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In web2expense TE (w2e TE) there are two basic types of documents, namely Travel Authorization Request (TAR) and Expense Report (ER). Both documents can be managed using built-in approval management functionality.

Following steps are required when configuring approval management functionality:

1. Setting up users with proper roles. There are three approver roles built into the system.
1. Manager Role – Manager Approvers can approve or reject TAR and ER document if these documents are within their approval limits.
2. Executive Role – Executives are manager approvers with very high approval limits. If a document’s total amount exceeds all the approvers’ approving limits before them the system directs the document to executives for approval.
3. Accounts Payable Manager Role – AP Managers are the final approvers both for TAR and ER documents. When TAR document approved by an AP Manager the employee gets their final approval for travel. Final approval for an ER document triggers a payment event.
2. Identifying users as approvers. In w2e TE a manager, executive and AP Manager Role assignments require an explicit approver assignment.
3. Designing and configuring workflows with approval limits.
4. Designing and configuring an organizational hierarchy.
5. Assigning employees and projects to organization groups.
6. Designing and configuring a customer hierarchy.
7. Creating projects for customers and assigning organization groups who can create expense reports for that project.

Approval management is one of the most powerful aspects of w2e TE, and it is available in at no additional cost. Your employees, managers, accounting department and executives can benefit from our paperless expense reporting process by saving time and money for your company.

For more information or to schedule an online demonstration you can contact us at 1-866-WEB2EXPENSE or visit our website.

When a user creates and uses an itinerary our application automatically applies suitable Per Diem expense rate(s) for the city, county, state or country with applicable travel date restrictions.

Additionally, users and management can track the amount of days spent in any one state. This calculation is imperative for accurately determining the employee’s income tax obligations.

w2e TE comes with built in expense policies; in addition, one can assign policies at the organization or individual level:

Actual Expense Policy – To track actual expenses

Federal Expense Policy – To track employees who are working on federal contracts and using GSA rates

High Low Expense Policy – To track employees who are using IRS high low per Diem rates

There are two additional expense policy types for the US Department of State and the US Department of Defense. Both of these options are configurable options for custom implementations on a per-project basis.

Using w2e TE organizations can also define their own per Diem rates to control the travel expense costs for their fixed price contracts.

For more information visit www.web2expense.com

Many companies across different industries face a common problem in this economy.  The main question is “How can we grow in a shrinking market?”   In companies today, large investments and product developments are carefully undertaken; furthermore, the general attitude is to not heavily expand operations or output.  As a result, many companies are just too afraid to invest into potential revenue generating projects or products.  So how can they improve their bottom line while remaining profitable within their current operations?  The answer is quite simple.  Instead of expanding operations in this tough economy where people’s spending is heavily reduced, focus on managing your expenses effectively and keep them as low as possible.

This can be done one of two ways.  The first method is to increase your accounting department’s manpower and workload.  The second easier method is to buy a comprehensive expense management product.

This sounds simple, but the truth is that there are few, if any, expense management products out there that are transparent about what they offer and what they charge.  Oftentimes, this leads to businesses who wish to automate their expense management business processes to pay high rate fees towards a product they’re not fully comfortable with yet.

With web2expense TE, we promise that we will always be clear about what we offer and what we charge.  Everyone is welcome to sign up for a Free Trial (90-day period / 3 whole months) in order to feel fully comfortable that our product is what you, as a business, are looking to buy.  Additionally, our prices are listed here.   Our lowest price is $5 per user/per month, not many in this industry are so open to displaying their prices, but then again, we’re not them are we?

So try us out, see if you like our product, and we’ll do our best to help you out with any problems or questions you may encounter.  For help or more information please visit www.web2expense.com, call us at +1-866-WEB2EXP, or send us an email at support@web2expense.com

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All businesses wish to succeed.   Smart businesses understand that success is achieved through costs being kept low, and business processes running smoothly.   Businesses of all sizes are constantly looking for that elusive ‘competitive edge’ through automating tasks that would otherwise require hours of work and effort.  One of those tasks is expense management.

At this point you may be asking yourself, “I already automate my expense management through using XYZ expense management software, why should I be worried about changing?”  The reason is quite simple, how can one ever be sure that one is receiving the ultimate value?  In idleness, businesses are missing out on better products, and new opportunities to use those better products and services that would otherwise allow them to gain a new undiscovered edge.

This is where web2expense TE comes in.  I can sit here and type all day about all of the points that make our product better.  However, that will probably not entice you to try our software.  Instead, ask yourself this, “Can I afford to miss this opportunity?  Am I so successful that I do not need to look at any alternative solutions for automating travel expense management?”  And with this I leave you to make your choice.

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“Per Diem” is the Latin for “per day” or “for each day.” It refers to a defined sum of money that an organization allows an individual to spend daily, covering his/her living and travelling expenses. These living expenses have to be directly correlated to either the business or the work that a person performs when away from home (for more info: please refer to IRS Publication 463). A “Per Diem” is sometimes defined as the allowance given to the employee/worker for completing a task; however, this definition can sometimes lead to confusion since the actual travel cash allowance paid to employees is to cover their travel expenses.

In web2expense TE, per diem refers to the sum of money that an organization allows an individual to spend per day. Allowance refers to the amount of money an organization pays to an individual before travel, and accounts for that money after the trip. These definitions are in accordance with United States Internal Revenue Service (IRS) definition as defined in publication 1542.

