Service Guide

Service Overview

This Service Guide describes the on-demand services (each, a “Service”) available from Nexonia, Inc. and its affiliated companies (collectively, “Emburse”) to its customers (each, a “Customer”) that is accessed by the Customer over the Internet or through an application downloaded by Customer, as reasonably modified by Nexonia® from time to time. The Service(s) are described more fully below.

Nexonia Expenses

Expenses is a simple, highly configurable, cloud-based web and mobile expense report management service. Expenses includes:

  • Functionality that automates the preparation, routing, approval, and processing of expense reports under defined business policies and rules;
  • International Tax and VAT support;
  • GSA per-diem rates;
  • Support for custom fields and dimensions, in accordance with Customer’s implementation;
  • Access to the Expenses through the Nexonia mobile app;
  • Access to a robust reporting engine for standard or customized reports;
  • Access to technical support for administrators and end-users as described below; and
  • Implementation services as described below and purchased by Customer;

Nexonia Travel

The Nexonia Travel service includes:

  • Functionality that automates the preparation, routing, approval and processing of travel reservations (such as airline, hotel, rail and car rental) under defined business policies and rules;
  • The ability to search and display various reservation inventories from multiple sources, including GDS and direct connections;
  • Intelligent profile management allowing travelers and travel managers to update important travel information;
  • Notification options to alert travelers of travel policy compliance issues;
  • Ability to integrate with a variety of travel management companies;
  • Access to the Travel through the Nexonia mobile app;
  • Access to a robust reporting engine for standard or customized reports;
  • Access to technical support for administrators and end-users as described below; and
  • Implementation services as described below and purchased by Customer;

Nexonia Time Sheets

Timesheets is a comprehensive suite of time tracking tools designed to provide controls and automation of processes. Timesheets includes:

  • Functionality that automates the entry and tracking of employee time with a variety of entry methods;
  • Automated timesheet reminders;
  • Ability to track billable time against projects or project rates;
  • Ability to track vacation, sick and other paid time off, subject to Customer’s purchase of and integration with Nexonia Time Off;
  • Support for custom fields and dimensions, in accordance with Customer’s implementation;
  • Access to Timesheets through Nexonia mobile app;
  • Access to technical support for administrators and end-users as described below; and
  • Implementation services as described below and purchased by Customer;

Nexonia Purchasing

Leveraging Intacct or NetSuite integration, allows users to create purchase requests in Nexonia and route them through approval processes configured to the customer’s needs. Once approved in Nexonia, the purchase requisition is exported to your ERP to create a Purchase Order. Nexonia Purchasing includes:

  • Ability to add Purchase requisitions;
  • Select vendors from orders previously created;
  • Associate orders with employees;
  • Email notifications for approvers;
  • Ability to route requisition order for approval;
  • Approve purchase requisitions by email notification;
  • Export requisitions to ERP;

Nexonia Accounts Payable

Leveraging Intacct or NetSuite integration, allows users to create invoice payment requests in Nexonia and route them through approval processes configured to the customer’s needs. Once approved in Nexonia, the invoice is exported to your ERP to create a Vendor Bill ready for payment. Nexonia Accounts Payable includes:

  • Ability to add bills;
  • Select vendors from bills previously created;
  • Associate bills with employees;
  • Allow vendors to create bills by email;
  • Ability to route requisition order for approval;
  • Approve bills by email notification;
  • Export bills to ERP;

Abacus Reach

Nexonia leverages Abacus reach to provide customers with an expense management solution to manage reimbursements to non-employee groups. Abacus Reach includes:

  • Functionality that automates the preparation, routing, approval, and processing of expense reports under defined business policies and rules for non-employee groups, including volunteers, recruits, contractors and consultants;
  • Real-time expense submission at the point of sale;
  • Ability to reimburse expenses within forty-eight hours;
  • Automated reconciliation alerting users to submit expenses upon purchase;
  • Ability to issue virtual and physical payment cards to users;
  • Flexible approval workflows;
  • Ability to sync expenses to a variety of ERPs or export data; and
  • Guided implementation services for the configuration of Abacus Reach in a phased process in cooperation with Customer’s resources, including live, webinar-based training for administrators and approvers.

