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ExpenseCloud Is Now TriNet Expense

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Nearly two years ago, ExpenseCloud was acquired by TriNet, a leading cloud-based provider of HR services to 1000s of clients in a variety of industries. TriNet’s core services include Payroll, Benefits, Workers’ Compensation and employment law compliance. Since the acquisition, TriNet has dedicated a great amount of investment to help improve the ExpenseCloud product and grow the team to best serve you, our clients.

TriNet has utilized both organic and acquisitive means to become a multi-product company with offerings designed to meet the requirements of various markets, industries, and clients. In order to bring this entire array of products under one common brand, TriNet is releasing a new brand architecture unifying all products under the TriNet corporate name, logo, and colors, while still keeping the distinct product names.

You will notice the new branding appearing on the ExpenseCloud website as we transition to the name TriNet Expense. This change should have no impact on you. We are proud to be part of a company that shares our commitment to providing everything businesses need to manage the entire expense reporting process online or from a mobile device.  Changing a name is never simple and will take several months to fully implement, including rebranding our mobile apps. You can continue to access your account from www.expensecloud.com or soon from our new URL, www.TrinetExpense.com . To learn more about TriNet, please visit us www.trinet.com. If you have any questions, please feel free to contact our support team at support@trinetcloud.com.

IRS Announces 2014 Standard Mileage Rate

On December 6th, 2013 the Internal Revenue Service issued Notice 2013-80. This annual document announced the 2014 standard mileage rates for business, charitable, medical, or moving expenses. Beginning January 1, 2014, the standard mileage rates for use of an automobile (which includes vans, cars, pickups or panel trucks) will be:

  • 56 cents per mile for business miles driven
  • 23.5 cents per mile driven for medical or moving purposes
  • 14 cents per mile driven in service of charitable organizations.

The rate for business miles is actually one-half cent down from the 2013 rate, mainly due to the cost of fuel decreasing from last year. When entering in mileage, an employee has the option of entering in an odometer change, miles driven, or can actually calculate the distance driven by using Google Maps directly from our application. When the miles driven are calculate by any of the above options, this is then automatically multiplied by the rate you have setup for your company. With ExpenseCloud, our system always defaults new users to the current IRS business millage reimbursement rate. Company owner can decide to change this rate, or have users select their own rate within our company settings section. To change your company mileage rates to comply with the new 2014 IRS rules, please go to Settings > Company Settings  and enter in .56. Once saved, all employees will have their accounts updated to this new rate.

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ExpenseCloud Introduces Shared Platform for Accounting Integrations

ExpenseCloud’s latest release features the ability to install multiple company files within one accounting integration. This feature benefits Administrator users who need to manage expense reporting for multiple companies or subsidiaries and prefer to do so from a single account. Company Owners and Administrators will need to share the integration to specific users with controlled permissions. Users will no longer have to install the integration separately on their individual account as the company owner/admin can enable the integration in the Manage Users settings. The following instructions will provide information on sharing integrations, allowing users to setup their own integrations, and setting up a secondary integration.

How to share the current integration:

1) Company Owners and Admins (who have an accounting integration already installed) can edit their current integration by viewing Settings > Personal Settings > Reports > Intacct / NetSuite / Quickbooks > Edit.

2) A new selection box is shown “Make Integration Visible to Company.” Please check this box if you would like to share the integration with specific users within your company. Click “save” to update your current integration.

 

ExpenseCloud_Settings_-_Intacct

 

3) View the user settings in Company Settings > Manage Users. Click on the user’s email address that you would like to share the integration permissions. Select the permissions and click “save.”

 

ExpenseCloud_ManageUsers_Permissions

 

How to allow users to setup their own integrations:

The Company Owner/Administrator can also set a permission to allow users the ability to integrate their own accounting integration. The Company Owner/Administrator can enable this feature by viewing Setting > Company Settings. There will be a check-box shown to “Allow Users to Setup Their Own Integrations.” Users will now have the ability to setup their own integration in Settings > Accounting/ERP.

 

ExpenseCloud_Settings

 

How to install/manage a secondary integration:

1) View Settings > Accounting / ERP

2) Select “Install” for NetSuite or Intacct (Adding Multiple Quickbooks files coming soon!)

