EXPENSE REGISTRATION PROCESS - EMPLOYEES

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AGENDA
01. Expense Submission Guidelines

02. Reference Policies

03. Step by Step Guide on filing expenses in Maconomy

04. Approval Process in Maconomy by Line Manager.

05. Frequently Asked Questions (FAQ’s)

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EXPENSE SUBMISSION GUIDELINES

OVERVIEW

• All Employees are required to register their expenses in Maconomy mandatorily.

• No manual submission (excel spreadsheet) of Expense claim is allowed for any

employee except those which are part of CTC.

• For submission of expenses in Maconomy please follow the step by step guide given
in subsequent slides.
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EXPENSES SUBMISSION GUIDELINES

OVERVIEW
• Once the expense claims are entered in Maconomy kindly take the print of Expense
Sheet, attach all Originals Bills/Supporting documents , Sign on the Expense sheet and
submit the same to following people for further processing by accounting team :

Physical Submission of Expense Claims with

Bills & Supporting Documents Contact Person E-mail Id
Gurgaon Location Sanjeev Rawat snrt@ramboll.com

• Parallely, please ask your line manager to approve the same in Maconomy.

• For any technical support/query, kindly contact the following person at your
respective locations :
Location Contact Person Email ID
Gurgaon Location Krishan Kumar KSKR@ramboll.com
Hyderabad Location Rakesh Kumar RAKU@ramboll.com
Chennai Location Praveena N PRVN@ramboll.com
Mumbai Location Vivek Sinha VKSH@ramboll.com
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EXPENSES SUBMISSION GUIDELINES
IMPORTANT NOTES
1. All expenses need to be submitted “per trip/travel”. PLS DON’T COMBINE TRAVEL
TRIPS WHILE CLAIMING IN MACONOMY.

2. All travel related expenses must be claimed according to Travel Policies of the Company
(Please refer subsequent slide for Travel Policies of the Company).

3. Expense of Air-ticket/Taxi/Others which are provided directly by the company ARE NOT
to be entered while making claims. Only expenses incurred by employees need to be
entered. (Expenses incurred through Corporate Credit card – Please refer subsequent
slide).

4. Any advance granted to employee will be adjusted by the accounting team while
processing the expense claims. Such advances ARE NOT required to be entered here.

5. In case of expense submission in respect of Foreign Travel :

(i) Boarding pass must be attached with the claim for the purposes of per diem
calculation.

(ii) Expense to be entered in INR ONLY. System don’t have functionality to enter the
same in foreign currency. Employee need to convert expenditure incurred in foreign
currency by applying a conversion rate. This conversion rate can be taken from Mr.
Naresh M at naresh@ramboll.in or Mr. Shivanjaneya Akuratha
(Shivanjaneya@ramboll.in)
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EXPENSES SUBMISSION GUIDELINES
IMPORTANT NOTES

(iii) The per diem allowance and other expenses will be settled by accounting team at the
conversion rate as per their internal process. For calculating Per-diems, the
Accounting Team mandates that Boarding Pass and Air-Ticket are attached with
the claim form.

(iv) In case employee has taken Travel card, he needs to return the same to Admin team
after return. Refund process on travel card will be initiated by Admin team and concerned
employee and accounting team will be kept in loop.

(v) Unspent per diems given to the employees either in card or cash SHOULDN’T be
returned back to the Admin. It is advisable that they encash the same before returning
back to India, otherwise the same would be taxable in the hands of employees.

(vi) In case employee has some unused foreign currency, he needs to return the same to
Admin team on completion of the travel within 5 working days . Encashment process on
foreign currency will be initiated by Admin team and concerned employee and accounting
team will be kept in loop.

Return of Travel Card &

Unused Foreign Currency Contact Person Email ID
All Locations Tarun Sharma TRSM@ramboll.in
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EXPENSES SUBMISSION GUIDELINES

