0. T&E Audit Workflow Tool
Quality & Client Satisfaction
11/25/2017
T&E Audit Workflow Tool
Training materials for business users
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1. Expense Auditing Process
The enhanced audit process commenced in April 1, 2014 for the US and Canada, followed by the rest of the organization shortly thereafter.
This means that all types of expense reports submitted in Concur are now subject to selection for audit by the Accenture Expense Auditors Team. The selection population includes all approved expense reports (versus pre-approval by the direct supervisor as before).
If any errors, missing documentation or non-compliance with the Business Expense Reporting Policy,  Purchasing Cards Policy,  Central Travel Account Card Policy or any other Company policy is noted, you will receive an from the  Expense Auditors Team and depending on the item , you may be required to either respond or perform an action in a timely manner.  
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2. Introduction
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3. POC – Point Of Contact (refers to the BHI Employee)
INTRODUCTION
The T&E Audit Workflow Tool is a solution which will be used for T&E audit purposes.
You will use the T&E Audit Workflow Tool for the resolution and clarification of all issues and queries around T&E Expense Reports coming from the Baker Hughes Expense Audit Team. The purpose of this document is to walk you through all of the T&E Audit Workflow Tool functionalities. During the walkthrough, the following abbreviations will be used:
URN – Unique Reference Number (this is the unique number which will be assigned to every T&E Report)
POC – Point Of Contact (refers to the BHI Employee)
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4. INTRODUCTION
General usage guidelines for use of the T&E Audit Workflow Tool
The T&E Audit Workflow Tool is a WEB based application and there are a couple of principles as to its usage:
Avoid using the browser functions BACK and FORWARD, instead, when you need to change the page, use the navigation tabs in the application itself. *
The T&E Audit Workflow Tool supports the following
browsers:
Adobe requirements: in order to open the documents in T&E Audit Workflow Tool you will need to have at least version 9.0 installed.
* Safari browser is supported only for mobile devices (iPhone, iPad)
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5. Employee Process Steps
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6. Step 1 – Accessing T&E Audit Workflow Tool via Email Notification
Your first contact with the T&E Audit Workflow Tool will be triggered via notification, which is generated and sent to your address when the Expense Auditors Team identifies an issue with an expense report. The will require your action and will be routed to your case list.
For frequent users, we advise you to store the link to the application in your internet browser ‘Favorites’ library.
Link to T&E Audit Workflow Tool :
1st Notification - immediately after case assignment
1st Reminder notification - sent after ten (10) calendar days
2nd reminder - sent after ten (10) calendar days
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7. Step 1 – Accessing T&E Audit Workflow Tool via Email Notification
Remove from the address – Diana to confirm
Clicking on the ‘Active’ link will direct you to the T&E Audit Workflow Tool document awaiting your action.
Note: If you are not able to open the document using the ‘Active’ link, please advise the Expense Auditors Team
A link is provided within the (above) to direct you to the T&E Audit Workflow Tool training material if you need further guidance.
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8. Step 1a – Accessing T&E Audit Workflow Tool via SSO
The T&E Audit Workflow Tool is based on the ‘Single Sign On’ logic for Baker Hughes users. In other words, you do not need to maintain separate log in credentials and password to access T&E Audit Workflow Tool.
Select Baker Hughes – Production and continue to Sign In.
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9. Products: Automotive, Industrial, Infrastructure & Travel
11/25/2017
Step 1a – Accessing T&E Audit Workflow Tool via SSO
After you have entered your log in credentials, the system will verify them and you will be redirected to the T&E Audit Workflow Tool home page.
Note: whether or not you are presented with this particular screen will depend on from where you are logging in e.g. public computer or other non-Baker Hughes network.
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10. Step 1b – Accessing T&E Audit Workflow Tool via Mobile Device
You can access the T&E Audit Workflow Tool on your smartphone to respond to assigned cases (audited T&E reports).
Note: The Tool is supported on devices with IOS, Android and Windows mobile operating systems
There is no mobile app; the mobile adjusted screens appear automatically once you click on the URL link from your smartphone or tablet.
Please note that the T&E Audit Workflow Tool mobile device does not support the search functionality.
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11. Step 1b – Accessing T&E Audit Workflow Tool via Mobile Device
T&E Audit Workflow Tool home page screen PC vs. mobile view
Mobile view
The following home screen is visible when you access via your mobile device:
PC view
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12. Step 2 – Review Case
After successful login, the following view will be displayed:
A grid, with the list of T&E reports awaiting your action, is presented.
Additional features are accessible on the tabs.
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13. Step 2 – Review Case
Clicking on the URN number in your POC case list will direct you to a detailed document view. The same view is available via Active link from the notification.
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14. Step 2 – Review Case Detailed Document view – Additional Fields
In this section, you will find various information related to the audit report e.g. audit status, no of failed line item, as well as a link to any policies which have been violated.
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15. Step 2 – Review Case Detailed Document view – Line Information
Right below the Additional Field section, you will find the ‘Line Information’ which will help you identify the specific audit finding(s) which will be marked as ‘FAIL’.
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16. Step 2 – Review Case
Detailed Document view – New Comment & Comment History
In the field ‘New Comment’ you can provide additional feedback, questions and confirmation that the audit finding has been actioned.