3) The integration settings will show to set up your secondary integration. Click “Save” to complete the set-up process. The second integration settings will be shown in Settings > Personal Settings > Reports > NetSuite/Intacct

 

 

 

ExpenseCloud_Settings

We love to hear from our customers. Feel free to reach out to ExpenseCloud if you have any questions or recommendations regarding the new features. You can reach us directly at @ExpenseCloud or Support.

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Polycom’s Expense Report Scandal Shows Need for Expense Policy Enforcement

 

Polycom Stock Drops 15% Following Expense Report Fraud

This past week, the CEO of Polycom, Andrew Miller, unexpectedly resigned from his position as President and CEO of the company after “irregularities” had been discovered in his expense reports. He took responsibility for the policy infringement and willingly stepped down from his position. Shares for the company dropped and $273 million in market capitalization was lost as a result of the resignation. The ordeal leaves a harsh reflection of the financial integrity of the company but allows it to rebound in the right direction. You can read more at UC Strategies Report.

 

The Importance of Expense Policy Enforcement

This unfortunate incident reminds us of the importance of financial integrity in an organization, as well as the need for a set of standards which we need to adhere to in order to maintain that integrity. ExpenseCloud mitigates the possibility of policy violations and irregularities in expense reports by enabling company-wide expense policy enforcement. This unique feature allows all administrators and approvers to create stringent and custom policies to best fit the needs of the company. This ensures that employees follow guidelines on how they should be submitting an expense report. Set up is easy and can go into effect in a matter of seconds. When a violation occurs, both the report submitter and approvers are notified and the employee is given the opportunity to see the violation in real-time, before he submits his or her report.

 

We hope that these features increase your experience with our product, and if you have any questions or recommendations we would love to hear from you. You can reach us at @ExpenseCloud or Support.

Best,
The ExpenseCloud Team

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ExpenseCloud Mobile 2.4 for iPhone & Android Now Available

The latest update to our mobile applications includes updates to the reports page, time tracking, mobile receipts, and expense policy warnings. You can download the latest versions of the applications at iTunes Store or the Google Play Store.

 

New Reports Page in ExpenseCloud Mobile 2.4

New Reports Page in ExpenseCloud Mobile 2.4

With our latest update, we gave the Reports page a whole new look and feel, and significantly increased its functionality. You can now view full report and approval history, add notes to any report, and directly add expenses from within the report.

 

Policy Violations Warnings in ExpenseCloud Mobile 2.4

Mobile Expense Policy Warnings

We’ve added policy warning symbols to expense line items, notifying submitters and approvers where policies violations exist in report. Our new policy warning symbols make it even easier for submitters and approvers to address any line item violations before they submit the report.

Time Entry update in ExpenseCloud Mobile 2.4

Time Entry

The time entry has been overhauled with the ability to switch between the time entry and timer modules. Also new is the ability to select tasks, clients and projects configured online. The Time Entry has been overhauled with the ability to switch between manual time entry and an automated timer. Users can then specify which task, client, or project their hours will be assigned to.

Adding Receipts to iPhone in ExpenseCloud Mobile 2.4

Mobile Receipts

Your receipts folder will now seamlessly sync between your mobile and online accounts. When you take a picture of a receipt, you can prevent it from being saved to your phone, and see when it uploads to your account.

 

If you have any questions, requests or feedback, please feel free to reach out to us at @ExpenseCloud or our email Support,

 

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New Feature: Department Policies

Managing Department Policies

Our March 13th release contained a power new feature for expense policies – the ability to filter the policy by expense location and department. Here are some examples:

  • Company’s NY Hotel policy is you can’t spend over $499 per night.
  • Only users in the Sales Department can submit a cell phone bill over $75.00
  • Only the Sales Department is allowed to spend money on Gifts over $500

Here is the policy setup for example #3 above:

Department Policies

This user is in the Marketing Department, so they received the policy violation saying they exceeded the Gift Policy.

Screen Shot 2013-03-13 at 3.19.52 PM

One of the other cool features we just released is automatically entering in the the user’s department and location for each expense entry. Just setup the user’s department or location  (in the Manager User Settings) and each new expense entered in will defaulted to these settings. You can get more details on setting up these custom lists here:

Let us know what you think. We would love to hear what policy examples you come up with!

