MyExpenses Users

MyExpenses
Agenda
Key Differences
Expense Process in brief
General Reimbursement Principles
Expense Types
Workflow of MyExpenses
Home Page
Creating a new Expense Claim
Submitting Claims
System emails
Delegating Access in MyExpenses

MyExpenses on Mobile
Support Team
Conclusion
Annexure
Copyright Capgemini 2016. All Rights Reserved
Key Differences
Key Differences at a glance

Parameter
Existing Tool
Approval
Mechanism
4 to 5 levels of approval hierarchy

(based on billability of project code
and amount limits)
Global
Approver
For ACIS projects, all expenses require

approval by offshore approver,
project manager, BU and Sub BU head
AMEX
payments
Employees spend on corporate card,

pay personally and then claim
through local expense tool
Eliminate the
need for hard
copies
Hardcopies are required

submitted for all claims
to
be
Mobile Friendly
No facility to access the tool through

mobile
Escalation matrix
If approver doesnt act in specified

time, no systematic escalation
MyExpenses
Simplified
One
level
approval
hierarchy(irrespective of project type and amount).
For VPs Supervisor will be the default one level
approver
Flexibility to choose Global approver or offshore
approver based on SBU needs. For ACIS projects,
offshore approver will be configured for all global
and local projects hence it is advisable to choose
one offshore approver
MyExpenses has a direct interface for AMEX card.
Employee prepares only the expense report and
company pays to AMEX (Applicable for E & F
grades only and for existing card holders in C & D
grades)
Only soft copies (except for travel to European
countries for tax reasons) are required to be
submitted for all claims
A mobile app allows you to submit and approve
your claims on the go
If approver doesnt act in a specified time, then
system escalates through Supervisor hierarchy
(approvers supervisor and supervisors supervisor
and so on)
4
Expense Process in Brief
MyExpenses Expense Reimbursement Process

Business trip
T&E Team
Employee
(Approver)
Employee
(End User)
Employee
Employee
Validation, audit &
settlement
Approve
submitted ER
Learn company
travel and expenses
policies
Collect
documentation
of expenses
Log to MyExpenses,
create ER and upload
invoices/receipts
T&E team
Hard copies required

only for selected
European countries
Offshore PM / Global
PM will provide code
details
Incur a business
expense
Approver
Employee
MyExpenses Expense Reimbursement Process
Determine project / task code

to charge your expenses &
Create Expense Report
Upload soft
copies of receipts
For ACIS, you can select

offshore approver after
checking with your PM
Select approver
and submit
Expense Report
Expense policy configured in

MyExpenses tool
1. Validate receipts(soft copies)

2. If out of policy, can be forwarded to
exception approver
3. Approve Expense Report
Capgemini pays directly to

Amex(for interfaced cards only)
Other charges reimbursed to
employees
Audit Expense
Report
Pay Expense
Report
General reimbursement principles
General reimbursement principles

All expenses must be claimed through the on-line expense tool MyExpenses
All employees are requested to familiarize themselves with MyExpenses
functionalities and claiming rules
Please note, Expenses should be undertaken in the interests of Capgemini and
authorized by the employees expense approver in accordance with the T&E
policy in place
Expenses should be clearly documented and submitted together with the
digitalized vouchers/receipts in MyExpenses. After digitalization of documents,
the originals must be safely and permanently destroyed (except for European
countries).
Any deviation from the principles, rules or policies is recommended to be
preapproved by BU heads or a list of exception approvers maintained on the
Concur home page
If the Company policy is not followed, the Company has the right to reject
claim. Employee has to then correct the rejected claim and re-submit.
Expense Types
Expense Types
10
Expense Categories and Expense Types in MyExpenses
Expense Categories
Expense types
When to Use
Accommodation
Hotel
Claim expense related to accommodation. Itemization should be done as applicable.
Air Continental
Claim Air Fare if ticket booked by travel desk on employee AMEX/personal credit card for
travel within a continent i.e. within APAC outside India
Air Domestic
travel within India
Air International
travel outside APAC
Train
Claim for travel taken via Train. For e.g. Chennai to Salem; Paris to Lyon etc.
Taxi
Claim for conveyance by taxi or auto
Entertainment - Clients
Should be used only by global grade C to F. Expense should be incurred for client
entertainment; generally meals with clients.
Entertainment - Staff
Should be used only by global grade B to F. Expense should be incurred for staff
entertainment - team lunch or dinner; project party; team outing; farewell etc.
Meals
Allowed only for global grade E and F. Covered under Per Diem for grades A to D. To be
used to claim food expenses if not part of hotel bill itemization.
Meals - Weekend Work
Claim meal expense incurred while working on a weekend, public holiday
Air
Other Transportation
Meals & Entertainment
11
Expense Categories
Telephony
Others
Relocation/Ex-Pat
Expense types
When to Use
Company Mobile Phones
Usage reimbursement for mobile bills; no handset cost
Data Card / USB Modem

