EM Time and Expense

Training for Engagement Managers

April 2011
So Everyone Benefits…

• Do turn off your cell phones

• Do feel free to ask questions

‒ If your question is off-topic or will be discussed later in the training course, we
will write it on the Parking Lot chart to be sure we cover it

• Do keep discussions at class level

• Don‘t leave this class confused

2 ©2011 Deloitte Touche Tohmatsu India Private Limited

About this Course

Course Prerequisites:
• EM00 – EM Overview

Why Am I Here?
• This course is designed to provide Deloitte India Project Managers an
understanding of the Time and Expense entry process, Time correction, and
Expense approval process. This course also explains the SAP Portal pertaining
to Time and Expense processes

Target Audience:
• Deloitte India Engagement Managers (Project Managers)

3 ©2011 Deloitte Touche Tohmatsu India Private Limited

Learning Objectives

Upon completion of this course, you should be able to:

• Describe key process changes
• Describe Time entry process
• Explain Timesheet correction
• Explain missing Time and missing Timesheet report
• Describe the Trip Advances and Expenses process
• Explain approval process for Trip Advances and Expenses

4 ©2011 Deloitte Touche Tohmatsu India Private Limited

About this Course

Lesson 1: Time Entry and Correction

Lesson 2: Expense Entry and Approval

Review and Next Steps

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Lesson Objectives

Upon completion of this course, you should be able to:

• Describe key process changes
• Describe the Portal Timesheet entry process
• Describe the applicability of Time entry
• Explain the features of Portal Time entry
• Explain how attendance and absence is recorded in the Portal
• Describe the approval process for Timesheets
• Explain missing Time and missing Timesheet report

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Key Process Changes

Time Entry and Correction Process

• No offline Timesheets allowed.
• Timesheets will be entered on a weekly basis (cut-off by Monday noon for the
previous week). If an Employee does not enter Time within the required
timeframe, a missing Timesheet report is run weekly and the Employee is
informed by e-mail.
• Time entered is automatically approved in the system—no manager approval is
needed.
• If Time entered is incorrect, the manager informs the Employee to correct the
Time. Employees can correct the Time entered for the past 4 weeks, excluding
the current week.
• Delays in timesheet correction would get escalated to Partners.
• Usage of Attendance / Absence types for non-billable Time / leave booking.

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Timesheet Entry Process

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Time Entry – Validations

• Time cannot be booked for dates preceding the start date of the Engagement
• A warning is displayed by the system if an Employee enters more hours than the
expected number of hours that he is supposed to work on a day. This value is set
in the HR Master data as per the work schedule rule assigned to the Employee

Number of hours recorded 10.00 exceeds target hours 8.00

Yellow triangle alert is a warning message. For example, you entered 10 hrs for a
day which is above 8 hrs (standard hrs). You can proceed to complete the
transaction. Similarly, an alert is displayed when you enter lesser than std. hrs.

Employee No.00007801 is Not Assigned to this Engagement 1200000011

Red circular alert indicates an error while executing the transaction. The
transaction will not proceed till you have corrected the data.

Your data has been saved

Green alert box indicates you have successfully executed the transaction.

9 ©2011 Deloitte Touche Tohmatsu India Private Limited

Time Entry – Features

• You can enter planned leaves for future dates. When going on a planned leave,
employees should enter leave information and submit their timesheet before
going on leave. This would ensure weekly timesheet(s) submission even while on
a planned leave
• Timesheets submitted with future time entries will also be created in the
APPROVED status
• In addition to the Time entries for Client Engagements, Employees are also
required to fill in Timesheets for any internal work, idle Time, and absence from
work. The Record Working Time link in the SAP Portal has an Att./abs. type field
to specify such information

