PCard /T&E Corporate Cards

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QuestDirect.org

PCard /
T&E Corporate
Cards

PeopleSoft
Simplified Part I


Kathy Kultys

Chubb & Son

kkultys@chubb.com

Session #100170

July 24, 2013

1:00 p.m.


QuestDirect.org


Chubb and Son information


PeopleSoft footprint at Chubb


T&E


PCards


Supplier PCards


Audits and Statistics



Agenda


QuestDirect.org

For more than 130 years,

delivering exceptional property

and
casualty
insurance
products and

services
to
businesses
and individuals

around the world.


Background Information on Chubb


QuestDirect.org

We are the 12
th

largest property and casualty insurance company in the
United States and have a worldwide network of some 120 offices

i
n 26 countries staffed by 10,200 employees.


Chubb Group of Insurance Company


At a Glance


QuestDirect.org


$52.2 billion in assets and $13.6 billion in revenues in 2012


202
nd

largest U.S.


based corporation (Fortune)


One of America’s 400 Best Big Companies (Forbes)


Highest possible financial strength rating (A++) from A.M. Best



Chubb Financially Strong and Stable


QuestDirect.org


Fortune 500 Largest U.S. Companies Based on Revenues, (Fortune, 2003
-
2012)


World’s Largest Public Companies, Global 2000 Rankings (Forbes, 2007
-
2012)


America’s 500 Best Companies for Investors (Barron’s, 2004
-
2012)


“40 Stocks to Retire On” (Fortune, 2005
-
2009)


America’s 400 Best Big Companies (Forbes, 2004
-
2008)


Best Places to Work in Insurance (Business Insurance, 2009)


Catalyst Award for Support Women’s Career Opportunities (January, 2006)


Top 50 Companies for Executive Women (NAFE Magazine, 2012, 2010, 2007)


Best Company for Multicultural Women (Working Mother
,
2011
-
2012, 2007
-
2008)


Top Rating of 100% on Corporate Equality Index (2003
-
2013)


Best Companies to Work for in Argentina for 11
th

Consecutive year in Survey Licensed by the Great Place to
Work Institute


Chubb’s Rank is #7 (November, 2012)


Chubb Awards and Recognition


QuestDirect.org


Geography of Deployed PeopleSoft Modules


QuestDirect.org


Implemented PeopleSoft Financials Suite 7.5


Europe


June 2000


(AP, GL, TR, AR, Allocations)


U.S. and Canada


January 2002


U.S. = (AP, T&E, GL, Allocations)


Canada = (AP, AR, TR, GL, Allocations)


Upgraded to PeopleSoft Financials Suite 8.4


Europe, Canada and U.S.


June 2004


Upgraded to PeopleSoft Financials Suite 9.0


Europe, Canada, APZ and U.S.


May 2008



PeopleSoft Implementation History


Key Milestones


QuestDirect.org


Additional Modules were implemented:


Asset Management (U.S.)


November 2005


Asset Management (EUZ)


2006


Asset Management Australia


January 2010


Treasury Cash Management (U.S.)


January 2006


Bank Transfer and Deal Management


T&E (Canada)


March 2007


T&E My Wallet for Canada


October 2009


T&E (EUZ)


April 2007


T&E My Wallet for Europe


February 2013


Additional Countries:


APZ


Australia, Singapore, Hong Kong (GL, AP, AR, TR)


2007
-
2008


LAZ


Brazil, Argentina, (Interface from their financials to GL)


January 2013


APZ


Korea (Interface from their financials to GL)


January 2013



PeopleSoft Implementation History


Key Milestones


QuestDirect.org

General Ledger
Online
Entries
Accts
Pay
T
&
E
ION
Accts
Rec
Asset
Mgt
Purch
Corp
Card
Treasury
/
Cash Mgt
PARIS
BAPS Exps
CBILL
Reins
.
U
.
S
.
&
Canadian
Payroll
AGARS
U
/
W
Data
Maximis
Maximis
Expense
Alloc
Process
CEAs
HR
Feeds
External
Interfaces
Into G
/
L
Front
End
Modules
Interfaces
Into
Front
End
Modules
General
Ledger
TEAMS

Pcards
/T&E


Chubb Overview


QuestDirect.org


Credit Card Number Load Daily


Full Refresh


Customized edits:


Employee is active


Valid fields and lengths


Custom Reports:


Summary (How many total cardholders per country)


Detail (Each cardholder)


Error (what cards did not load for specific reason)



T&E My Wallet


QuestDirect.org


Credit card transactions pulled from JPMC site


Daily file pull using Secure FTP


Series of customized edits before load:


Check for duplicates


Accurate data (credit card # = 16 digits)


Exclude data for non
-

T&E employees


(Chubb subsidiaries get cards do not use T&E)


Load My Wallet files (delivered)


T&E My Wallet


QuestDirect.org


Post My Wallet load:


Creates error reports based on:


Could not match card # with employee #


Employee ID not a match


MCC code blank


Exclude payment records


Creates control reports which balance what was sent with
what was loaded


T&E My Wallet


QuestDirect.org


Configuration panels added:


Exclude certain credit card numbers


Include specific adjustment codes


Fee reversals


Card delivery fee


Finance charge


Late payment charge


Review and correct credit card errors by reloading


Enter correct MCC codes


Delete erroneous transactions


T&E My Wallet


QuestDirect.org


Receipt attachment rules:


When using My Wallet, remember, the ONLY receipts
that need to be electronically attached to the
expense report are HOTEL receipts and receipts for
Pay Me items in excess of $25


If not using My Wallet, all amounts over $25 require a
receipt with the exception of personal mileage


T&E My Wallet


QuestDirect.org


Separate country detail files sent weekly to JPMC
which include expense report number


Custom Process for detail file, delivered pay cycle
process for ACH summary payment


T&E My Wallet


QuestDirect.org


Part of Treasury function at Chubb


Expense reports are sent to pre
-
pay audit based on criteria inside
T&E as well as random audits (about 4% random, and 5% system )


Delinquency emails sent out to employees & approvers.
Delinquency is grouped into buckets of 30, 60 and 90 days. At 120,
based on Chubb rules, expense is paid using the employees budget


Personal spend on credit cards (Auditor can tie JPMC payments using
T&E expense number)


T&E Review Center


QuestDirect.org


Why Procurement Cards?


House Counsel


AP invoices reduced by PCards


Default coding


Quicker payment to vendors



Procurement Cards


QuestDirect.org


Process load of PCard transactions into purchasing module
in same manner as T&E, we pull from JPMC server daily
with SFTP


Emails are generated to cardholder when transactions are
loaded and to approver when cardholder verifies them


Once a month, all approved transactions are swept into
vouchers and paid to JPMC


Procurement Cards


QuestDirect.org


PCard administrators chase delinquent coders and
approvers


By utilizing PeopleSoft for reconciliation of transactions, all
combination edits are available


Specific receipt rules based on account and dollar threshold
make it easier to audit and verify sales and use tax


Receipts are attached to transactions


Procurement Cards


QuestDirect.org


JPMC responsible for 1099 reporting
-
lessens load on AP department


Better vendor information as merchants adopt level 3 reporting
standards


Can distinguish specific types of cards:


House Counsel specific MCC codes, cut back drastically on small dollar checks
for litigation expenses


Meeting or event cards


Can be set
-
up with default coding to make it easier on cardholder to reconcile
to budget


Procurement Cards


QuestDirect.org


Define supplier cards


Objectives with Sourcing area and AP


Partnership with vendor


Need for 3
rd

level data


Quicker payment to vendors


Reduced work for Chubb procurers



Supplier Procurement Cards


QuestDirect.org


Accounts Payable


Total Vouchers processed > 47,436


Special Handling > 4559 or 10%


Total Payments > 25,541


Checks


14,854 or 58%




ACH


10,687 or 42%


Avg Days to process in CAP > less than 2
days (
really .56)






Accounts Payable Statistics
-

2012


QuestDirect.org


U.S.


Expense sheets submitted > 42,468


Pre
-
pay Audits


3,431


Post
-
pay Audits


264


Corporate T&E Credit Cards
~
4,090 (approx. 215,000 transactions)


Procurement (P) Cards
~
141


Canada


Expense sheets submitted > 2,553


Pre
-
pay Audits


460


Post
-
pay Audits


208


Corporate T&E Credit Cards ~ 276 (approx. 12,700 transactions)



T&E Review Center Statistics


2012


QuestDirect.org


U.S.(YTD)


Expense sheets submitted > 19,303


Pre
-
pay Audits


812


Post
-
pay Audits


0


Corporate T&E Credit Cards
~
4,250 (approx. 95,700 transactions)


Procurement (P) Cards
~
153


Canada (YTD)


Expense sheets submitted > 1,116


Pre
-
pay Audits


221


Post
-
pay Audits


0


Corporate T&E Credit Cards ~ 273 (approx. 5780 transactions)



T&E Review Center Statistics


2013


QuestDirect.org


Europe (YTD)


United Kingdom

Exp

Rpts

= 1526


JPMC cards = 281


Ireland


Exp

Rpts

= 68



JPMC cards = 13


Germany


Exp

Rpts

= 852

Postpay

= 244


Spain


Exp

Rpts

= 213


France


Exp

Rpts

= 176


Netherlands


Exp

Rpts

= 172

Postpay

= 9


Italy


Exp

Rpts

= 77


Denmark


Exp

Rpts

= 63


Postpay

= 3


Sweden


Exp

Rpts

= 62


Postpay

= 12


Switzerland


Exp

Rpts

= 30





T&E Review Center Statistics


2013


QuestDirect.org

PCard /
T&E Corporate
Cards

PeopleSoft
Simplified Part 2

Scott Fameree

Integrys Business Support, LLC

sjfameree@integrysgroup.com


Session #102860

July 25, 2013

10:30 a.m.


Attend the exciting second part of
this discussion to hear how
another company brings in
corporate card data to PeopleSoft.

QuestDirect.org

APRIL 7
-
11, 2014

Sands Expo and Convention
Center

Las Vegas, Nevada

QuestDirect.org/COLLABORATE

COLLABORATE 14
-

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