Generally, handling per diem expenses in an expense report is a difficult and tedious task. Recently, the US General Services Administration (GSA) created a web service to fetch these rates for individual cities so that individuals or organizations can use these rates while preparing an expense report. Even with this service in place, creating an expense report with several per diem cities will still cost you a couple of hours.

A video showing how to reduce that time spent in creating an expense report will be posted soon.

For more information about this or other functional aspects of web2expense TE visit www.web2expense.com, contact us at 1-866-WEB2EXPENSE, or  email us at support@web2expense.com.

Read More:

• Per Diem in Expense Reports
• Per Diem Automation

An expense report, whether it is related to Travel and Entertainment (T&E) or not, represents a different type of financial document than any other type of procurement that your company performs. Generally, companies and organizations have special departments or personnel dedicated to purchasing goods and services. When it comes to T&E expenses, however, companies must rely on their employees to implement the most efficient way to handle this financial transaction. Considering T&E expenses is the second largest employee expense category (after payroll). As a result, the task cannot be taken lightly.

First and foremost, the financial document called an “Expense Report” is not just an ordinary document. Expense reporting represents an enormous business process. It starts with an employee’s requirement to travel to a destination for a specific business purpose and it ends with the payment of those travel expenses to either the employee or the credit card company.

The complexity of this financial process creates a hassle for most companies, including even the largest enterprises. A simple expense report, if done properly, requires the following information:

• Integrating travel budgets with expense authorizations and allowance payments
• Creating itineraries with per diems
• Creating invoices with multiple line items and invoice images
• Calculating mileage expenses with approved IRS rates
• Managing manager, executive and accounting department approvals before and after the trips
• Integrating expense line items with projects for customer accounts
• Electronic receipts to comply with company and IRS expense policy rules and regulations
• Integrating expenses types with the vendors’ accounts

Implementing an on-premise financial business process of this magnitude requires many costly software components working hand-in-hand to produce that one simple “Expense Report.” These solutions create an overhead on every expense report that your employees create.

web2expense TE is a revolutionary expense reporting software that addresses all of the issues aforementioned. It is a state-of-the-art solution offered as a service as opposed to an on-premise solution. All that our tool requires is a web browser and nothing else. To sum it up nicely, we obsess about expense reporting, so you don’t have to.

For more information call us at 1-866-WEB2EXPENSE or send us an email at support@web2expense.com.

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When it comes to expense reporting there is no “one size fits all” scenario. The type of expense report you create matters.  That’s why in web2expense TE (w2e TE) there are three inputs (checkboxes) which control the type of report you can create with the system. They include:

• Report With Travel
• Report With Itinerary
• Report With Authorization

“Expense report with travel” is the most common expense report type. If left unchecked the system unchecks the “Report with Itinerary” checkbox since users can only create an itinerary if they travel. When user checks both “Report with Travel” and “Report with Itinerary” checkboxes the system displays the travel itineraries created by the user.

Expense report authorization is a different business process that is controlled by the Travel Authorization Request (TAR) documents. When the “Report with Authorization” checkbox is checked the system displays all completed travel authorization documents completed in a table for user selection.

Although the TAR business process refers to business travel the process can be used for authorizing any type of expense within w2e TE. When creating an expense report users can create the following expense report types using these checkboxes:

1. Expense report with travel, itinerary and authorization.
2. Expense report with travel, and authorization (no itinerary).
3. Expense report with authorization (no travel).
4. Expense report without authorization and travel.

For questions regarding expense report types contact web2expense Customer Support at 571-271-4060 or send us an email at support@web2expense.com.

To read more about our Expense Reporting process or learn about web2expense in general please visit www.web2expense.com.

Expense Report Software | web2expense.

The economy is hurting, and so are the businesses who struggle to remain competitive and profitable during these hard times.  As a result, more organizations are paying attention not to increase their profitability, but to decrease their expenses in order to improve their bottom line.  For most companies, Travel and Entertainment (T&E) expenses are generally the second largest expense category for businesses.  From a CEO’s and CFO’s perspective, reducing and controlling that expense category can greatly enhance company’s bottom line. The question is . . . how?

There are some good on premise solutions that can cost millions of dollars to implement. For most small to mid-size companies, implementing this type of expense reporting solution is a dream. That’s where web2expense TE (w2e TE) comes in.  With more available standard features than any other enterprise-scale expense report software on the market, w2e TE is an extremely powerful and cost-efficient alternative to other on premise or service-based software offerings.

Built in features such as travel authorizations, itinerary management, vendor management, customer project expense management in conjunction with organization management may seem overwhelming in the beginning.  The benefit, however, comes into play when considering that all of these business processes are centralized into one tool that is easy to manage with very friendly user interfaces.

The tangible impact web2expense TE has on your organization is the reduced time your employees spend to create and track their expense reports. Our tool has effective time savers built into the expense reporting functionality. From integrated per diems to mileage expense trip templates, w2e TE is full of advanced features that benefit your employees when preparing an expense report.

Try w2e TE risk-free for 90 days and decide for yourself.

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Simply put, per diem is an allowance paid your employees for travel expenses.

You can pay per diem expenses for the following categories:

• Meals
• Incidentals
• Lodging

web2expenseTE provides an integrated solution for companies, organizations and institutions to automate Per Diems within their expense reporting system.