10 ©2011 Deloitte Touche Tohmatsu India Private Limited

Attendance Types
The following are the Attendance Types for non-billable work for Deloitte India:
Attendance Attendance Text Used to Enter
Code
3001 Internal Meetings and Internal meetings and administration
Office Administration work
3002 Professional Learning Work against learning and education
and Education
3003 Business Development Work against business development
3004 Proposals Preparation Work against proposal preparation
3005 Seminars and Work related to seminars and
Conferences conferences
3006 Internal Projects Work related to internal projects
3007 Industry Work Work related to industry work
3008 Recruitment Any activity against recruitment
3009 Idle Time Any idle Time
3010 Holiday Public Holiday
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Absence Types

• The following are the Absence Types for Deloitte India:

Absence Absence Text Used to Enter

Code
1000 PTO Any leave against the Normal Leave quota
1003 Ad-hoc Public Holiday Unforeseen holidays due to any natural or
political issue; also used by Employees
temporarily working from a location other
than their home location to enter Public
holidays appearing in their host location.

• The HR Time Management sub-module has the Holiday Calendar details

captured for each location (city). This ensures that the approved holidays are
shown in the Time-sheet with target hours as zero. However, Employees need to
book time on approved holidays.

! Employees need to book leave / vacation in SAP as well as in D-People.

12 ©2011 Deloitte Touche Tohmatsu India Private Limited

Approval Process for Timesheets

• Time sheets in SAP do not require an approval. Time entered will be saved in
the Approved status
• If Time entered by an Employee is incorrect, the Manager informs the Employee
via an e-mail. The Employee makes the necessary correction using the Portal
• Delays in corrections would be escalated to partners via e-mail

13 ©2011 Deloitte Touche Tohmatsu India Private Limited

Missing Time / Missing Timesheet Reports

• The SAP system generates a Missing Timesheet Report. This will be scheduled
to run on a weekly basis to obtain list of Missing Time and Missing Time Sheet
reports
• Based on the report, the Employees whose Timesheets are missing are informed
via an auto-generated e-mail

SAP Missing Timesheet Report

(BCM personnel)

Employees whose Timesheets

are missing are informed

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Knowledge Check

1. True or False:
a) It is mandatory to enter attendance / absence type
code while booking Time on a Billable Engagement.
b) Employee can book Time on an Engagement with
status ‗PCIE'.
c) Employee needs to book ‗Leave‘ in both SAP Portal
and D-People.

15 ©2011 Deloitte Touche Tohmatsu India Private Limited

Lesson Review

You should now be able to:

• Describe key process changes
• Describe the Portal Timesheet entry process
• Describe the applicability of Time entry
• Explain the features of Portal Time entry
• Explain how attendance and absence is recorded in the Portal
• Describe the approval process for Timesheets
• Explain missing Time and missing Timesheet report

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Agenda

Lesson 1: Time Entry and Correction

Lesson 2: Expense Entry and Approval

Review and Next Steps

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Lesson Objectives

Upon completion of this lesson, you should be able to:

• Describe the domestic travel Advance and Expense process
• Describe the foreign currency Advance and Expense process
• Explain the steps to enter Advance request in INR and Foreign currency
• Explain steps to enter Expense claims in INR and Foreign currency
• Explain the approval process for Advances and Expenses
• Describe the process to cancel Travel Advance

18 ©2011 Deloitte Touche Tohmatsu India Private Limited

Key Process Changes

Advance and Expense Entry & Approval Process

• Request for Advances will be routed through SAP and Expenses will be booked
against an advance where ever applicable
• A Trip is created when employee creates an Advance Request or submits
expense reports using the portal
• Employees will print a hard copy of the report and submit for approval process
• Employee can track status of advances in SAP Portal

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Advance and Expense Process (Domestic)

Employees will use the SAP portal for requesting an advance or entering expenses
for domestic travel.

Employee can create a new

Trip for an Advance Request Record Expenses
and subsequently record Advance Request
(Against Advance)
expenses in the same Trip.

Employee can create a new Record Expenses

Trip for recording Expenses (without an
(without an Advance). Advance)

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Travel Request Creation (Domestic)

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Expense Report Creation (Domestic)

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Foreign Currency Advance and Expense

Employee will send the Travel Request Form (forex, air tickets, hotel, etc.) to Travel
Desk and will later record expenses (foreign currency) using the SAP portal.

