Achieving Expense Management Goals Through Automation

Monday, May 10th; 9:45 - 10:45 AM

Louise Moffett, CAPP - AP Manager

Analytical Graphics, Inc. - 3 AP Employees; Computer Services

Best Suited for Companies Processing fewer than 250,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Advanced # 2100 - Updated Session

Enhancing employee productivity while managing spending and enforcing policies and controls can create quite a juggling act for companies. Automating the travel and entertainment expense reimbursement process can provide the necessary tools to employees and management to achieve these goals. This workshop will focus on all phases of the automation project from enlisting management support through implementation and rollout. Key discussion points will include:

• Presentation to management
• Determining the extent of the automaton
• Selecting a provider
• Implementation
• Companywide rollout

Automating Expense Management: Lessons Learned from the Leader in Corporate Housing

Tuesday, May 11th; 2:15 - 3:15 PM

Brad Niemiec - Director of Centralized AP

Craig Fearon -Senior Product Director of Expense Applications

Oakwood Worldwide - Finance, Insurance & Real Estate Industry

CyberShift, Inc. - Business Services

Presentation Style - Traditional PowerPoint

Overview # 2105 - New Session

Oakwood Worldwide is a global leader and provider of temporary housing. Whether traveling to care for properties or incurring expenses on behalf of the business, most of the company's 2,200 employees were struggling to manage complex expense allocations, furnish receipts, and reconcile their expenses in a timely manner due to a paper-based process, impacting the company's cash flow. By using CyberShift Expense, Oakwood was able to significantly reduce processing time, better control employee spending, and tightly manage costs. This session highlights the travel and expense management automation case study of Oakwood Worldwide.

• Gain an understanding of the business issues leading to automating the travel and expense process.
• Learn how a global corporation approached the project to implement an expense management solution.
• Listen to the "before and after" business issues and the ROI of automation.
• Hear about the project and market considerations from the vendor perspective.
• Join the discussion through the session's Q&A period.

T&E Policy Compliance Checkup

Monday, May 10th; 9:45 - 10:45 AM

Eric Jones - Director of Corporate Payables

Lowe's Companies, Inc. - 200 AP Employees; Retail Industry

Best Suited for Companies Processing more than 750,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Basic # 2110 - New Session

Employee travel and entertainment expenses and reports cut across all industry segments but are frequently misunderstood or ignored. The IRS has announced an initiative to audit payroll tax compliance at 6,000 companies during the next three years. Included in this compliance audit will be employee expense reimbursements. Having and enforcing T&E policy based on IRS guidance is critical in avoiding assessment of additional payroll taxes and penalties. In this session we will discuss the following topics:

• IRS guidelines
• Policy development
• Policy enforcement
• T&E tools

Expense Automation: You DO Have Choices

Monday, May 10th; 9:45 - 10:45 AM

Chuck Buckner - President and CEO

InterplX Expense Management - Business Services

Presentation Style - Traditional PowerPoint

Basic # 2115 - New Session

The employee expense management industry is maturing, and many companies that have had expense management automation solutions in place for several years are looking to improve efficiencies and reduce costs by "bidding out" their expense management services. With recent industry consolidation, now may be the time for your company to consider such a strategy. Attend this session and hear industry veteran Chuck Buckner, Interplx President and CEO, discuss several client case studies and the key drivers that lead them to switch. Key topics will include:

• Expense management ROI
• How paperless is "paperless"?
• Expense reimbursement best practices
• Cost-effective audit processes
• Which way to go: ERP, installed software, SaaS, DIY
• Smart-phones impact on expense management
• Driving user satisfaction: the key to success
• Is your expense management solution provider responding to your needs or its own?
• The role of travel management and booking systems in employee expense management

SAP T&E Module - Submitting Expense Reports via our Portal

Wednesday, May 12th; 11:00 AM - 12:00 PM

Whoriskey, CAPP - Program Manager, Finance Optimization

Day & Zimmermann, Inc. - 15 AP Employees; Construction Engineering

Best Suited for Companies Processing fewer than 250,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Basic # 2120 - New Session

Day & Zimmermann is currently using the SAP T&E module for its expense reporting, after deciding that other solutions costing additional money were not an option. The presenter will explain the company's workaround solution and use of employee self-service on its portal. The self-service for the creation of the expense report lets employees know the status of their expense report processing. Eliminating printed remittances has been a green initiative. Topics discussed will include:

• Creating an expense report.
• Showing the audience specific populated features which proves efficiencies
• Being able to track the progress of an expense report.
• Flexibility of charging individual receipts to different cost centers, projects etc.
• Flexibility of charging expenses to other cost centers than an employee's home cost center.

