1 Aow are changes to tax legislation

provided to the user?

14.14 Is there a related cost?

14.15 &re there any unduly restrictive

conditions in the license for the

software?

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Version:

17 Specific modules


15.1


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Version:


15.-.- )an a boo$ing be set up to

automatically populate an

expense claim form?

15.-./ &re all of the above

controlled by company

policies?

15./ )orporate cards = )an claims be

pre=populated with transactionsfrom a corporate payment card?

If Ees"=

15./.1 8oes the system allow

transactions to be

downloaded from a

supplier?

15./.2 8oes the system require

the holder to reconcile the

information to the

monthly statement?15./.- 8oes the system allow for

the automatic

reconciliation to expense

claims item lines and e=

receipts?

15././ )an the system handle

multiple card holders and

expense claims?

15./. )an additional

information be added to

an expense claim line by

the employee? Such as

descriptionF cost code!

client details etc?

15. Trip management H )an the

system handle requests for trips?

If Ees"=

15..1 8oes this include requestsfor specific currency?

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15..2 8oes it capture actual

spend?

15.4 )ash advances H 8oes the system

handle cash advances?

If Ees"=

15.4.1 Aow is this managedwithin the system?

15.4.2 )an these be in any

currency?

employee expense management questionnaire icaew accredited software icaew

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