Why Should You Integrate Expense Management System With HRMS Software?
Workforce Management Software
10 min read
February 12, 2024
What is expense management? Well, for the majority of corporations, employee-related expenses like travel expense cost, reimbursement, and office supplies are very high. Integration of the best expense management system for your HRMS facilitates automation, reporting, and control over your expenses. Is an expense management tool essential for your business? Find out below!
6 Best Practices for Integrating Expense Management With HRMS Platform
1. Synchronize Key Data
A key initial step is aligning the common data between an expense management system and HRMS. This means that expenses can be automatically assigned to the appropriate employees and business units when they are submitted.
Data integration with an expense management tool for HRM facilitates centralized reporting and analysis for both HR and finance systems.
2. Automate the Processes
With the data synchronization established, you can automate processes across platforms. Create rules so that field data entry automatically calculates expense reports rather than requiring manual input. Configure such a system that the expense reports require further verification by HR.
Create workflows for routing report approvals through digital approval chains, taking your organization’s hierarchy and spend authorization policies into consideration.
3. Provide Self-Service Access
For employees and managers, having self-service access to the best expense management system will be great. Employees can submit expense reporting and check the status without burdening HR staff online.
One central portal allows managers to review and approve expense reports efficiently. Offer fast links from the HRMS to jump onto an expense portal. SSO functionalities automatically set a smooth user experience for the systems. The best expense management app will be equipped with this feature.
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How approved expense reimbursements can be paid out through payroll? There are several means of managing them. You can reimburse by separate direct deposit or check. Instead, incorporate the accounting module into your HRMS, allowing reimbursements that are processed automatically through ordinary payroll.
Where the employees are given some payments before submitting their receipts then distinct automated pre-tax payroll deductions should be incorporated to recover costs if validations are not done. Make sure that you mention this in your expense policies!
5. Monitor Additional Compliance Requirements
Complementing with other compliance rules for expenses such as meal limits or travel preauthorization, is based on business decisions. Embed these compliance checks into integrated platforms to preemptively control risks. It is possible to flag exceptions and policy violations automatically.
Tight integration ensures full monitoring and control over spend. Having clear expense policies can be a great idea to begin with. Travel and expense management system can be made simpler with expense reporting.
6. Reporting Across Systems
One of the key advantages of integration is that there can be strong reporting analytics across expense and HR data. Develop consolidated reports that provide employee expense breakdown by department, category, project code, and more along with other data from the HRMS such as headcounts.
The integration of analytics creates a powerful tool to facilitate budgeting, forecasts, and other financial choices. While choosing reliable HRMS software India, make sure that you opt for the best expense management solution!
4 Must-have Features of an Expense Management System
1. Remote Access for Ease of Use
Enable mobile expense management system by allowing employees to record and submit expenses in real-time, providing them with a smartphone app where they can do so easily. Provide a remote check approval feature and enable expense report submission. Having mobile access enables employees to evaluate expenses from anywhere and at the same time minimizes admin efforts.
2. Secure Platform and Data Access
Implement cybersecurity best practices to ensure that the data transmission between platforms as well as the access rights of users are completely secure. Access should be limited strictly to employee and manager roles, along with multi-factor authentication. Use encryption and firewalls that have a high level. Perform regular security audits and vulnerability testing. With the very sensitive HR and financial data, air-tight security is a necessity. An expense management system software has got to be secured at all times!
3. Monitor Usage Data
Use system usage data to track employee adoption and engagement. Track these metrics such as time to expense report submission, approval times, reimbursement cycle length, and features’ usage rate. Analyze trends with continuous improvement of training and communications. Strong adoption equals faster ROI.
4. Real-Time Approach
Through an API-based real-time data approach to connecting the expense and HRMS platforms, you generate back-office efficiency. It also offers a detailed reporting experience for a refined cost management procedure. A suitable integration partner offers off-the-shelf connectivity and implementation support to ensure a smooth, hassle-free transition.
What to Keep in Mind While Switching to the Expense Management Software?
a. Choose a Unified Vendor
The preferred expense approval system is to choose an HRMS and expense management system from the same service provider. It can provide built-in integration as a standard option.
b. Train Employees
Perform employee training regarding the efficient use of integrated expense management system and an HRMS system. Offer job aids and quick reference guides. Show how the platforms work with approvals, reimbursement processing, and reporting.
Highlight core elements that enhance performance, conformity, and insight. User adoption should be supported by proper training. It also makes travel and expense management easier.
c. Never Take Performance Management for Granted
Include employee performance evaluations and incentive programs, especially for managers, the metrics associated with expense report submission and approval. This serves to reinforce compliance regarding appropriate systems use.
Monitoring managers on their timely and accurate report review process can ensure that employees submit reports promptly. Make sure you never compromise when it comes to the efficiency of an expense management system project!
d. Regularly Review Integration
Continuously analyze the performance of the integration between the expense and HRMS software. Find the data flow lags, synchronization issues, or feature gap problems.
Collaborate with your providers to carry out upgrades, improvements, and maintenance activities for better integration. Seamless integration with the platform translation leads to maximum capture of value.
Through a focused approach to platform and data integration, it provides an integrated expense management process that is directly linked with the core HR. Regular monitoring of integration, training, and usage ensures you get optimum returns from both HRMS and Expense Management systems investments.
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Written By :
The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.