Usage
Usage reimbursement for data card bills; no dongle cost
Conference & Seminars
Claim expense related to non certification programs e.g. NASCOM summit fee
Laundry
Allowed only for global grade E and F. Covered under Per Diem for global grades A to
D
Lease Breakage (Onsite)
If apartment is leased for stay of travel more than 30 days and lease needs to be
broken due to early closure of project.
Miscellaneous - Non
Travel Expenses
Any non travel expense allowed in policy but not covered under any other expense
type. For e.g. repair to laptop if approved by ITICS; any expense if pre-approved by
procurement.
Miscellaneous - Travel
Expenses
Any travel expense allowed in policy but not covered under any other expense type.
For e.g. excess baggage
Passports/Visa
Visa and related expenses in case not paid by company directly. Any passport related
claims cannot be reimbursed.
Relocation(FS & BSv)
Reimbursement of relocation expenses incurred by employees only of FS and BSv
Travel Kit Allowance
Claim expense related to travel kit while on international travel
Per-diem Deputation (FS)
For FS employees between global grade A to D while on domestic travel and short
term transfer(STT) while on international travel
Allowances
12
Things to Remember
Itemization is mandatory only for accommodation(hotel) claims
Entertainment claims require you to enter the list of attendees on MyExpenses
Some expense types require you to attach a receipt. MyExpenses will intimate you
though the exceptions box
In case you do not have receipt, exception approval from a BU head needs to be
uploaded. Refer Annexure I for list of exception approvers.
In case your expense report is returned by the approver, it will go through the entire
approval process again on resubmission
13
Workflow
Home Page
14
Workflow
If you are an approver, then this

widget will show you all the claims
pending your approval
Home Page
Profile section gives you access to

your preferences. You can assign
delegates from this section
This will give you a

summary of your
MyExpenses.
Click on Start a Claim
to create a new claim
This widget will show you all

available expense against you.
These will be your Amex card
expenses and will be refreshed daily
Open claims are the ones which you

have created or are in progress but
not submitted
15
Workflow
Creating a new expense claim
Expense Claim Header
16
Workflow
Understanding the Expense Claim Header
Report name is an identifier for the expense report that you create. It is
preferred to have a name that can be easily recognized later by you or your
approver
Fields in gray cannot be edited.

Red line on the side of the box implies a mandatory field
17
Workflow
Understanding the Expense Claim Header
Project code search is a starts with search.

You can search using project name or
project code.
You will be able to see all India Project
codes here so it is imperative that you
select the correct project code
Once you select a project code, it
automatically appears on top of this drop
down the next time enabling quick
selection
If you cannot find your project code here then it means

The project code you have selected is closed/end dated.
Project code is a global project code and it has not been cross charge enabled with India
Operation Units(OUs).
The project code entered by you does not exist/ is incorrect.
Please contact you project controller/ finance controller / offshore PM to get this
rectified
18
Workflow |
Workflow
Exceptions & Warnings
19
Workflow
Exceptions & Warnings
You can see all

exceptions related to your
expense report in the
Exceptions box here
MyExpenses will let you
know why the exception is
occurring so that you can
correct it
Implies a hard stop and you cannot submit this claim unless you correct
this item
Implies a warning signifying that something is out of policy and you may want
to relook at it. However you can still submit the claim with this warning.
All warnings, when they relate to out of policy are visible to your approvers and
are also audited by T & E team
20
Workflow
Workflow
Claiming Per Diems
21
Workflow
Claiming Per Diems
Once you fill all the details and click submit,

you will receive a pop up enquiring whether
you want to enter per diem details.
Please select yes if you want to claim

1.
2.
Domestic Per Diem (applicable for

employees of all entities).
Per Diem taken for international
travel( Only applicable for FS and BSv
employees)
If you select No, you can add it later in the claim by going to Details > Itineraries
You can always come back and create a new expense claim later for per diems.
22
Workflow
Claiming Per Diems

