Objective and Scope

Describe the objective of the procedure & detail the scope when needed (legal entitites etc.)

Definitions should be added in the PtP - Glossary 

Title 1

Main content of the procedure

1 Objective and Scope

1.1 Objective of this Procedure

1.2 Scope

This document applies to the Travel and Expenses team process operators,

2 Definitions

T&E – Travel and Expenses

SC – Service Center

Traveler – Solvay employees currently on business trip(s)

EMEA - Europe, the middle East and Africa

Processor - Service Center Travel & Expenses EMEA

LOF - Rhodia Laboratoire du Futur

3 Introduction

4 Concur - Receipts per claim

4.1 Extraction of the Report

To be able to upload the receipts we need to extract a report that give us all the expenses that have been created by LOF employees. This report is extracted from concur.

How to extract the report:

Go to Reporting

Chose the option Intelligence

The page will open on the Public Folders, please choose the paste Solvay S.A. 

Then go to the EMEA Service Center reports paste

EMEA Monthly Reports

Look for the report named Expense Claims Overal View - France 4025 LOF and click on it

The report will open in a new page.

To extract it, please go to the HTML icon

Choose View in Excel Option, and then View in Excel 2007 Data

This option will create a download on your computer.

After opening the excel file, you will need to add a filter to allow you to take out everything that was already uploaded or that was not submitted.

On Approval Status column, we take out the Not Submitted; Sent back to Employee and Submitted and Pending Approval

Then we filter all the expenses until the date of the last upload (on Paid Date) and remove the Blanks

For example, if the last upload to the drive was made on 14 of February, we will filter every expense until that date.

This will leave The document with all the expenses that were already paid but not yet uploaded to the folder on the drive.

4.2 Upload of the receipts

Using the file that was downloaded and filtered before, we will have all the expense reports that need to be uploaded.

This upload need to be done in the folder Concur - Receipts per Claim.

The next step is to open all the reports using the Report legacy key number.

Please find below an example:

Go to concur and search the report:

Then open it, go to the receipts tab, and choose view receipts in a new window  

A new window will open will all the receipts, please download the file and save it with the following rule:

Year and Month of the extraction; claim key; employee name

Example : 2018 02 56722 Pierre Guillot

Please note that there are going to be some reports without receipts attached (lodge expenses; personal expenses) in this cases there is no action to be taken.

After saving it in the download folder, please upload all the receipts to the necessary drive file.

5 Concur Lodge Card Unsubmitted transactions

Every 25th of each month we have to extract all the lodge expense that have not yet been submitted by the LOF employees, and upload the file to the drive.

5.1 Extraction of the transactions

Log in to Concur

Open Administration > Company > Tools

Choose Company Card.

When inside, open the Manage Lodge Transactions tab

Select the company (4025) and Transactions Assigned to Employees

Click Search to retrieve results

After that, you need to Extract to excel

Change the name of the document to:

Unsubmitted Transactions Details + date of the extraction

Ex: Unsubmitted Transactions Details 25 June 2018

And then upload the file to the correct folder, inside LOF process: Lodge Card Unsubmitted transactions

6 Concur Reports

All the reports extracted from concur must be archived on the specific drive folder, named Concur Reports.

6.1 Extraction of the Report

To extract the report from concur, log in to Concur.

Choose Reporting and after Intelligence

This option will open the Public Folders, on this page look for the Solvay S.A. folder and open it.

Then open EMEA Service Center Reports

(...) TO FINISH (...)

7 Citi Statements

All the relevant information regarding citi accounts (card account numbers, Billing entity name) can be found on the document Citi Cards - Relevant Information 

All the statements needed must be downloaded directly from CitiManager.

7.1 Extraction of the statements

Go to Citimanager and log in, then choose the Solvay EMEA CTA FRANCE - FR option

Choose Manage Card Accounts

Click on Search

All the CTA FR card accounts will appear. You will have to choose the ones regarding LOF:

Card Account: 5534220350205116

Company Code: 4025

For the Centrally Billed Account, please open the one with the company code information:

For the Centrally Billed Card (Lodge Card Account), please open the one with the card number:

The next step is to open the account by clicking on Manage Account.

Go to Statement

Choose the month of the Statement that you need to download

Click on Download

And Download again

The statement will appear on your Download folder with the name Statement.

7.2 Upload of the Statements

The documents extract from Citi Manager need to be uploaded to the Drive, on the folder Citi Statements, inside the LOF process folder.

Before uploading, the documents need to be named following the rule:

Year and Month of the Statement - LOF and account

Example:

2018 01 - LOF Centrally Billed Account

2018 01 - LOF Lodge Card Account

8 Citi Reports

To complete the information necessary, we extract two reports directly from CitiManager, both monthly: Rhodia LOF 4025 Full Data Reconciliation Report Tax and Rhodia LOF 4025 EPT Balance Due Report. Please follow the instructions below on how to extract.

8.1 Extraction of the Report

To extract the reports, you need to log in on your CitiManager account.

Go to Web Tools

Choose Citibank custom reporting system

Then click on the link that will appear below, It will open another page.

Go to Organizational Shared Folders

Choose Solvay SA NV Shared Reports

Open the folder Shared Reports with PA

After, choose the folder Solvay EMEA Dedicated Reports

8.1.1 Rhodia LOF 4025 Full Data Reconciliation Report Tax

Look for Rhodia LOF 4025 Full Data Reconciliation Report

Fill in the mandatory fields (with the month  that you are extracting) - statement date

And choose Run Report

Export the document.

Click on the following icon:

Then ok

Leave the export properties as they are

And click on Export

8.1.2 Rhodia LOF 4025 EPT Balance Due Report

Look for Rhodia LOF 4025 EPT Balance Due Report

Open it and export

Click on Ok

Leave the properties as they are

And export

Since these reports are monthly, both need to be saved on the correct Monthly/year folder.

Example:

These folders are available inside the Citi Reports folder (LOF process).

9 PI1 Payments

On a monthly bases (the 2nd of each month)  we will extract all the payments that were done in PI1 regarding the concur expense submission.

9.1 Extraction of the payments

To extract this information, please open PI1

Use the transaction bnk_moni

Add the following information

Paying company code: 0231

Due Date: Month you wish to extract

Then click execute

After waiting for a new page to open, you should have the following information

The next step is to filter the company code to only LOF (4025):

Choose value

Click on set filter

Add 4025

Then you will need to extract each day individually, following these steps:

Click on the chosen line to open

It will open a new page with all the payments done in that day, per employee and amount

Click on the option to export

Option spreadsheet

Choose Select from All Available Format and click on the second option. Then

Save with the following rule: Year Month Day (of the payment) -LOF Payments.XLSX

Example:

After saving the document will open automatically. In that moment please delete the following information from the table:

This information is deleted for a question of privacy.

After extracting all the days of the specific months, please store the information on the folder named LOF PI1 Payments, inside LOF process.