© 2011 Financial Operations Networks LLC T&E Automation: The Benefits of Moving from Paper to Electronic Expense Reporting James Lallande, APM DynCorp International Tuesday, April 12, 2011

Page 2 Outline Introduction Issues with manual expense reports Benefits of electronic expense reports Receipts Deltek Time & Expense Electronic expense report tools Expansion opportunities

Page 3 DynCorp International

Page 4 “We Serve today for a safe tomorrow” We serve to make the world a safer place —Take on the toughest challenges in the most challenging locations across the globe to make the world a safer place We serve those that defend freedom —Serving all branches of the U.S. armed forces, keeping them mission-ready at all times We serve those who restore peace and stability —Serving to support progress in post-conflict nations to restore peace, rebuild physical and civil infrastructure We serve those who make the world a better place —Serving to fight the war on drugs We serve those who respond to natural disasters —Serving to fight forest fires in California DynCorp International (Cont’d.)

Page 5 Our Work: Worldwide Support Solutions Aviation Air OperationsOperations & Maintenance Training, Mentoring and Security Intelligence Training & Solutions Development Contingency Ops

Page 6 Manual Expense Reports Paper, paper and more paper Staples & paper clips Coding errors Math errors Missing receipts Mail delays Expense of storage

Page 7 Electronic Expense Reports Where to begin? Start with a detailed policy for travel & business expense reimbursement —Define travel types and class Airfare including frequent traveler miles/points Authorized business class Car rental Lodging limits Business meals

Page 8 —Address per diem verses meals actual —Define non-reimbursable expenses —Define threshold for receipts DynCorp International’s base threshold is $75.00 —Coincides with the IRS policy Retention policy Electronic Expense Reports (Cont’d.)

Page 9 Excerpt from DynCorp International’s Business Travel and Expense Reimbursement Procedure Electronic Expense Reports (Cont’d.)

Page 10 Receipts Where do they go? DynCorp International’s audit levels —Internal audit —SOX audit —Deloitte & Touche —Defense Contract Audit Agency (DCAA) —IRS accepts scans as official records Request from team member when appropriate

Page 11 Selling the Idea Calculate cost of postage Identify time spent preparing the report for entry Identify any off-site storage expenses Highlight employee morale issues with expense reimbursement delays Identify multiple solutions —Ensure your needs are met

Page 12 Resistance to Change Be prepared for resistance Detail the advantages —Speed of payment Provide detailed training including screen shots Train on the challenges —Investigate potential objections —Reassure Involve the end-user during implementation

Page 13 Electronic Solution DynCorp International utilizes Deltek Time and Expense

Page 14 Deltek Time & Expense Deltek builds an expense report through a series of wizards

Page 15 User is prompted for a new or copy of an existing report Deltek Time & Expense (Cont’d.)

Page 16 User completes details of travel Deltek Time & Expense (Cont’d.)

Page 17 User provides departmental allocation Deltek Time & Expense (Cont’d.)

Page 18 User records individual expenses Deltek Time & Expense (Cont’d.)

Page 19 Airfare expense Deltek Time & Expense (Cont’d.)

Page 20 Airfare expense (Cont’d.) Deltek Time & Expense (Cont’d.)

Page 21 Airfare expense allocation Deltek Time & Expense (Cont’d.)

Page 22 Mileage Expense Deltek Time & Expense (Cont’d.)

Page 23 Meals Per Diem Deltek Time & Expense (Cont’d.)

Page 24 Other Expenses Deltek Time & Expense (Cont’d.)

Page 25 Receipts Deltek Time & Expense (Cont’d.)

Page 26 Routing for approval Deltek Time & Expense (Cont’d.)

Page 27 Payment status Deltek Time & Expense (Cont’d.)

Page 28 Additional Benefits Electronic reporting software providers are present P-card programs —MCC matching —Preliminary coding

© 2011 Financial Operations Networks LLC Thank You!