Please select your global grade
appropriately.
To know your global grade please
visit the corporate directory
Add your itinerary as applicable

Departure city and Arrival city are again a
starts with Search
Enter the time in 24 hour format
Click on next once all mandatory

fields are completed
If you select the incorrect grade at this stage and proceed, you will not be able
to edit it later. You will have to delete the itinerary and recreate it.
For BSv, you are required to attach your travel tickets and boarding pass to
claim per diems
23
Workflow
Claiming Per Diems
On clicking Next, the tool will show you all

available itineraries.
These might include itineraries you have
entered in previous claims as well. You
can add these to your current claim
Click Next once done.
This page will show the summary of your per diem

claims.
Please note per diem claims appear as fixed meals
in MyExpenses.
Click on Create Expense.
MyExpenses will create an expense line item for
each day of your itinerary
24
Workflow
Claiming Per Diems
Your expense is
created
You can add additional claims from

the expense types available
Please refer the exception box carefully and take necessary actions.
Important tip You can select multiple line items and edit them together
25
Attaching Receipts
Workflow
Attaching Receipts
26
Workflow
Attaching Receipts. Some expense type require you attach receipts along with the claim.
I am creating an expense for expense type-train here to demonstrate that
Fill in all the mandatory

details and click save
Train is one such expense which

requires you to attach receipts
along with the claim.
MyExpenses will point any such
expenses you have
27
Workflow
Attaching Receipts
To attach a receipt, select

the expense and click on
Attach Receipt
Claims pertaining to expenses which have been incurred during travel to certain
European countries still need hard copies due to prevailing regulations(refer Annexure II).
In case you have misplaced your receipts, please refer the misplaced receipts flow
(annexure I)
28
Workflow
Attaching Receipts
You can browse and attach
the necessary receipts
Any receipts that you might

have uploaded before
appear in this section. You
can select one of those if
appropriate
Any receipts attached at the expense header level will be disregarded by the system.
Please attach receipts only at each expense line level.
Please note, only .png, .jpg, .jpeg, .pdf, .html, .tif or .tiff file can be uploaded and the
upload limit is 5 MB per file
If any expense requires you to attach an email(e.g. BU head approval in case of
misplaced receipts) then please save the email as .html and then upload
29
Workflow
Attaching Receipts
You can hover over the

receipt symbol to review it.
30
Itemization
Workflow
Itemization
31
Workflow
Itemization. Hotel is only one expense type for which itemization is mandatory in MyExpenses.
Click on the Hotel

expense from the
available expense types
Itemization is mandatory due to the fact that the hotel bill may contain a variety of
other expenses like room fees, meals, parking, telephone and data to name a few
32
Workflow
Itemization
Fill in all the necessary

details of your hotel stay
Please note you need to
enter the total amount of
your stay here. You will be
able to enter the break up
of costs on the next
screen.
Click on Save & Itemize
33
Workflow
Itemization
Enter the check in and

check out date and the room
rate
The Expense appears here
Fill in the additional

charges(per night) as
applicable
Once all details are

filled, click on Save
Itemizations
34
Workflow
Itemization
After itemization, if there is any

amount pending, it will appear
here.
Select an expense type for the

pending amount
Add the additional expense

and click save
35
Workflow
Available expenses(AMEX)
36
Workflow
Available Expenses (AMEX)
To add the available AMEX

expenses, you can go to the home
page and go into Available
Expenses OR
You can click on Import

Expenses while in the expense
report
37
Workflow
Available Expenses (AMEX)

You will be able to see all your
AMEX expense here (for interfaced
cards alone)
You can select the ones
applicable and either add it
to the same claim or create
a new claim for them
You are required to submit your AMEX claim, official and personal(including charges
reversed by AMEX) within 30 days of its occurrence. Company will not make any payments
to AMEX for personal expenses. You will not be able to submit any claims till you clear the
AMEX expenses which are pending over 30 days.
38
Workflow
Submitting Claims
39
Workflow
Submitting Claims
Once you are ready to submit your expense claim, you need to set your
approval workflow
Under Details, click on

Approval Flow
40
Workflow
Submitting Claims
You will get a pop up prompting you to

choose the Approver.
Just type in * and it will show you all the
approvers associated with this code.
You will also be able to see global
approvers here.
Select the required approver as
informed by your project manager and
click submit claim
In case you do not see the approver name here, it means

1. The approver is not yet tagged to the code. In this case, please contact your project controller/ finance
controller to have them added to the approver table.
2. For VPs in ACIS and BSv, the supervisor is the default approver and hence submitter will only see
supervisor while choosing an approver
MyExpenses has a simple one level approval hierarchy so make sure you select the correct approver on
this screen. Normally your project manager should be the expense approver except for VPs as
mentioned above
41
Workflow
Submitting Claims
Accept the confirmation

agreement and submit
And your claim is successfully submitted.

