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PCard / T&E Corporate Cards

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. Agenda. Chubb and Son information PeopleSoft footprint at Chubb T&E PCards Supplier PCards Audits and Statistics.

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PCard / T&E Corporate Cards

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  1. 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.

  2. Agenda Chubb and Son information PeopleSoft footprint at Chubb T&E PCards Supplier PCards Audits and Statistics

  3. Background Information on Chubb For more than 130 years, delivering exceptional property and casualty insurance products and services to businesses and individuals around the world.

  4. Chubb Group of Insurance Company – At a Glance We are the 12th largest property and casualty insurance company in the United States and have a worldwide network of some 120 offices in 26 countries staffed by 10,200 employees.

  5. Chubb Financially Strong and Stable $52.2 billion in assets and $13.6 billion in revenues in 2012 202nd 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

  6. Chubb Awards and Recognition 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 11th Consecutive year in Survey Licensed by the Great Place to Work Institute – Chubb’s Rank is #7 (November, 2012)

  7. Geography of Deployed PeopleSoft Modules

  8. PeopleSoft Implementation History – Key Milestones 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

  9. PeopleSoft Implementation History – Key Milestones 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

  10. Pcards/T&E – Chubb Overview

  11. T&E My Wallet 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)

  12. T&E My Wallet 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)

  13. T&E My Wallet 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

  14. T&E My Wallet 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

  15. T&E My Wallet 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

  16. T&E My Wallet 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

  17. T&E Review Center 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)

  18. Procurement Cards Why Procurement Cards? House Counsel AP invoices reduced by PCards Default coding Quicker payment to vendors

  19. Procurement Cards 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

  20. Procurement Cards 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

  21. Procurement Cards 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

  22. Supplier Procurement Cards Define supplier cards Objectives with Sourcing area and AP Partnership with vendor Need for 3rd level data Quicker payment to vendors Reduced work for Chubb procurers

  23. Accounts Payable Statistics - 2012 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)

  24. T&E Review Center Statistics – 2012 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)

  25. T&E Review Center Statistics – 2013 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)

  26. T&E Review Center Statistics – 2013 Europe (YTD) United Kingdom ExpRpts = 1526 JPMC cards = 281 Ireland ExpRpts = 68 JPMC cards = 13 Germany ExpRpts = 852 Postpay = 244 Spain ExpRpts = 213 France ExpRpts = 176 Netherlands ExpRpts = 172 Postpay = 9 Italy ExpRpts = 77 Denmark ExpRpts = 63 Postpay = 3 Sweden ExpRpts = 62 Postpay = 12 Switzerland ExpRpts = 30

  27. Attend the exciting second part of this discussion to hear how another company brings in corporate card data to PeopleSoft. PCard /T&E Corporate Cards Scott Fameree Integrys Business Support, LLC sjfameree@integrysgroup.com Session #102860 July 25, 2013 10:30 a.m. PeopleSoft Simplified Part 2

  28. Save the Date APRIL 7-11, 2014 Sands Expo and Convention Center Las Vegas, Nevada QuestDirect.org/COLLABORATE COLLABORATE 14- Quest Forum is THE source for PeopleSoft roadmaps & news. It matters where you register! All PeopleSoft education and events run through Quest

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