Every business or organization essentially has two financial flows revenue and expenses. Money coming in is, obviously, what keeps a business afloat and allows it to operate for any extended period. However, once the money comes into an organization, there needs to be a surefire way to track expenses and keep costs minimal and manageable. That’s why the spotlight is on transforming the travel and entertainment (T&E) and accounts payable (AP) processes. This two part seminar will explore modern best practices, the impact of digitization and the critical controls to consider for your T&E and AP processes.

Part 1 – T&E Best Practices and Process Transformation

Technology may have opened up new ways for individuals to connect, but there is still no substitute for face-to-face communication. U.S. companies collectively spend hundreds of billions of dollars each year on travel and entertainment. Considering that travel and entertainment spending also represents a big part of the typical company’s budget, the efficiency and effectiveness of managing employee expense reports can have a significant impact on an organization’s financial performance and profitability. And business travel is continuing to increase as evidenced by the statistics below.

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  • Business travel is expected to grow to $1.6 trillion in annual spend by 2020 (GBTA).
  • Business travel is expected to grow 6% between 2018 and 2019 (Deloitte).
  • U.S. travelers took 462 million domestic business trips. This figure was forecasted to rise to 499.4 million by 2022. (Statista)
  • In 2017, the United Kingdom spent $50bn USD on business travel (Statista)
  • Business travel is increasing disproportionately. When surveyed in 2018, 77% of travel managers in India expected their company to spend more on business travel in 2019. In Spain, 25% of travel managers shared the same view (Statista)
  • The proportion of women business travelers is growing. In the US, 47% of business travelers are now women (CreditDonkey).
  • Business travel accounts for 22.2% of the contribution of travel and tourism to Europe’s GDP. Business travel in Western Europe grew 4% in 2017 versus 2016 (Spendesk).

Finally, to stress the value and importance of the T&E process, The Economist Intelligence Unit surveyed chief financial officers and other financial managers across the U.S., U.K., France and Germany earlier this year, and found that more than 60 percent lack complete visibility into company expenses. According to Coupa, which commissioned the report, the data revealed the importance of migrating T&E processes to the cloud, enabling digitization of expense data and allowing managers to gain visibility into that data.

Part 2 – AP Best Practices and Process Transformation

The accounts payable process can be very complex, but doesn’t have to be with the knowledge and implementation of best practices and automation. Regardless of a company's size, the mission of accounts payable is to pay only the company's bills and invoices that are legitimate and accurate. Best practices, internal controls and automation can reduce the complexity of the process and can ensure that payments are accurately made to a valid and compliant supplier.

This seminar focuses on the end-to-end accounts payable process, considers the linkage to the P2P process, and the impact of digitization. This seminar will also address the current trends in the accounts payable process which include eInvoicing, ePayment, Robotic Process Automation (RPA), Artificial Intelligence (AI) & Machine Learning, and eAccounting. This session will consider the implementation of these trends and how the accounts payable process can be modernized.

The accounts payable process or function is immensely important since it involves nearly all of a company's payments outside of payroll. This seminar will provide the best practices, tools, and internal controls that will help to safeguard a company's cash and other assets. The information and tools provided will establish the foundation required for current internal controls and compliance in order to:

  • Ensure that suppliers are validated in the supplier master file to ensure regulatory compliance
  • Prevent paying a fraudulent invoice
  • Prevent paying an inaccurate invoice
  • Prevent paying a supplier invoice more than once
  • Be certain that all supplier invoices are properly accounted for to ensure an accurate fiscal close

Learning Objectives

Part 1 – T&E Best Practices and Process Transformation
  • Understand all the components, dependencies and interdependencies of the T&E process.
  • Define the impact of the T&E upon the corporate payment process.
  • Determine how the T&E process should be organized for maximum efficiency.
  • Define the roles and responsibilities for the T&E process.
  • How to develop an embraceable and enforceable T&E policy.
  • Understand the types and impact of corporate credit cards.
  • Learn when and how to the use of the corporate cardholder’s agreement.
  • Define the details of the internal controls for a T&E process.
  • Understand what regulatory compliance means to the T&E process.
  • Identify the T&E metrics that will work the best for your T&E process.
  • Using T&E spend data for decision making
  • Learn how to transform empower your T&E team with digitization.
  • Define a blueprint for T&E digitization.
Part 2 – AP Best Practices and Process Transformation
  • Apply accounts payable best practices in a digitized world.
  • Determine how AP is a key component of the Procure to Pay (P2P) process.
  • Tap into the value of the AP process with best practices in the areas of metrics, analytics, and spend analysis.
  • Determine the process linkages and connection to the P2P process which includes supplier selection, contract & purchase order, supplier master best practices and the impact of good “front end” processes on the payment process.
  • Delve into the risks and controls needed to ensure compliance from supplier selection through invoice processing, payment and accounting.
  • Review the risks and internal controls for the AP process starting with the supplier onboarding process through the financial close.
  • Understand what regulatory compliance means to the AP process.
  • Define the key dependencies and the business partnerships needed to make the accounts payable process successful.
  • Obtain examples of AP policies and procedures.
  • Define blueprints for both AP and P2P digitization.

