DATABASICS' Travel Expense Budgeting offers organizations unprecedented control over travel expenses. With Travel Expense Budgeting you can mandate and enforce cost caps on employee travel. Travel Expense Budgeting does this by integrating travel authorizations, itinerary data, and expense reporting details and comparing them against travel budgets. This highly flexible tool allows organizations to budget at any level of their organizational structure or by other dimensions such as projects or expense type.

Providing real-time visibility into the travel spend pipeline, Travel Expense Budgeting eliminates the guess-work from travel authorizations. Decision-makers know not only what has been spent, but what has been committed and even what is in the request queue. As a result, decision-makers no longer need to build in a margin of error to compensate for out-of-date budget numbers. They can prioritize and save with minimal impact upon their mission.

For organizations that are committed to travel spend control, DATABASICS Travel Expense Budgeting is indispensable.

Expense Reporting and Travel Booking are part of a common process. Through integration, important efficiencies can be achieved. DATABASICS' ExpenSite lets you realize the efficiencies of integration without sacrificing choice. If you're satisfied with the way you do booking now—whether on-line or off-line through your agency, you don't need to replace it and start over again to implement DATABASICS' Expense Reporting. ExpenSite can work with leading on-line corporate booking vendors such as RESX, EGENCIA, Travelocity for Business, GetThere, Reardon Commerce and others, or directly with your agency.

ExpenSite's Booking integration, like all ExpenSite capabilities, is designed to adapt to your requirements and your "best practices". Here are some examples of the things you can do with ExpenSite:

ExpenSite puts you in control of your expense reporting process. With its wide range of options, ExpenSite enables you to easily configure a solution that precisely meets your requirements.

The capabilities provided by ExpenSite cover all major functional areas:

While ExpenSite is a comprehensive solution, what truly distinguishes ExpenSite is the choice that is built-in to each capability.

Approvals are a good example: Approvals can be multi-level. As well, they can proceed along parallel tracks based upon project, organizational level, type of expense, employee type or exception criteria. This means business units can have completely different approval processes as can different types of employees. For instance, executives might have rules that pertain only to them for Sarbanes-Oxley compliance or consultants on a particular project might have to observe specific contract restrictions. The controls you institute can be as simple or strict, as broad or narrow as you wish. This design approach is applied across the board to ExpenSite capabilities.

Managing paper receipts is cumbersome and expensive. With DATABASICS Receipt Imaging Service, receipt management is easy and the payback is virtually immediate.

DATABASICS offers three ways to capture receipts electronically: by attachment, fax or mail-in. Built into ExpenSite is the capability to attach documents in a variety of formats—PDF, Gif, etc.—to expense reports. So if you already scan your receipts, the images can be uploaded into ExpenSite for display with their associated report.

To use the fax service, employees simply print an ExpenSite coversheet and include it along with the receipts in a fax transmission to DATABASICS' processing center. Mail-in works the same way, except the coversheet and paper receipts are transmitted as hardcopy.

A report's receipts are displayed when you click on the receipt icon. Side-by-side viewing makes for easy auditing.

Accounting integration is essential to realizing the full value of travel management. That's why we offer more than the standard, generic file extract. Before transactions can flow into your systems they must be categorized, validated and transformed according to your business rules, codes and software. All this is normally left to the customer, but we see our responsibility extending further: With DATABASICS, you can count on our in-house, Professional Services team to work with you to make sure the accounting interface is automatic, seamless and accurate.

DATABASICS has built interfaces for all major accounting and payroll systems, including Microsoft Dynamics, Deltek, Lawson Software, SAP, Infor, Oracle, PeopleSoft, Timberline, Epicor, Sage, ADP, Ceridian and Paychex. Our interfaces are bi-directional: importing codes, shared data, credit card transactions, and approval structures from your accounting system and loading back fully encoded transactions. What's more, DATABASICS supplies daily currency exchange rates and federal per diem rates.

The transactions can flow between one module or multiple modules of your financial system. We even support multi-company requirements. Common interfaces include General Ledger, Accounts Payable, Project Costing and Billing, and Payroll. However you need it to work, we will get you there.

Through its reporting, ExpenSite provides the overview you need to keep your travel management process operating efficiently. It also gives you invaluable insight into the effectiveness and overall performance of your policies and controls.

Built-in to ExpenSite are a broad range of standard reports. These include:

ExpenSite also provides a powerful reporting tool. You can report on any data that the system captures, even the data from user-defined fields. Slice and dice with the ad hoc reporting capability or produce your own "standard" reports for publication to other users. Reports can be scheduled for recurring e-mail distribution and available formats include PDF, Excel, Text, and XML.

Easy, efficient and state-of-the-art: that's the end-user experience with ExpenSite. Developed in collaboration with a leading user interface design firm, ExpenSite always lets you know where you are, what you've done, and what's left to do.

The end-user experience is organized around a grid or spreadsheet where you enter your expenses by day then fill-in the details as needed. Templates, defaults, credit card transaction downloads, and pre-fills from your on-line booking tool or travel agency keep data entry to the minimum.

Making things even easier, ExpenSite performs automatic calculations such as per diems, currency conversions, VAT and mileage. The tables for per diems and currencies are actually maintained by ExpenSite so neither the user nor the administrator has to enter rates or worry about keeping them up-to-date. For vehicle mileage reimbursements, ExpenSite not only applies the prevailing federal allowance, but can calculate point-to-point trip mileage using Google Maps. Travelers are spared the tedium of these various calculations, and approvers and accounting are spared checking for and dealing with the inaccuracies.

A critical area of inefficiency is typically re-work: reports are incomplete, violate rules, have the wrong accounting codes… Travelers, approvers, and accounting waste precious time in rounds of e-mails and phone calls trying to resolve problems. This is where ExpenSite's tight bi-directional integration and powerful Travel Policy Engine really pay off.

Entry codes are drawn automatically from accounting and other sources and automated rules for their selection are put in place. It's hard to make an inappropriate choice. For policy violations, the traveler sees immediately the nature of the problem—he doesn't have to learn about it from his approvers or accounting. Similarly, ExpenSite automates the mapping of entry codes to the output codes used by accounting. The result? Reports move through the expense reporting process without loop-backs and error, so when a traveler submits a report, he's done with it.

ExpenSite also makes life much easier for Approvers, Accounting, and Auditors.

We listen to you: that's the key to project success. It's also what makes DATABASICS different. DATABASICS goes beyond training you to setup and integrate the software. We work with you to make sure you achieve your goals, that you strike the proper balance of control, compliance, user efficiency and culture. We alone have made the commitment to maintaining an in-house staff that can consistently offer this higher level of service.

DATABASICS' focus on your needs begins in the sales process: we show you how our system works in an environment like yours—we don't leave the details to your imagination. Once implementation is underway, you will find the project is structured but flexible, collaborative and efficient. Issues are tracked through our Customer Portal so you always know status and don't have to be concerned about things "falling through the cracks". Post implementation, the responsiveness of our Help Desk—not only in answering requests, but more importantly in actually solving your problem—is second to none.

The best service, the best software: DATABASICS.