CP-08:Deltek Costpoint: Expense Processing Efficiencies

Julia Litvinenko, AVT Simulation

7 T&E Features to improve efficiency

1. Batch Expenses Feature = Credit Card Transactions Import

It allows to import credit card transactions to Deltek Time and Expense and trace them to expense reports and accounts payable vouchers.

Batch Expenses

• Company credit card transactions are imported directly to Deltek Time & Expense

• AVT Simulation utilizes Deltek generic import template, however, standard reports can be obtained from Amex and Visa

Batch Expenses

The following 6 columns are sufficient to populate Generic credit card upload format

Batch Expenses

Transactions are imported twice a week on Monday and Thursday morning

Batch Expenses

Employees can select these imported expenses on expense reports where they can be detailed and accounted.

Batch ExpensesData obtained from the credit card company for reconciliation purposes

Batch Expenses

Data derived from Deltek for credit card reconciliation purposes

Outstanding Aging Report Detail

7 T&E Features to improve efficiency

2. Export Expense Reports from T&E / Import Expense Reports as AP Vouchers

There is no need for manual processing. With a proper setup the export / import can be completed in a few minutes.

Processed Expense Reports2016

24

3841

45

29

39

24

47

28

3840

62

0

10

20

30

40

50

60

70

80

-2 0 2 4 6 8 10 12 14

2016 2016

MonthExpense Reports

Processed

Total Lines

Ave Lines per

Expense Report

2016-Jan 24 57 2

2016-Feb 38 101 3

2016-Mar 41 102 2

2016-Apr 45 114 3

2016-May 29 76 3

2016-Jun 39 72 2

2016-Jul 24 97 4

2016-Aug 47 114 2

2016-Sep 28 76 3

2016-Oct 38 89 2

2016-Nov 40 84 2

2016-Dec 62 135 2

Processed Expense Reports2016 / 2017

24

3841

45

29

39

24

47

28

3840

62

4750

70

61

71

38

56

79

49

6266

58

0

10

20

30

40

50

60

70

80

90

100

-2 0 2 4 6 8 10 12 142016 2017

MonthExpense Reports

Processed

Total Lines

Ave Lines per

Expense Report

2017-Jan 47 122 3

2017-Feb 50 123 2

2017-Mar 70 179 3

2017-Apr 61 169 3

2017-May 71 189 3

2017-Jun 38 90 2

2017-Jul 56 153 3

2017-Aug 79 269 3

2017-Sep 49 153 3

2017-Oct 62 235 4

2017-Nov 66 209 3

2017-Dec 58 230 4

Processed Expense Reports2016 / 2017/2018

24

3841

45

29

39

24

47

28

38 40

62

4750

70

61

71

38

56

79

49

6266

58

45

39 37

45 46

38

54 54

25

68

80

90

0

20

40

60

80

100

120

-2 0 2 4 6 8 10 12 14

2016

2017

2018

MonthExpense Reports

Processed

Total Lines

Ave Lines per

Expense Report

2018-Jan 45 128 3

2018-Feb 39 103 3

2018-Mar 37 72 2

2018-Apr 45 126 3

2018-May 46 169 4

2018-Jun 38 125 3

2018-Jul 54 106 2

2018-Aug 54 183 3

2018-Sep 25 29 1

2018-Oct 68 147 2

2018-Nov 80 325 4

2018-Dec 90 472 5

Processed Expense Reports2016 / 2017/2018/2019

24

3841

45

29

39

24

47

28

38 40

62

4750

70

61

71

38

56

79

49

6266

58

4539 37

45 46

38

54 54

25

68

80

9088

6358

106 107

119116

113110

-20

0

20

40

60

80

100

120

140

-2 0 2 4 6 8 10 12 14

2016

2017

2018

2019

MonthExpense Reports

Processed

Total Lines

Ave Lines per

Expense Report

2019-Jan 88 165 2

2019-Feb 63 154 2

2019-Mar 58 202 3

2019-Apr 106 361 3

2019-May 107 237 2

2019-Jun 119 240 2

2019-Jul 116 231 2

2019-Aug 113 187 2

2019-Sep 110 198 2

2019-Oct 0 0 0

2019-Nov 0 0 0

2019-Dec 0 0 0

Processed Expense Reports 2018/2019 Expense Report Processing Cost 2018/2019

4539 37

45 46

38

54 54

25

68

80

9088

6358

106 107

119116

113110

-20

0

20

40

60

80

100

120

140

-2 0 2 4 6 8 10 12 14

2018 2019

$13

$19

$23 $21

$20

$27

$24 $25

$35

$22

$17 $18

$22

$27

$30

$19

$23

$14

$16

$9 $7

$-

$5

$10

$15

$20

$25

$30

$35

$40

1 2 3 4 5 6 7 8 9 1 0 1 1 1 2

2018 Cost to Process 1 ER 2019 Cost to Process 1 ER

7 T&E Features to improve efficiency

3. CONUS / OCONUS Rates Import

CONUS / OCONUS Rates Import

• Import is completed around the 28th of each month by Junior Accountant

• Rates information is retrieved directly from the Defense Travel Management Office website http://www.defensetravel.dod.mil/site/perdiemFiles.cfm

http://www.defensetravel.dod.mil/site/perdiemFiles.cfm

7 T&E Features to improve efficiency

4. Voucher Distribution View and Category View for expense report validation

Voucher Distribution View

Category View

7 T&E Features to improve efficiency

5. Home Dashboard

7 T&E Features to improve efficiency

6. Custom resource groups to empower admin staff and create T&E Superusers

Executive Administrator Functional Role and Custom User Groups

• Train Admin Assistants to become Superusers

7 T&E Features to improve efficiency

7. Optimizing / minimizing use of email for communication

Educate Employees • Provide training regarding expense report features (Workflow, Task

Status, Comment Boxes and Notes)

Home Dashboard to Communicate Employee To-Dos

7 T&E Features to improve efficiency

Key Takeaways

Key Takeaways

• Projected $8.5K savings on expense processing in year 2019

• All expense processing can be easily done by junior staff

• Time and Expense produces the data for reconciling company credit card statements

• Time and Expense produces the data to validate liability accounts

• Reduced email traffic to/from F&A group

• Increased visibility into non-compliant users

7 T&E Features to improve efficiency

Q&A