CODA Expenses

Personalised and automated expense claim processing and approval

Processing personal expense claims is one of those unavoidable, day-to-day administrative activities that take a lot of effort, without generating any value for the company – especially if your organisation still uses insular or manual systems.

Now, UNIT4 has applied its CODA Manager process control tools to address the specific issues around raising, processing and tracking expense claims. A survey published in 2007 into expense claims put in by employees of blue chip companies and Government agencies revealed widespread abuse, errors and lax procedures which can lay employers open to massive tax bills and lost profits. With CODA Expenses, every stage is easier, clearer, more controlled and better coordinated for all concerned.

It is a valuable tool for all aspects of the expenses process, including:

• raising a claim
• policy management
• approving a claim
• reporting.

Thanks to this new CODA solution, you can significantly reduce the drain on your resources and improve financial control, efficiency and accuracy. The system provides electronic forms, so that all types of user can access the same, straightforward system. This means that any member of staff can prepare and submit their expenses – wherever they are – by completing simple forms that are tailored to individual business needs.

These tailored forms already have the organisation’s relevant rates and rules built in – speeding up completion and reducing errors or queries. There is complete design flexibility to reflect your organisation’s corporate styles and familiar conventions and the forms can be further customised for specific groups or even individual users, with additional details or rules, as required.

Completed forms are then automatically routed straight to the appropriate authoriser(s) and the system prompts any further actions (e.g. clarifications or adjustments) between the participants until the claim is signed off. Once approved, the details are fed directly back into the accounts, delivering a single “joined-up” process that is automated, standardised and very quick.