Outsourced Services

Utilizing our high degree of expertise and best practices for expense management, SumTotal Outsourced Services enhance our expense management solutions to directly benefit our clients. Reimbursing employees, ongoing system administration, and expense report audits are necessary functions. In today’s business environment most of us do not have the time to focus on many of the repetitive processes and look to simplify routine tasks whenever possible. By outsourcing ongoing functions to SumTotal, your organization will benefit from having increased spend and program oversight, process improvements and increased employee productivity and satisfaction without dedicating internal resources or adding headcount. SumTotal’s Outsourced Services offerings include: Basic and Policy Audit Services, Receipt Handling Service, Expense Report Payment Service, End User Support and System Administration.

Basic Audit Service

Expense report audits are necessary for effective and prudent financial oversight. Auditing employee expense reports is time consuming, costly and likely not your core business. SumTotal’s Basic Audit Service allows clients to outsource this function to SumTotal’s dedicated team of audit experts who act as an independent third party to handle all facets of the audit process, including follow up on issues and exceptions identified. SumTotal’s Basic Audit Service includes:

Expense Type Validation
Receipt Substantiation
Cash Expense Review (Out-of-pocket Expenses)
Taxable Item Identification
Capital Expense Review

Policy Audit Service

Some organizations may require a more rigorous approach to financial oversight where their audit needs go beyond the Basic Audit Service. SumTotal’s Policy Audit Service goes beyond the components of the Basic Audit Service to develop an audit policy unique to your organization. We begin with best practice consulting to assist in developing a unique audit policy that meets your requirements while ensuring minimum negative impact on your end users. Our Policy Audit Service enables clients to create the ideal expense audit scenario with the desired fiduciary oversight while significantly lowering the overall process cost with almost no internal effort.

Receipt Handling Service

Internal company policy and government regulatory agencies, such as the IRS and CRA typically require receipts for business expenses over a certain threshold. With automated expense management systems, filing receipts digitally requires imaging, which may not be possible or practical for some organizations or users. SumTotal’s Receipt Handling Service solves the challenge of managing and imaging paper receipts required to support the expense reporting process.

SumTotal manages your receipt handling functions making sure receipts are properly imaged and matched to the appropriate expense report. SumTotal’s Receipt Handling Service enables travelers to simply mail in their hard copy receipts and barcoded transmittal page without having to organize or image them, saving time and assuring that the proper documentation is imaged to the specific expense report.

Expense Report Payment Service

SumTotal’s Expense Report Payment Service eliminates the payment hassles and burdens for you and your AP team associated with reimbursing employees and paying your corporate charge card vendors. Clients can outsource expense report reimbursements to end users, available in any currency to any financial institution that accepts ACH payments, directly to SumTotal. Payments can be made to your employees, to your corporate charge card vendors or any combination and can be processed based on your schedule. The process includes extensive controls and safeguards to ensure completeness, accuracy, integrity and confidentiality.

End User Support Service

Supporting expense report submitters and approvers can be time and resource consuming. SumTotal’s End User Support Service eliminates this burden quickly, and expertly addresses end user questions and issues. Your end users can reach SumTotal End User Support Service via email or phone for concerns or issues related to the expense report creation and approval process. Support is provided in multiple languages to meet the requirements of global organizations. SumTotal’s End User Support Services provide fully customizable, extendable and comprehensive support services specifically designed for your business travelers. Unique to SumTotal is that clients pay only for the services they use; there are no pre-set minimums.

System Administration Service

Effective administration of your expense management solutions is a critical success factor in your overall business objectives and goals. Some organizations prefer to completely outsource system administration to enable their staff to focus on higher value tasks. Alternatively, there may be critical times, such as month, quarter or year end when your staff does not have the time to perform necessary workflow changes, updates or other needed tasks within your SumTotal Expense Management. Acting as your System Administrator, SumTotal performs this necessary administrative function and performs designated tasks according to your schedule. Clients pay only for the services they use; there are no pre-set minimums.