Expense reports

Process Goal

The expense report for the Wiener Linien annual pass is a recurring administrative process that previously involved a great deal of manual effort for PwC. Digitization and automation with FireStart makes this process significantly more efficient, error-free and transparent. Processing time is reduced by around a third, while over 1,000 payrolls are processed annually. This not only relieves the payroll team, but also increases employee satisfaction thanks to fast and reliable processing.

KPIs:

Savings of approx. 33 % of working time
Processing of over 1,000 expense claims per year
Reduction in manual queries thanks to automated data validation
Rapid implementation within a few weeks (incl. testing)

Savings of approx. 33 % of working time
Processing of over 1,000 expense claims per year
Reduction in manual queries thanks to automated data validation
Rapid implementation within a few weeks (incl. testing)

Savings of approx. 33 % of working time
Processing of over 1,000 expense claims per year
Reduction in manual queries thanks to automated data validation
Rapid implementation within a few weeks (incl. testing)

Improvement with FireStart

Higher data quality and fewer queries, as personal information is automatically transferred from existing systems (Active Directory, HR system)
Seamless collaboration between employees and the payroll team through automated task distribution and email notifications
Automated request management if data or documents are missing - including direct feedback to the person submitting the request
Scalability for high process volumes without additional effort
Complete transparency and auditability thanks to seamless logging of all process steps in FireStart

Higher data quality and fewer queries, as personal information is automatically transferred from existing systems (Active Directory, HR system)
Seamless collaboration between employees and the payroll team through automated task distribution and email notifications
Automated request management if data or documents are missing - including direct feedback to the person submitting the request
Scalability for high process volumes without additional effort
Complete transparency and auditability thanks to seamless logging of all process steps in FireStart

Higher data quality and fewer queries, as personal information is automatically transferred from existing systems (Active Directory, HR system)
Seamless collaboration between employees and the payroll team through automated task distribution and email notifications
Automated request management if data or documents are missing - including direct feedback to the person submitting the request
Scalability for high process volumes without additional effort
Complete transparency and auditability thanks to seamless logging of all process steps in FireStart

Process start by employees
- Start via a form on the intranet, accessible to all employees
- Confirmation of the conditions for expense reporting
Input and upload
- Personal data (name, address, personnel number) is automatically retrieved from Active Directory and the HR system
- Automatic retrieval of personal data from AD and HR system
- Upload of expense receipts (PDF, JPG etc.) from the Wiener Linien annual ticket
Check by payroll team
- Automatic assignment of tasks to a defined team
- Check for completeness and correctness
- Automatic notification of additional claims or confirmation
Reimbursement
- If the check is positive: Reimbursement is instructed by the payroll team
- Payment via the salary system spread over a period of 12 months
Completion
- Archiving and reporting of the process for auditability
- Complete traceability of all steps in the FireStart process log

Process start by employees
- Start via a form on the intranet, accessible to all employees
- Confirmation of the conditions for expense reporting
Input and upload
- Personal data (name, address, personnel number) is automatically retrieved from Active Directory and the HR system
- Automatic retrieval of personal data from AD and HR system
- Upload of expense receipts (PDF, JPG etc.) from the Wiener Linien annual ticket
Check by payroll team
- Automatic assignment of tasks to a defined team
- Check for completeness and correctness
- Automatic notification of additional claims or confirmation
Reimbursement
- If the check is positive: Reimbursement is instructed by the payroll team
- Payment via the salary system spread over a period of 12 months
Completion
- Archiving and reporting of the process for auditability
- Complete traceability of all steps in the FireStart process log

Process start by employees
- Start via a form on the intranet, accessible to all employees
- Confirmation of the conditions for expense reporting
Input and upload
- Personal data (name, address, personnel number) is automatically retrieved from Active Directory and the HR system
- Automatic retrieval of personal data from AD and HR system
- Upload of expense receipts (PDF, JPG etc.) from the Wiener Linien annual ticket
Check by payroll team
- Automatic assignment of tasks to a defined team
- Check for completeness and correctness
- Automatic notification of additional claims or confirmation
Reimbursement
- If the check is positive: Reimbursement is instructed by the payroll team
- Payment via the salary system spread over a period of 12 months
Completion
- Archiving and reporting of the process for auditability
- Complete traceability of all steps in the FireStart process log

"With FireStart, we were able to fully digitalize and efficiently scale our expense report process. The integration into our existing systems and the clearly structured distribution of tasks enable consistently transparent and audit-proof processing - with significantly reduced effort."

Thomas Beck, Senior Manager, Operations, PM & BPM

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