On disbursement of foreign
currency, Travel Desk will Creates Trip for Record Expenses
upload a file to create a Trip. Advance (Against Advance)
Later, the Employee will record
expenses in the same Trip.
Travel Desk Employee

If an advance is not availed, the Record Expenses

Employee can create a new (without an
Trip for recording expenses. Advance)

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Travel Request Creation (Foreign Currency)

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Foreign Currency Advance Process

Employee sends the Travel Request Form (TRF) for foreign currency advance in
an e-mail to the partner for approval with a copy to Travel Desk.

Partner reviews and approves the TRF for foreign currency, air tickets etc.

Travel Desk communicates the TRF details to Third Party Vendor (Carlson
Wagonlit Travel).

Third Party Vendor issues Foreign Currency directly to the Employee and
provides an invoice (employees copy).

Trip for foreign currency Advance will be created by Travel Desk on receiving
the upload file from Third Party Vendor.

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Expense Report Creation (Foreign Currency)

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Expense Report Creation (Foreign Currency)

If Forex advance is availed, Travel Desk will create a Trip. Later, employees will
book foreign currency expenses against the same Trip.
If an advance has not been availed, employees will create a new Expense
Report to enter foreign currency expenses.

Signature approval on the Trip printout by the Engagement Manager.

Signature approval on the Trip printout by the Engagement Partner.

Employee submits the approved Trip printout together with supporting bills to the
F&A team for final approval and payment processing.

27 ©2011 Deloitte Touche Tohmatsu India Private Limited

Cancel / Return Travel Request (advance)

Cancel Advance:
• If the travel request (advance) needs to be cancelled, and the Trip has not been
approved and processed by Finance, the Employee can delete the Trip using
the portal. This process is same for domestic & foreign advances
Return Unused Advance:
a) Unused INR advance is returned to finance by submitting a cheque along with
the Trip expense printout (with partner‘s approval)
b) Unused Foreign Advance:
− Return forex to third party vendor (CWT)
− CWT issues an encashment certificate mentioning the forex returned,
exchange rate and INR equivalent of the same. Also, CWT issues a cheque
in INR equivalent, payable to Deloitte Entity of the employee
− Employee submits the encashment certificate & the cheque along with the
expense printout (duly approved) to Finance for trip settlement
c) Finance shall make necessary accounting adjustments and settle the Trip

28 ©2011 Deloitte Touche Tohmatsu India Private Limited

Lesson Review

You should now be able to:

• Describe the domestic travel Advance and Expense process
• Describe the foreign currency Advance and Expense process
• Explain the steps to enter Advance request in INR and Foreign currency
• Explain steps to enter Expense claims in INR and Foreign currency
• Explain the approval process for Advances and Expenses
• Describe the process to cancel Travel Advance

29 ©2011 Deloitte Touche Tohmatsu India Private Limited

Agenda

Lesson 1: Time Entry and Correction

Lesson 2: Expense Entry and Approval

Review and Next Steps

30 ©2011 Deloitte Touche Tohmatsu India Private Limited

Review of Learning Objectives

You should now be able to:

• Describe key process changes
• Describe Time entry process
• Explain Timesheet correction
• Explain missing Time and missing Timesheet report
• Describe the Trip Advances and Expenses process
• Explain approval process for Trip Advances and Expenses

31 ©2011 Deloitte Touche Tohmatsu India Private Limited

Next Steps

Parivartan end user support

Help Desk Phone: +91-22-66195999
Web based call logs: http://inmum0131:8180/HeatWebUI/hss/HSS.html

Practice environment
DO NOT USE THE TRAINING IDs OUTSIDE THE
CLASSROOM.
Sandbox access will be provided on request. E-mail
your request for sandbox access to:
[email protected]

Parivartan Training Website

Student Handouts | BPPs | Job-Aids:
https://www.deloitteresources.com/pgSection.aspx?sid=110834

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©2011 Deloitte Touche Tohmatsu India Private Limited.