The ‘Comments History’ window is where the history of all of the workflow information is stored. You can see the entire report review / history and comments from the auditor. Each time the document is updated, a new history record gets created with the following information:
Who – the person who performed the action [e.g. Jenny.arano_AP]
When – the date/time on which the action was made [e.g. 8/6/ :21:09 AM ]
Why – the reason why this particular report was assigned to the BHI user [e.g. Action Required from Employee]
What – the details of the auditors comments/message, if applicable
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17. Step 2 – Review Case Detailed Document view – Revisions History
The History tab displays the document revision history.
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18. Step 2 – Review Case Detailed Document view - Attachments Please Note:
In Attachments tab, employee can view the file uploaded by Auditor, if any. It may include audit finding with screenshot, and other related Audit Information
Please Note:
Employee cannot attach documents in Audit Workflow Tool. All supporting documents required to resolve the Audit Inquiry must be uploaded in expense report in Concur.
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19. Step 2a – Adding Attachments in Concur
Step 1. Log into Concur and click ‘Expense’.
Step 2. Click ‘Report Library’ (see link found on the upper left corner of the screen).
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20. Step 2b – Adding Attachments in Concur
Step 3. Click ‘View’ when the screen below appears and select ‘All Reports’ from the dropdown list.
Step 4. A list of your expense reports will show. Select the appropriate expense report that you need to attach the supporting document.
Step 5 . Click ‘Receipts’ and select ‘Attach Receipt Images’ from the dropdown selection.
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21. Step 3 – Action / Request Clarification
Detailed Document view – Action Buttons & Document Header Information
On the top right hand side of the screen, you can view the set of available action buttons.
Once the audit finding is resolved, you can click on the ‘Submit’ button.
In case you have some objections to the audit finding(s) specified, you should click on the ‘Clarification needed’ button.
On this part of the screen, you can also see all of your T&E Expense Report data.
Tip:
If you have any doubts about the data entered here, use the T&E Audit Workflow Tool ‘Clarification needed’ button to refer back to the corresponding auditor, who will then provide further explanation. You will need to provide any necessary comments, to support your clarification.
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22. Step 3a – Request Clarification
The Expense Auditors Team will provide a response to you within the T&E Audit Workflow Tool. You will receive the below with a link to view the response.
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23. Step 3b - Audit Finding Closed
Employee will receive below notification once the Audit Inquiry is resolved.
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24. Manager / Supervisor Process Steps
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25. Step 1 - Accessing the T&E Audit Workflow Tool via Email Notification
Your first contact with the T&E Audit Workflow Tool will be triggered via notification, which is generated and sent to your address when the Expense Auditors Team identifies an issue with your Direct Report’s expense report. You will be expected to ensure your Direct Report takes the necessary action to close out the audit finding(s). The will provide you with a link to view your Direct Report’s Expense Reports.
For frequent users, we advise you to store the link to the application in your internet browser ‘Favorites’ library.
Link to T&E Audit Workflow Tool :
1st Notification - immediately after case assignment
1st Reminder notification - sent after ten (10) calendar days
2nd reminder - sent after ten (10) calendar days
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26. Step 2 – Viewing Audit Findings for Direct Reports
Right below the Additional Field section, you will find the ‘Line Information’ which will help you identify the specific audit finding(s) which will be marked as ‘FAIL’.
Managers and Supervisors have ‘read only’ access except for the Comments Box. Any questions or comments regarding the audit finding(s) should be added into the Comments Box for review by the Expense Auditors Team.
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27. Step 3 – Escalation Process: 1st and 2nd Follow Up
1st Follow Up: Sent to Employee and N+1 Manager
N+1 Manager will request Employee to take action to close the audit finding(s).
2nd Follow Up: Sent to N+2 Manager
N+2 Manager will request Employee to take action to close the audit finding(s).
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28. Step 4 – Select Search Type
T&E Audit Workflow Tool Document Search – Simple Search
There are certain searches, defined under the ‘Search’ tab of the Tool which can help you identify open audit findings for your Direct Reports.
You can search and view an Expense Report with open audit findings in the T&E Workflow Tool, using any of the available search input parameters which have been predefined, or customized, for you.
Retrieval Restriction:
Please note that various user profiles have been assigned with different access restrictions.
By default, regular business users will be able to search for their reports and the reports of their direct reports.
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29. Step 4 – Select Search Type
T&E Workflow Tool Document Search – Advanced Search
In addition to the simple searches, there is also the possibility to run more sophisticated search queries under the Advanced Search tab.
Retrieval Restriction:
Please note that various user profiles have been assigned with different document access restrictions.
By default, regular business users will be able to search for their reports and the reports of their direct reports.
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30. Step 2 – Complete Input Parameters
T&E Audit Workflow Tool Document Search - Query Output
After filling in the input parameters for a particular search, click the ‘Submit Query’ button.
When clicking on the URN link – you can see the DETAILED page of the case in “Read Only” mode for image and data / history review.
The search result is available for download in Excel format via ‘Export Result to Excel’ option.
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31. Additional Functionality
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32. Using the T&E Audit Workflow Tool - Settings
User Interface Settings
In the General settings section, you can update how many items per page you would like to see and your regional settings.
Note: there are other settings displayed, however, these are not applicable for BHI.
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33. Using the T&E Audit Workflow Tool - Help Section
The Help Section contains the links to all of the T&E related policies, including training materials:
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