Who will Benefit:

  • Financial Officers
  • Controllers
  • Assistant Controllers
  • Shared Service Executives
  • Chief Procurement Professionals
  • Procurement Professionals
  • Risk Officers
  • Internal Auditors
  • AP Managers
  • AP Supervisors
  • AP Associates
  • Accounting Managers
  • Accountants
  • Payment Processors
  • T&E Professionals
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Day 01(8:30 AM - 4:00 PM)
  • 8:30 - 9:00 - Registration Process
  • 9:00 - 9:30 - Session Start Time, Attendee Expectations and Agenda Review
  • 9:30 - 10:30 - An Overview of The T&E Process and Where to Digitize
    • The T&E Process Flow: Manual vs. Digitized
    • T&E Process Benchmarks and Statistics
    • Applying T&E Policy Best Practices
    • Where, How and Why to Digitize Your Manual Process
    • Blueprints for Success
  • 10:30 - 10:45 - Morning Coffee Break
  • 10:45 - 12:00 - T&E, The IRS, and Other Regulatory Compliance Requirements
    • T&E Expenses: Tip for IRS Compliance
    • IRS Deduction Rules
    • IRS Publication 463 (2018), Travel, Gift, and Car Expenses
    • The Impact of FCPA on the T&E Process
    • Other Regulatory Compliance Considerations
  • 12:00 - 12:45 - Lunch
  • 12:45 - 1:45 - Developing a T&E Policy that Works
    • T&E, Ethics and Code of Conduct
    • Organize Your T&E Process for Maximum Efficiency.
    • Roles and Responsibilities for the T&E process.
    • How to Develop an Embraceable and Enforceable T&E policy.
    • Defining and Dealing with the Exceptions
    • Examples of T&E Policies
  • 1:45 - 2:45 - Metrics, Analytics, and Trends in Travel Expenses
    • Processing T&E Expenses in a Digitized World
    • Key Metrics and Analytics
    • Measuring Process Efficiency
    • Analyzing T&E Spend Data
    • Examples of T&E Metrics and Analytics
  • 2:45 - 3:45 - Managing Risk in Your T&E Process
    • The Three Critical Corporate Controls
    • What are the Red Flags: Identifying Cash Leakage in the T&E Process
    • Your T&E Internal Controls Program
    • The Top 20 Controls for Your T&E Process
    • Case Studies - What Went Wrong?
  • 3:45 - 4:00 - Concluding Remarks - Day 1
Day 02(8:30 AM - 4:00 PM)
  • 8:30 - 9:00 - Session Start Time, Attendee Expectations and Agenda Review
  • 9:00 - 10:00 - Accounts Payable (AP) Process Review
    • The Key Components of the AP Process
    • AP Process Dependencies and Interdependencies
    • How AP Fits into the Procure to Pay (P2P) Process
    • Case Studies - The Changing Role of AP
  • 10:00 - 10:15 - Morning Coffee Break
  • 10:15 - 11:00 - Best Practices in the Supplier Onboarding Process
    • Supplier Master Best Practices: Are Your Supplier's Real?
    • An Overview of Regulatory Compliance Requirements for Your Supplier Master
    • A Look at OFAC, OIG, FCPA, AML, KYC and SOX 404 Requirements
    • Supplier Master Best Practices
    • Your Supplier Master Checklist
  • 11:00 - 12:00 - AP Policies and Procedures
    • AP Policies and Procedure Examples from Supplier Master to the Monthly Close
    • Spotlight on P-Card Best Practices
    • Roles and Responsibilities and Sample Job Descriptions
  • 12:00 - 12:45 - Lunch Break
  • 12:45 - 1:45 - Measuring AP Process Performance
    • Your AP Scorecard: A Look at Key Metrics and Analytics
    • Implementing Results Driven Metrics
    • A Look at P2P Metrics
    • Examples of AP Analytics
  • 1:45 - 2:45 - Managing Risk in Your AP Process
    • The Three Critical Corporate Controls
    • Identifying Cash Leakage in the AP and P2P Processes
    • What are the Red Flags?
    • The Top Twenty AP Controls that will Detect and Prevent Risk
    • AP's Impact on the Financial Close
    • Spotlight on Payment Risk and Controls
    • Case Studies - What Went Wrong?
  • 2:45 - 3:00 - Afternoon Break
  • 3:00 - 3:45 - Where, How and When to Digitize Your AP Process
    • Map Digitization Opportunities to the AP Process Flow
    • Examples of AP Digitization
    • Your AP Digitization Blueprint
  • 3:45 - 4:00 - Concluding Remarks
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Chris Doxey

Chris Doxey
Owner and President, ChrisDoxey, Inc.

