Outsourced Services

To provide our customers expertise and best practices for expense management, SumTotal has partnered with an industry leader to provide outsourced services, enhancing our expense management solution and directly benefiting 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, 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.

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. The audit service allows clients to outsource this function to a group of dedicated 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. Audit service includes:

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

Receipt Handling Service

The receipt handling service manages your receipt handling functions making sure receipts are properly imaged and matched to the appropriate expense report. This 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

The 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. 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. The End User Support Service eliminates this burden quickly, and expertly addresses end user questions and issues.  Your end users can reach the End User Support Service via email or phone for concerns or issues related to the expense report creation and approval process.

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, this service performs this necessary administrative function and performs designated tasks according to your schedule.