 

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Tip of the Day: Creating Color Coded Expenses

Color Coded Expenses in ExpenseCloud

The team at ExpenseCloud has been busy adding some new features for our users these past few weeks. Here’s a cool new feature just added this week – a color coded way to see each billable and Non-Reimbursable Expenses in an expense report. Just check the box (Billable or Non-Reimbursable) to show which expenses contain these attributes. It’s a time saver and one that will help reconcile those corporate cards much faster! All of our new features will be released on our mobile applications so that they match ExpenseCloud’s online service.

 

Color Coded Billable and Non-Reimbursable Expenses

Also, Check out our Spending Analytics to see what your employee’s expenses are on and how to more efficiently manage Billable and Non-Reimbursable Expenses. Our job is to make the expense reporting process easier for every company and employee and to create a cohesive online-to-mobile experience.

If you have any ideas that would increase your experience with ExpenseCloud or help to streamline the expense reporting process please share them with us at @ExpenseCloud or Support.

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2013 Standard IRS Mileage Rates

On January 1, 2013, the Internal Revenue Service issued the 2013 IRS mileage rates. According to the Internal Revenue Service, the standard mileage rates are used to calculate the deductible costs of operating an automobile for businesses, charitable, medical or moving purposes.

  • 56.5 cents per mile for business miles driven
  • 24 cents per mile driven for medical or moving purposes
  • 14 cents per mile driven in service of charitable organizations

Taxpayers also have the option of calculating the actual costs of using their vehicle instead of using the standard mileage rates. By January 10, 2013 the IRS standard mileage rate will change in ExpenseCloud. Any mileage expenses from December 2012 will still remain at 0.555.

If you have yet to change the mileage rate in ExpenseCloud, you can do so by following these instructions:

Company Owner or Admin Set-Up

1. Sign into ExpenseCloud.com

2. Go to Settings > Company Settings > Company Settings

3. Enter in the new mileage reimbursement rate

4. Click “Save”

2013 Standard IRS Mileage Rates

 

Individual Users (Not Tied to a Company)

1. Sign into ExpenseCloud.com

2. Go to Settings > Personal Settings > Expenses

3. You will have the option to use the “U.S. IRS Rate” or “Use My Own Rate”

4. Click “Save”

Custom Mileage Rates in ExpenseCloud

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New Feature: Time Module Tracking (Beta)

Time Modules in ExpenseCloud

The ExpenseCloud Time (beta) module allows employees to track time and attendance. ExpenseCloud’s Time module is a great new feature for companies that need to record time based on task, project, client, location, department, and billable hours. Users create timesheets that can be submitted for approval within the company. To learn how to set up the ExpenseCloud Time module visit the help topic here.

Once a time entry has been entered, it will immediately create a timesheet for that week. ExpenseCloud’s timesheets are weekly based and only one timesheet can be submitted from the user per week. The timesheet can be accessible to any user with the Administrator or Bookkeeper role once the time entry has been created.

ExpenseCloud offers three ways to record time: daily view, weekly view, and clocking in/out (timer). The daily view lets users record billable or non-billable hours manually by selecting the task, client, project, department, and location. The weekly view contains the same parameters, but lets users create time entries based on the week. The clocking in/out (timer) will record the time entry based on when the user has clocked in and out. Users will have the ability to exit the ExpenseCloud application once they clock in. Time will be recorded until the user logs back in ExpenseCloud to clock out from the timer.

Companies can track internal time entries as well. ExpenseCloud recommends to create an internal project and client code for each time entry. You can set a user’s default project, customer, department, location and rate by going to Settings > Company Settings > Manage Users.

Time policies are a premium feature, but will be accessible to all users during beta. Companies can set time policies to notify users how to properly submit a timesheet. The user will be warned if a time policy violation occurs during submission. Users will be allowed to submit timesheets containing policy violations; however, they will be asked to provide an explanation of the violations to the approvers. Time policies can be set by going to Settings > Company Settings > Time Policies.

ExpenseCloud is interested in hearing your feedback regarding our new feature Time. Please email us at support@expensecloud.com or comment on our feedback forum with any suggestions or questions regarding Time. You can view our help topics on Time by clicking here.