Tuesday, May 11th; 2:15 - 3:15 PM

Mary Schaeffer - Publisher and Editorial Director

Accounts Payable Now & Tomorrow - Publishing Services

Best Suited for Companies Processing 250,000-500,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Intermediate # 2125 - New Session

With organizations everywhere eyeing the bottom line and insisting on rigid travel and entertainment policy compliance and the IRS taking an equally harsh stance, compliance must not only be to company policies but also to IRS rules. Otherwise, you could end up answering not only to the CFO but also the IRS - and that is truly ugly.

This facilitator will include some real life examples as she discusses:

• The guidelines you need to adhere to if your company's T&E expenses are to be deductible on the tax return.
• Your reporting responsibilities if you reimburse above the IRS guidelines.
• How to deal with the new T&E issues; technology has made some old best practices obsolete.
• Best practices to create an effective T&E policy and procedures.
• T&E fraud prevention and detection: it's a real problem.

Thursday, May 13th; 10:00 - 11:00 AM

Nat Goodman, CAPP - President

Goodman & Associates - Business Services

Best Suited for Companies Processing more than 750,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Intermediate # 2130 - New Session

According to the Association of Certified Fraud Examiners Report 2008, 13.2 percent of all fraud is attributable to travel expense reimbursements with a median loss of $25,000. Explore the numerous schemes whereby an employee makes a claim for reimbursement of fictitious or inflated business expenses. The AP manager can contribute significantly in many cases to reducing the second largest controllable expense in an organization. Examine the vulnerabilities to:

• Unauthorized extravagance.
• Fictitous trips or events.
• Airline tickets not used for business.
• Personal use of entertainment.
• Intenational submission of duplicate expenses.
• Phony receipts presented.

Travel and Business Expense Best Practices

Thursday, May 13th; 8:45 - 9:45 AM

Chris Evanoff - Principal

Soltec, Inc. - Business Services

Presentation Style - Traditional PowerPoint

Intermediate # 2135 - Updated Session

To assist your organization in implementing proven T&E best practices, this session provides a strategy for the redesign of the T&E administrative process, as well as recommendations for T&E policy improvements and travel cost savings. The T&E best practices discussed can be implemented as a complete program or as a separate stand-alone best practice, based on established best practices used by many companies across North America. This session reviews a new process for handling employee T&E expenses that streamlines expense report processing and eliminates unnecessary components including travel advances, reimbursement checks, approvals, receipts and reconciliations. In addition, the session will identify key technology enablers for the new process.

Travel on a Shoestring Budget

Thursday, May 13th; 8:45 - 9:45 AM

Robin Towsley - Accountant

Municipal Employees' Retirement System of Michigan - 1 AP Employee; Finance, Insurance and Real Estate Industry

Best Suited for Companies Processing fewer than 250,000 Invoices Annually

Presentation Style - Traditional PowerPoint

Basic # 2140 - Updated Session

Every day the small company is being challenged by ever-increasing costs, of which travel by employees is only one item. What this session will show is the small company can have effective control of its travel and entertainment costs and reports and save money at the same time.

It will also give tips on how the individual traveler can avoid hidden charges by hotels, car rental agencies, and airlines. It will offer a discussion of the best ways to pay for and reimburse for travel expenses.

Many companies can't afford - or don't have the technical ability - to use many of the high-prices online travel expense reimbursement systems, so tips on how a company can use Microsoft platform to create its own system will be presented. This presentation will also provide the attendee with resources to get accurate, up-to-date information for little or no cost.