Claim and Expense Management

Labor Claim

100

What does ILC acronym stands for?

Intranet Labor Claim

200

What is the complete definition of ILC?

It is the tool used by employees to submit hours worked within a project.

300

Which is the financial deadline for employees to submit hours? What is the consequence of submitting hours after this deadline?

Employees should claim hours before the Claim Close. Submitting labor after this date causes a cost lag,which means that labor cost will not impact the current ledger in which labor was performed and therefore will be reflected in the accounting data of a subsequent month.

400

What happens if an employee submits the correct amount of time, but there are no available hours for his/her billing code? What has to be requested? How can this be calculated? Who processes this request?

Hours need to be moved from one bill code with enough hours to the bill code lacking hours (swizzle). This can be calculated using the Macro template and then requested to the STS.

500

Mention all the possible people involved within labor claim, mention 2 inputs of each one in the process and which tools are used?

Employee: submits hours through ILC and expenses through Concur. Makes any correction requested by approver to the claim. PM: approves hours and expenses through ICLA. Contacts the employee to request any change on claim. Request a swizzle/reswizzle if needed. PMA: sends labor/expense reports to PM for review of items pending to be approved. PMA (delegate): approves hours and expenses in ICLA on behalf of PM (with his email authorization). STS:Processes swizzle/reszwizzle. FA: Processes a JV to change minor codes of expenses.

Labor Claim

100

What does ICLA acronym stand for?

Intranet Contract Labor Approval

200

What is the complete definition of ICLA?

It is the tool used to approve hours and expenses.

300

If an employee submits hours using an incorrect billing code, what is the process to be followed?

The PM (or PMA delegate) should contact the employee in order for him to correct his/her claim in ILC. Then the PM (or PMA delegate) proceeds to approve the corrected claim in ICLA.

400

Mention 3 possible situations that would require employees to correct their labor claim.

When submitting more hours than the allowed in the general guidelines provided by client, when submitting hours under an incorrect billing code, when claiming to the incorrect account id.

500

What does 0200 refer to? Is it correct to state that it only refers to labor claim?

Minor 0200 refer to subk costs. It is not correct to associate these only to labor cost, as it can refer as well to any other service (hardware, software,consulting,etc.) subcontracted to a vendor.

Expenses Claim

100

What does OOP refer to?

Out-of-pocket. It is the category (Prod Type Id) used in ledger to identify expenses (billable and non-billable).

200

What is Concur?

It is the tool used by employees to submit expenses.

300

Ledger is filtered under "Product Type Id": regular labor is grouped under "LABOR" and non-billable expenses are grouped under "OOP".

If both labor and non-billable expenses impact the ledger under minor code 0100, what is done in order to distinguish them?

400

When does an employee has to correct the expenses claim? What would avoid him of making that correction?

When submitting an expense amount higher than the maximum allowed in the general guidelines provided by client. On the other hand, correction is not done when the employee provides the approver a client agreement to cover the amount as an exception.

500

Which are the possible actions to take in ICLA? What does each mean?

Approve: claimed amount is accepted as part of the project cost and included in the bill to the client. Concede: claimed amount is only accepted as part of the project cost, but not billed to the client. Reject: claimed amount is not allowed to be included as part of the monthly revenue until further correction is done or more evidence is provided. Defer: claimed amount is approved to be included as part of the revenue of next month. Pend:approval of claim is put as standby until the next billing period.

Expenses Claim

100

What does 0100 minor code refer to?

Non-billable expenses and regular labor costs.

200

What does 0600 and 0200 refer to?

Billable expenses and subk costs.

300

If an employee submits expenses under an incorrect amount, what is the process to be followed?

The PM (or PMA delegate) should contact the employee in order for him to correct his/her claim in Concur . Then the PM (or PMA delegate) proceeds to approve the corrected claim in ICLA.

400

After ledger's closed, what information should PMA provide the PM regarding expenses? What will this help PM to determine? What has to be requested if PM decides to make any change and who processes this?

The PMA should provide the PM with a report of all 0100 (non-billable) and 0600 (billable) expenses accounted for the monthly ledger just closed. This will help PM to determine if there are any expenses that require to be reclassified. If PM decides to make any change, a JV (Journal Voucher) may be requested to the FA (Financial Analyst) change minor code of any accounted expense.

500

How does ICLA approval affect cost?

This is not really affected by ICLA approval, as it is well-known that cost always flows.

Processing

100

PM and PMA (if delegated by PM).

Which role(s) approves hours and expenses?

200

What does PMA require in order to be entitled to approve hours/expenses. On which key information is the PM (or PMA delegate) based in order to approve (or not) hours/expenses?

PMA requires an explicit email delegation sent by the PM. Approval of hours and expenses is based on the general guidelines provided by the client for that purpose.

300

What is the information that PMA should provide the PM in order to facilitate the hours/expenses approval? Before which financial deadline should this information be provided?

PMA should provide reports of pending hours and pending expenses to the PM before the billing close (2x).

400

Is it possible for the approver (PM/PMA delegate) to change any labor/expense claim directly in ICLA? If so, wouldn't be unnecessary to request the employee to change his/her claim on his/her own?

Yes, it is possible for the approver to change an employee's claim. Anyway, this is not the correct path as the employee has to be informed about any correction suggested to his/her claim, in order for him/her, either to accept it and make the corresponding change, or to provide the corresponding evidence of client agreement.

500

What is the difference between a swizzle and reswizzle?

When it is the first time that hours are requested to be moved from one bill code to another for a certain project, then this is called a swizzle. Next time when hours are moved for between bill codes of the same project, then this is called a reswizzle.