You can see the summary of you claim here.
42
Workflow
System Emails
43
Workflow
System Emails
You will receive emails from MyExpenses through the life cycle of your expense report. Please keep an eye out
for them.
Once you submit the expense report, an email will be sent

to you and the approver requesting him to take action
In case you are assigned as a delegate then you will

receive system emails on behalf of the actual approver
Once the expense report is approved, it will go for audit approval.

You will receive an email when the status changes
Any time there is status change on your expense,

MyExpenses will send out an email to you
44
Delegating access in MyExpenses
45
Delegates
You can assign another employee to act on your behalf in MyExpenses. This functionality
will prove useful for senior employees who want to delegate their access to Admin
Assistants or when Employees are on long leaves
Under Profile, go to Profile

settings
Click on Expense Delegates
46
Delegates
Adding and modification
Click on Add
In the search box, Search using
employee name/email address/
employee ID/login ID and select
the employee
Once selected, tick the task you want

them to perform.
Click on Save
You can also edit access levels from
this screen at a later time
You can add multiple delegates. Just follow the same process. Multiple delegates can
have different access levels.
47
Delegates
Access Levels
Access Level
Description
Can Prepare
User can prepare claims on your behalf. This additionally implies that the user will also be able to view your
receipts
Can Submit claims
User can submit claims but this additionally implies that the user can prepare claims and view receipts as well.
Can View Receipts
This cannot be selected as a stand alone access. It will go hand in hand with one of the other.
Receives Emails
You can assign a user to receive all notifications on your behalf without any additional implications
Can Approve
This is allows the user to approve claims on your behalf. The user will be able to see all approvals pending in
your queue
Can Approve temporary
If you leave this field blank, then your delegate can approve claims on your behalf indefinitely. To assign the
approval rights for a limited time, enter the start and end dates accordingly. Note the duration is valid only for
approval rights
Receives Approval Emails
Your delegate will receive approval related notification on your behalf. There are no additional implications to
this.
48
Delegates
Delegates Access view
If you are setup as a delegate for

another user. You can check what
rights were delegated to you by
going to the Delegate For section.
Please note, you will be able to
only view the rights and not
change them.
49
Delegates
Acting as a delegate
Go to the Profile Section

Under Acting as other user, select
the user you want to act as a
delegate for from the dropdown
Once selected, click on Start Session
50
Delegates
Acting as a delegate
You will notice that you are acting as

your delegator now
Once you sign in as a delegate, you can perform all the functions that you have been
granted access to.
51
MyExpenses on Mobile
52
Concur Mobile App
Go to Profile Settings
Click on Mobile Registration
53
Concur Mobile App
Set you PIN. This PIN will be

used to access the Concur
App
Download the Concur app on you

phone and install it.
Login using PIN
Per Diems cannot be claimed through the App
54
Meet the Support team
55
Following are the Help Desk email ids to contact for any queries
ACIS
financeexp-reimburse.in@capgemini.com
FS
finuser1.fssbu@capgemini.com
BSv
cgbsil-expenseclaims.in@capgemini.com
For Hardware / Login / Mobile apps installation related issues, please raise a ITSM
ticket in India service desk
56
Conclusion
Conclusion
57
Conclusion
MyExpenses has a direct interface for AMEX card. Employee prepares only the expense
report and company pays to AMEX (Applicable for E & F grades only and for existing card
holders in C & D grades).
Submit AMEX claim within 30 days of occurrence else you will not be able to
claim further expenses
Claims pertaining to expenses which have been incurred during travel to certain
European countries still need hard copies due to prevailing regulations(refer
annexure II).
There is an escalation matrix built into the tool. If your claims are not approved
within 10 days then it is escalated to approvers supervisor
You can use the MyExpenses(Concur) App to submit your claims
58
Q&A
59
Thank you !
About Capgemini
Now with 180,000 people in over 40 countries, Capgemini is
one of the world's foremost providers of consulting, technology
and outsourcing services. The Group reported 2015 global
revenues of EUR 11.915 billion.
Together with its clients, Capgemini creates and delivers
business, technology and digital solutions that fit their needs,
enabling them to achieve innovation and competitiveness. A
deeply multicultural organization, Capgemini has developed its
own way of working, the Collaborative Business Experience,
and draws on Rightshore, its worldwide delivery model.
Learn more about us at www.capgemini.com.
www.capgemini.com
The information contained in this presentation is proprietary.
2016 Capgemini. All rights reserved.
Global Enterprise Model (GEM) 2016. Capgemini. All rights reserved.
Annexure I
Important Links
Important documents that will help you with your claim will be available on
Talent India > About Us > Finance > MyExpenses > Reference Documents
61
Annexure II
1.
2.
3.
4.
5.
6.
7.
8.
Countries that need hard copies of receipts
UK
Denmark
Netherlands
Sweden
Finland
France
Norway
Austria
62
Annexure V
MyExpenses button/ icon description
Attendees: Indicates that an expense entry has associated attendees