Chris has been the owner and president of Doxey, Inc. since 2012. She provides management consulting services to clients such as NACHA, Oracle and Mastercard. She advises her clients on how to implement leading edge best practices and automation in the areas of internal controls, risk management and metrics for financial operations. She specializes in the procure to pay (P2P), order to cash (O2C) and record to report (R2R) processes.

Chris held senior finance and controller positions at Digital Equipment Corporation, Compaq, and Hewlett Packard and MCI which allowed her to develop and implement standards of internal control and leading practices for all aspects of financial operations. She was recruited to lead WorldCom (MCI) in the implementation of SOX 404, internal controls, and corporate governance policies and procedures.

Chris also held senior management positions at accounts payable recovery firms which included APEX and Business Strategy, Inc. (BSI). As a consultant, she worked with PRGX to implement a self-audit tool for the accounts payable payment process.

She holds a bachelor's degree in English, a bachelor's in accounting, a master's in business administration, and has a graduate certificate in project management. She is a Certified Accounts Payable Professional (CAPP) and holds a Certification in Controls Self-Assessment (CCSA). Chris is also a Certified Internal Controls Auditor (CICA), and a Certified Professional Controller (CPC).

Chris is a member of the Institute of Internal Auditors (IIA), the Institute for Internal Controls (The IIC), and the Institute of Management Accountants (IMA). She is also a member of the advisory board for The IIC and The Exchange Summit.

Chris a sought after speaker at global conferences and presents several webinars each year. As a published author, she writes numerous blogs and whitepapers. Her books, “The Internal Controls Toolkit” and “The Fast Close Toolkit” will be published by Wiley later in 2019.

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Local Attractions of Philadelphia, PA

Philadelphia Museum of Art

Philadelphia Museum of Art

The Philadelphia Museum of Art sits majestically on a rise at the end of the Benjamin Franklin Parkway. The vast collections of this temple of art make it the third-largest art museum in the country, and an absolute must-see on the city's cultural circuit.
Among its impressive holdings in Renaissance, American, Impressionist and Modern art, some standouts include a great Rogier van der Weyden altarpiece, a large Bathers by Cezanne, a room devoted to Philadelphia's own Thomas Eakins, and Marcel Duchamp's notorious mixed-media Bride Stripped Bare by her Bachelors (The Large Glass), exactly as the dada master installed it.

Valley Forge National Historical Park

Valley Forge National Historical Park

With more than 3,600 acres of rolling hills and well-worn trails, Valley Forge is now a magnet for runners, bicyclists and picnickers as well as history buffs.
The vast expanse of open space links the Schuylkill River Trail to the Horse Shoe Trail, turning the park into a major hub in a 75-mile system linking Philadelphia to the Appalachian Trail.

The Liberty Bell Center

The Liberty Bell Center

The Liberty Bell has a new home, and it is as powerful and dramatic as the Bell itself. Throughout the expansive, light-filled Center, larger-than-life historic documents and graphic images explore the facts and the myths surrounding the Bell.

National Constitution Center

National Constitution Center

The 160,000-square-foot National Constitution Center explores and explains this amazing document through high-tech exhibits, artifacts, and interactive displays. The Kimmel Theater, a 350-seat star-shaped theater, features “Freedom Rising,” a multimedia production combining film, a live actor and video projection on a 360° screen to tell the stirring story of “We the people.”

The Franklin Institute

The Franklin Institute

An innovator in designing hands-on exhibits before “interactive” became a buzzword, The Franklin Institute is as clever as its namesake. Its eminently touchable attractions explore science in disciplines ranging from sports to space.
Highlights include The Sports Challenge, which uses virtual-reality technology to illustrate the physics of sports; The Train Factory's climb-aboard steam engine; Space Command's simulated earth-orbit research station; a fully equipped weather station; and exhibits on electricity.

The Barnes Foundation

The Barnes Foundation

The Barnes Foundation was created in 1922, a school originating with Barnes’ educational experimentation in his Argyrol (pharmaceutical) factory. Barnes and The Foundation’s first director of education, John Dewey, were interested in fostering cognitive development through new approaches to education, and in heightening critical-thinking and problem-solving skills through the study of art. Barnes, like Dewey, was actively engaged in development of an intellectual framework and educational philosophies and practices with many of the best artists and thinkers of his day.

The Rocky Statue

The Rocky Statue

One of Philadelphia’s most famous pieces of public art is a bigger-than-life boxer… literally. Originally created for Rocky III, the sculpture is now a real-life monument to a celluloid hero. The fictional Rocky Balboa of Sylvester Stallone’s Rocky movies was immortalized in bronze in 1980. After filming for the movie completed, Stallone donated the statue to the City of Philadelphia.

Franklin Square

Franklin Square

Franklin Square, one of Philadelphia’s five original public squares laid out by William Penn in his original plan for the city, has undergone a dramatic renovation. The park now boasts several family-friendly attractions, including a miniature golf course, classic carousel, burger joint, storytelling bench, picnic area and more.

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