1.Objective and scope

1.1 Objective of this procedure

The objective of this procedure is to explain the Butachimie process and any additional steps that may be necessary to complete it.

1.2 Scope

The scope of this procedure includes all Butachimie employees due to their new HR system - explanation.

2. Reference Documents

Process for Butachimie after leaving Solvay HR systems

Process for Non Concur users - Butachimie (French)

Butachimie Payment Monitoring

Checklist SC Migration

3. Definitions

T&E – Travel and Expenses

SC – Service Center

EMEA - Europe, the middle East and Africa

Processor - Service Center Travel & Expenses EMEA

Traveller - Employee that create an expense Report

4. Introduction

From January 1st, 2018, Butachimie left Solvay HR Systems (PP2 for Org Chart & PP9 for Payroll) & move to their own HR systems.

As employees are no longer available in Org Chart, Concur tool will not work accordingly due to both being connected. For this reason, a new process had to be created.

5. Solution

5.1  New Butachimie Process

A specific solution was proposed to manage newcomers & changes regarding employee informations and Concur:

1. Our Butachimie point of contact - Ahlem Ouersighni - will send a form and the bank details of the users to our Helpdesk inbox which we analyze, verify if all information is available and transfer to D&A team for vendor creation.

2. Solvay won’t be able to check the hierarchy, therefore a file at the same format as coming from PP2 with information of the employees, will be provided by our Butachimie point of contact - Ahlem Ouersighni - and integrated in Concur by IS team, generating a Concur profile for the users.

3. The payment process is the same as described above, with a manual process for changes in employee data (newcomers, new bank account..).

NOTE: Password for Butachimie users difers - the IS member who creates the account will send an email to the user with the new password.

5.2  Butachimie external users

As externals legally cannot have access to the Concur system per the original design discussions in core model, it is recommended the externals follow the same process as all other externals:

Non Concur process

If it is an external assistant for booking on behalf, proceed with normal Butachimie process - request to which cost center this user will be assigned - ticket example #1794031.

6. SAP- WP1 Procedure

The ZFR9 company is managed as an exception once all employees were removed from OrgChart. Due this each employee have a correspondent vendor that was created in SAP as a vendor.

The payments are performed every Wednesday manually by CICC Team therefore, after confirming the posting date in WP1, we should contact them in case the payment is not available.

NOTE: If the expense appear as paid in Concur and in PI1, we should not consider this information.

6.1 Analyse Vendor master data

As mentioned, employees from Butachimie were created as Vendors, for this reason all information regarding employee’s bank account are defined at vendor level.

To check it, we need to follow steps below:

1. Open transaction FK03 and add search the employee:

1. After you confirm the employee name in the list that will be provided by the system, you should select all flags available in FK03.

1. Click Enter and you will be able to see employee’s master data.

1. By clicking on the flags you will display the bank account. The employee will always be paid for the IBAN available in the board below:

6.2 Analyse Vendor line items

To verify if the payment was performed:

1. Open FBL1N transaction

• If you select “Open items” you will have access to items that are still open in the account;

• If you select “All items” you will be able to verify all expenses transferred from Concur to SAP and the payments performed;

1. After you add the information that you need, click execute .

Normally there are always two kind of document types available:

• Q0 - Reflection of the expense claim transferred from Concur to SAP;

• ZP - Payment of the expense report, performed by CICC:

7. Weekly payment monitoring

As the payments are performed on a weekly basis (every Wednesday) SBS SC needs to perform a weekly monitoring to confirm if the payments created until the Tuesday before the payment day were performed.

Payments Monitoring file - including Butachimie

7.1 Previous payment issues encountered

• Duplicated payments

• Missing submission in SAP system WP1: actions

7.2 Step by step

We perform a series of steps to complete this monitoring.

Starting with the extraction of a Report in Concur to compare information with SAP system.

1. Open Concur

1. Reporting > Intelligence

1. Solvay S.A. > EMEA Service Center Reports > Butachimie Paid Expense Reports

1. In the dates, we put the extraction period...

• From: Wednesday of previous week

• To: Tuesday of the current week

1. Finish by clicking “OK”

This extraction will provide all of the paid expense claims starting on the last Wednesday and we use this report to compare what is paid in Concur and what is available in the SAP system.

On the second issue mentioned, is the cause for the payments not being performed and the reason for this comparison. In Concur the expense claims appeared as paid however the information was never transferred to SAP and therefore not actually paid.

We need to register all of the extraction details in the Monitoring File (Payment Monitoring tab).

1. Copy and paste in the following columns:

1. Fill the first 3 columns (A,B,C) with your initials, date of action and extraction period

1. The vendor should fill automatically due to a function that will read the Employee ID and search it in the population tab. In case it is empty or in error, please verify if the employee has Employee ID available in the population tab, if not, add it.

Now that we have the paid expense reports from Concur we need to check the SAP system WP1.

1. Open SAP-WP1, transaction: FBL1N

1. Copy one of the vendors into SAP and filter the file by Status “Blank” and Vendor remove “#N/A” so we only view the ones which need analyze:

1. Add Company Code ZFR9 (Butachimie):

1. Select “All Items” and all of the types below and execute:

1. For example, the total amount in Concur, for this specific expense claim, is 175.15€ which is entirely available in SAP:

NOTE: Sometimes the amounts may not match, we need to verify in Concur if the user has Private or Lodge expenses.

7.3 Possible Scenarios

During this analyse there are some scenarios that may occur:

1. When the expense claim is transferred from SAP to Concur the document type associated will be a Q0, if in SAP there is no Q0 then something went wrong and expense claim, not only is not available in SAP, it will not be available for payment - confirm with IS what is the issue cause.

1. If the Q0 is alone and open (red) the expense claim was correctly transferred from Concur to SAP, however it is yet not paid.

1. When there is a Q0 (submission from Concur) and a ZP (payment document) the payment has been performed and expense claim is not longer open.

1. If there exists two Q0 then the submission document was duplicated into SAP and we need to block one for payment - FB02. However if both have been paid (two ZP) then it means the payment has been performed twice and user will need to refund us one of the amounts - request our Butachimie point of contact to confirm with employee and follow the situation. Finally we will need to cancel the costs with FB05.

1. There is also the possibility of appearing double ZP (payments) with only one Q0 - could be a job that ran twice and therefore duplicated payments - steps are the same as 4th scenario.

Request refunds to bank account: FR76 3005 6000 2800 2800 7103 378