CORPORATE CARD EXPENSES
1. The Corporate Card is issued only to Senior Management.
2. All Senior management are required to submit their expenses in Maconomy as
applicable once event triggering the spending of expense is over.
3. Post entering the expense in Maconomy, management staff is requested to submit the
Expense Sheet along with all Originals Bills/Supporting documents at respective
location as per previous slide in order to ensure expense booking by accounting team.
4. Post submission of physical document, management staff is requested to please obtain
approval of their line manager in Maconomy.
5. Any payment made on Corporate Card will be booked as advance on behalf of the
relevant employee. Once the bills are submitted and approved, the same will be
adjusted against the advance payment made. This needs to be done promptly to
ensure that expenses are accounted in a timely manner.
6. While submitting any expense claim which includes payment by corporate card, senior
management is requested to put in the Remarks column “Expense incurred through
Corporate Card”.
7. Before due date of Corporate card payment, management staff will receive a mail from
Admin team for the purposes of confirmation of amount debited in the corporate card
statement. If there is some unauthorised debit, please inform the same to Admin team
otherwise kindly provide the approval for making corporate card payment as per due
date.
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REFERENCE POLICIES
TRAVEL POLICIES
• All the Employees of Ramboll India must follow the following Travel
Policies while submitting their expense claims.
• Where any REC employee are working for any projects of Gifford, the
travel policy of Gifford would be applicable.
• Please follow the HR SharePoint to have a look at the policies
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STEP BY STEP PROCESS FOR

FILING CLAIMS IN
MACONOMY
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STEP BY STEP GUIDE…….

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• First Login to GERP using your login credentials

• You will see above screen as soon as you login.
• Choose Time & expenses and double click on the same to open the work space.
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• Work Space Time & Expenses opens up for you from where you can select
“Expense” for your registrations. 2
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STEP BY STEP GUIDE.. EXPENSE SCREEN

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1 On opening the Expenses tab you will see 3 different work spaces 2,3 and 5.
List of Expense sheets work space will list all the Open Expense sheets and all expense sheets
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submitted till date.
3 New Expense Sheet Work space will allow you to create new expense form.
Expense sheet option is the header where you enter details like period and project after opening the
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New Expense Sheet
5 Registration is where you select a task against which you want to book costs and amount
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STEP BY STEP GUIDE.. NEW EXPENSE SHEET
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Go to Registration section for allocating the costs against Task.

Task are the activities which are used for booking the costs.
1 Entry date will be default to today’s date. You can change this.
2 Project number will be there as you have already selected the same in
Expense sheet above. !
3 Task need to be selected. You can select the same from drop down box. (refer Slide 13 for more)
4 Quantity can be only 1 unless you want to multiply with unit price.
5 Unit price is the amount you want to claim.
6 You can have your own description for the expenses you are submitting. Description needs to be self
explanatory so that it’s easier for accounting team who will be validating the same to know
the exact nature.
You can add additional lines for different expenses on the same project.
7 After completing the above you have to press enter to save then click on submit so the your manager can
view the same approve. You can also copy the same for future use.
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TASKS NAME FOR EXPENSE CLAIMS IN
MACONOMY
Tasks Recommended for Employee expense claims
Travel Related
Task Code Tasks Name Activity code Activity Name
416 Tickets Domestic 415 Non Billable Costs, mileage, Travel and accomodation
417 Tickets International 415 Non Billable Costs, mileage, Travel and accomodation
418 Hotel 415 Non Billable Costs, mileage, Travel and accomodation
419 Food 415 Non Billable Costs, mileage, Travel and accomodation
420 Conveyance Domestic - Taxi, Metro, Bus 415 Non Billable Costs, mileage, Travel and accomodation
421 Conveyance International - Taxi, Metro, Bus 415 Non Billable Costs, mileage, Travel and accomodation
422 Other costs 415 Non Billable Costs, mileage, Travel and accomodation
423 Per Diem International Travel 415 Non Billable Costs, mileage, Travel and accomodation
424 Per Diem Domestic Travel 415 Non Billable Costs, mileage, Travel and accomodation

Reimbursements Related
469 Employee Reimbursements - Mobile etc. 469 Non Billable Costs, Staff costs

Other office costs

440 Spent on Behalf of Company 440 Non Billable, other office costs

Existing (will be used for GEC/Other International projects)

Task Code Tasks Name Activity code Activity Name
415 Travel and accmodation cost 415 Non Billable Costs, mileage, Travel and accomodation
PN# Employee travelling on secondment to CBU’s; need to book their expenses
in Projects and Tasks as given by CBU. For people travelling on RME
Secondments, the Task would be 500.
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STEP BY STEP GUIDE.. NEW EXPENSE SHEET

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The first thing you need to do after opening the New Expense sheet update information on Expense
sheet work space shown here

1 Update the Description which you want to see on the Expense sheet and select a project against which
you want to post this cost.
2 Select the period for which you are submitting the expenses.
Employee name will be your name and Your Employee ID in maconomy.