 

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ExpenseCloud Expands Integration with Intacct Update

New Features Include IRS-Ready Receipt Integration, Credit Card Reconciliation and Expense Coding for Better Tracking

ORLANDO, Fla.,  – Intacct Conference — Cloud-based automated expense management software company ExpenseCloud today announced the debut of a first-of-its-kind cloud application feature that allows ExpenseCloud users to file expense receipt images directly into Intacct’s accounting system. The latest version of ExpenseCloud also simplifies both credit card reconciliation and the process of billing expenses to specific departments, locations or classes, satisfying the number-one service requested by users with Intacct Integration.

ExpenseCloud, an Intacct partner since 2009, was the first third-party expense management firm to support the Intacct platform, providing companies with tools to track and analyze business expenses and avoid the errors, time outlay and redundancies of traditional paper-driven accounting processes.

“ExpenseCloud’s technology has reduced some of the pain points, making expense report processing much more current, accurate and complete,” said John Martin, controller of Jaspersoft Corporation, a San Francisco, Calif.-based maker of the world’s most widely used business intelligence (BI) software.

ExpenseClouds’ Intacct Update

ExpenseCloud’s newly enhanced features include the ability to:

  • Export receipt images into Intacct. Expenses and receipt images of expenses can be viewed alongside general ledger, payroll, accounts receivable and accounts payable.
  • Track non-reimbursable expenses via the Bill feature in Intacct’s accounts payable module, or credit card expenses in Intacct’s cash management module. Non-reimbursable credit card expenses can now be separated from company-paid expenses, a critical addition for companies wanting to more easily reconcile corporate card spending.
  • Track expenses by the Intacct class, department, location and other categories (including those fields previously supported), which the user can modify at point of entry.

“ExpenseCloud remains committed to listening to our customers and to executing and delivering solutions that meet their needs,” said Founder, Eric Sikola. “We certainly add a new layer of capabilities on top of the existing Intacct platform and, as a whole, this offering can revolutionize how businesses manage their finances.”

The enhanced features were on display at the 2012 Intacct Advantage Customer and Partner Conference, October 17-19, at the Omni Orlando Resort in Orlando, Fla. ExpenseCloud was a sponsor and exhibitor, and Mr. Sikola spoke on a panel session about the benefits of extending Intacct using a cloud-based expense management application on October 18 at 4:00 pm.

“Intacct saves finance teams time and eliminates manual errors, and our partnership with ExpenseCloud provides joint customers with the added capability of mobile expense reporting and further streamlined expense processing,” said Clark Newby, VP of Marketing at Intacct.

To learn more about ExpenseCloud Mobile, please visit www.expensecloud.com

About ExpenseCloud ExpenseCloud, a TriNet company, provides everything companies need to manage the entire expense reporting process online or from a mobile device. The cloud based solution allows users to create, submit, and approve expense reports online and then either reimburse employees or invoice clients via integration with leading SaaS accounting solutions. The system seamlessly connects with many popular online solutions specifically tailored for small to medium size businesses such as FreshBooksNetSuiteIntacct, and IntuitQuickBooks. ExpenseCloud can also import expenses from thousands of credit cards and bank providers as well as receipt scanning and capture directly from iPhone, iPad, Android and Blackberry devices.

The ExpenseCloud solution is provided by TriNet, a trusted on-demand HR partner to small- and medium-sized businesses. TriNet’s solutions help contain costs, minimize employer-related risks and relieve administrative burden to keep a management’s focus on core business functions. For more information, please visit www.trinet.com

About Intacct Intacct is the cloud financial management company. Bringing cloud computing to finance and accounting, Intacct’s award-winning applications are the preferred financial applications for AICPA business solutions. Intacct applications, in use by more than 5,000 organizations from startups to public companies, are designed to improve company performance and make finance more productive. Hundreds of leading CPA firms and Value Added Resellers offer Intacct to their clients. The Intacct system includes accounting, contract management, revenue managementproject and fund accountinginventory management,purchasingvendor managementfinancial consolidation and financial reporting applications, all delivered over the Internet via cloud computing.

Intacct is headquartered in San Jose, California. For more information, please visitwww.intacct.com or call 877-437-7765.

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