Approve: Approve the expense report for processing
Credit Card Transaction: Indicates that an expense entry was from a credit card transaction
Comments: Indicates that an expense entry has comments associated with it
Delete Report: Deletes the current expense report
Details: Provides options to view details of the expense report such as the report header, allocations, and audit trail
Exceptions: Indicates that an expense entry has an exception associated with it
Import: Provides access to import trip details or credit card charges to the current expense report
Multiply: Reverses the exchange rate when working with foreign out of pocket transactions
New Attendee: Add a never before used attendee to an expense report
New Expense: Create an out of pocket expense entry
New Expense Report: Create a new expense report
Next: After creating the expense report header go to the next step in the process
Non- Reimbursable Expenses: Indicates that an expense entry was marked as Non- Reimbursable
Print: Print the fax cover page or detail report for the current expense report
Receipts: Access to attach receipt images or view previously attached receipts
Save: Save the current expense entry
Itemize: Itemization of the current expense entry
Send Back to Employee: Allows the approver to send the expense report back for corrections
Submit Report: Submit the expense report for approval
Show / Hide Itemization: Click this icon to view or hide itemization specifics
63

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MyExpenses

Delegating Access in MyExpenses

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Key Differences at a glance

4 to 5 levels of approval hierarchy

For ACIS projects, all expenses require

Employees spend on corporate card,

Hardcopies are required

No facility to access the tool through

If approver doesnt act in specified

Expense Process in Brief

Copyright Capgemini 2016. All Rights Reserved

MyExpenses Expense Reimbursement Process

Copyright Capgemini 2016. All Rights Reserved

Hard copies required

MyExpenses Expense Reimbursement Process

Determine project / task code

For ACIS, you can select

Expense policy configured in

1. Validate receipts(soft copies)

Capgemini pays directly to

Copyright Capgemini 2016. All Rights Reserved

General reimbursement principles

Copyright Capgemini 2016. All Rights Reserved

General reimbursement principles

Copyright Capgemini 2016. All Rights Reserved

Copyright Capgemini 2016. All Rights Reserved

Expense Categories and Expense Types in MyExpenses

Claim expense related to accommodation. Itemization should be done as applicable.

Claim for conveyance by taxi or auto

Meals - Weekend Work

Claim meal expense incurred while working on a weekend, public holiday

Meals & Entertainment

Copyright Capgemini 2016. All Rights Reserved

Expense Categories and Expense Types in MyExpenses

Company Mobile Phones

Usage reimbursement for mobile bills; no handset cost

Data Card / USB Modem

Usage reimbursement for data card bills; no dongle cost

Conference & Seminars

Lease Breakage (Onsite)

Relocation(FS & BSv)

Reimbursement of relocation expenses incurred by employees only of FS and BSv

Travel Kit Allowance

Claim expense related to travel kit while on international travel

Per-diem Deputation (FS)

Copyright Capgemini 2016. All Rights Reserved

Expense Categories and Expense Types in MyExpenses

Entertainment claims require you to enter the list of attendees on MyExpenses

Copyright Capgemini 2016. All Rights Reserved

Copyright Capgemini 2016. All Rights Reserved

If you are an approver, then this

Profile section gives you access to

This will give you a

This widget will show you all

Open claims are the ones which you

Copyright Capgemini 2016. All Rights Reserved

Creating a new expense claim

Expense Claim Header