On completing the updates in this work space please press enter to save the information. The proceed
to ………..
APPROVAL PROCESS FOR LINE MANAGER

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APPROVAL PROCESS STEP 1

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1 HOD will be able to see an option ‘Time & Expense Approval’ in his menu.
On double clicking on the same he will get in to Time & Expense Approval work space.
2 Here HOD has to select ‘Expense’ work space to approve the expenses. Then HOD can see
‘List of Expense sheets’ option.
3 HOD will be able to see multiple options on the screen. Four radio buttons are provided to selecting the
Expense sheets to approve. ‘Employee Unapproved’ will show this list of all employees who have
submitted the expenses but pending for approval. ‘All Expense sheets approvable by me’ will show
those expense sheets which need to be approved by him. ‘All Expense sheets approved’ will show
historical data of approved expense sheets. ‘All Expense sheets’ will show approved and unapproved
expense sheets together.
4 HOD can choose the option ‘All Expense sheets approvable by me’ and then select the expense sheet
he wants to approve by double clicking on the same.
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APPROVAL PROCESS STEP 2

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1 Once HOD has selected an expense sheet for approval he will see work space ‘Expense Sheet’ opened
in another screen.
2 Here HOD will see another work space with name ‘Lines’. Here HOD can see the expenses submitted
by employee.
3 If the expenses submitted are in line with expectation then HOD can approve the expenses by clicking
on ‘Approve Expense sheet’.
4 If the expenses submitted are not in line then HOD can recommend changes to employee. Expense
sheet need to be reopened for changes which HOD can do so by clicking on the ‘Reopen Expense
Sheet’
5 If HOD has to sign the expense sheet before the same is paid out by Finance then he can take the
Print out the same from here.
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FREQUENTLY ASKED QUESTIONS (FAQ’s)
Q) My expenses are approved in Maconomy. I have uploaded my soft copy of
expenses. Will I get my re-imbursement?

A) Both Hard copies of expenses and approvals are mandatory for accounting team to
process the claims.

Q) My expenses are approved in Maconomy. Do I still need to take written

approvals on the Expense Claim Sheet.

A) No. Approvals in Work Flow Suffice.

Q) Do I need to submit any proofs for Per-Diem?

A) No. You will have to give a declaration for Per Diem and append the same with your
expense statement. However in the event that unspent per diems are returned back
to the company, the same would be taxable.

Q) Can I procure office equipment's/Software Licenses etc. which are required

for my day to day working through Corporate Card/Cash and then claim?

A) No. Such requests need to be routed through Admin/IT and they will follow the
procurement policy.
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FREQUENTLY ASKED QUESTIONS (FAQ’s)..contd

Q) My bills are lost. Can I still file a claim?

A) Yes. Bills are required as audit evidence to support any payment. However in the
event of the bills getting lost, please seek written e-mail approvals from your Line
Manager and Business Head and append the same in lieu of supporting before filing
claims.

Q) What’s the normal TAT for my expense claim to be reimbursed?

A) Hard copies submitted go to Hyderabad twice every week from Gurgaon (Tuesday and
Fridays). Once they reach our Hyderabad office, claims are generally processed within 5-7
working days. In the event of in-ordinate delays, you can get in touch with your local
point of contacts who can guide you.

Q) What Happens if my claims get misplaced?

A) Once claims are submitted in originals, it’s the responsibility of Finance team to ensure
that they are processed in time. However in the exceptional circumstance of claims
getting misplaced, it’s always better for employees to keep soft copies of claims with
them as back-up proofs.
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FREQUENTLY ASKED QUESTIONS (FAQ’s)..contd

Q) What should be the procedure for CTC related claims such as

Medical/LTA/Phone reimbursements?

A) Such claims are not to be submitted in Maconomy and employee have to use the
manual reimbursement forms and submit the same to payroll along with necessary
proofs. The same will be processed through salary.
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LINKS – QUICK GUIDES AND

E-LEARNING MATERIAL
1. Go to GERP – Maconomy web site found under Quick Links on
your Internet Home Page

2. Look for Local Roll out (RI)

3. Find updated ERP links and news for Ramboll India

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THANKS!