The Solution Administrator service provides ongoing consulting & configuration engagement as well as prioritized support case handling and is available for the Nexonia Expenses service. A designated team of Emburse Solution Administrators (ESA’s) will meet with customers periodically to stay abreast of business objectives, propose and demonstrate system behavior options, and implement configuration changes in your Services. Solution Administrator service includes the following:

A designated team of Emburse Solution Administrators (ESA’s) will meet with customers periodically to stay abreast of business objectives, propose and demonstrate system behavior options, scope and schedule professional services for configuration changes in the Services. This includes:

  • providing ongoing consulting to optimize the Nexonia configuration and processes;
  • scheduling periodic business reviews of the Nexonia success plan with potential configuration optimizations and open support cases;
  • conducting education on new features;
  • conducting Administrator training sessions tailored to Customer’s Nexonia configuration;
  • provide professional services related to qualifying configuration changes (as further described below);
  • provide guidance on performing ongoing administration tasks in Customer’s Nexonia environment through the Nexonia Customer Support function; and
  • review of open support cases to provide elevated priority and shortened response times relative to other support cases of equal urgency.

The Solution Administrator service covers configuration changes only within the scope of the existing Nexonia instance. Separate instances will be contracted separately. Nexonia will make reasonable efforts to address the identified business requirements within the configurable capabilities of the system without customization to the code base. Any changes that may require code changes are outside the scope of this offering. The following configuration changes are available as part of this service, subject to Customer’s request.

  • New implementation of Nexonia Expenses, Timesheets, Time Off, Purchase Orders, Accounts Payable, Travel, and/or Direct Deposit within the existing Nexonia instance;
  • New or replacement configuration synchronization integration via web services for supported platforms;
  • New or replacement configuration synchronization integration from flat file via SFTP based on mutually agreed-upon layout specifications;
  • Modifications to existing configuration synchronization integration from flat file via SFTP based on mutually agreed-upon layout specifications;
  • New, replacement or additional data export integration configuration via web services for supported platforms;
  • New, replacement or additional data export flat file integration based on customer provided layout specifications (outbound from Nexonia data);
  • Modifications to existing data export flat file integration based on customer provided layout specifications (outbound from Nexonia data);
  • New, full replacement or additional travel data import configuration via web services for supported platforms;
  • New configuration or full replacement of major dimensions and/or dimension values;
  • New or full replacement of dimension values filtering or user access filtering;
  • New, full replacement or additional VAT structure (including data export considerations);
  • New or full replacement of approval workflow routing logic;
  • New or full replacement of policy rules for Expenses, Timesheets or Time Off; and
  • Export of historical data via SFTP (CSV data, PDF receipts).

The Emburse Auditor Services is available for the Nexonia Expense and Nexonia Invoice services. Emburse Auditor includes online review of receipts, policy exceptions and vendor validation by a team of auditors as part of the approval process within Nexonia. English is the supported language for all audit comments.

Expense Receipt Audit

Expense Receipt Audit provides a team of auditors to perform basic receipt substantiation and verification audit. Expense Receipt Audit consists of the following:

  • The audit of selected expense reports submitted through the use of the Expense Service as the first step in Customer’s approval process of the expense report. Each audit includes the following actions:
    • Validate of data points including date, amount, currency, expense type classification, VAT/Tax amount (subject to configuration of VAT/Tax rules in the Service), and merchant
    • Receipt substantiation, consisting of receipt verification to ensure that receipts are attached, legible (including amount, currency, date, and merchant) and match the expenses listed in the expense report.
    • Returning to the submitter with instructions as provided by Customer in the event a required receipt is missing or illegible. An expense report will not be returned to the user more than two (2) times.

Expense Policy Audit

The Expense Policy Audit reviews selected expense reports to determine compliance with Customer’s audit policy and consists of the following:

  • All of the services described above that are applicable to Expense Receipt Audit.
  • In addition, each audit will include the following actions:
    • Review of a report submitters response to a policy compliance warning to determine legibility or validity of business explanation;
    • Review of expense itemizations and receipt details for hotel expenses per Customer’s travel policy;
    • Verification that the number of attendees identified on a report (if required) matches the number of guests on the receipt (if displayed);
    • Verification that the included receipt is a valid tax receipt with a VAT registration number; and
    • Review of designated expense type classifications identified by Customer during the setup process to validate the associated business reason and inclusion of non-allowable items.

Nexonia provides two (2) implementation types based upon Customer’s order for Services (excluding Abacus Reach).

Standard Implementation (available for all products)

The Standard Implementation for Nexonia Services includes the following:

  • Nexonia Corporate Credit Card Integrations;
  • Nexonia Accounting System integration via direct API or flat file;
  • Policy(ies) configuration;
  • Approval logic configuration; and
  • Training services as described below.

Quick Starter Implementation (only for Expenses product)

The Quick Starter Implementation for Nexonia Services includes the following:

  • Nexonia Corporate Credit Card Integrations;
  • “Best Practices” export of approved expense data in .csv format (no customization);
  • “Best Practices” expense policies configuration for all expense categories (no customization);
  • “Best Practices” approval workflow configuration (no customization);
  • Administrator, User accounts only. Limit of two administrators.
  • Training services as described below.

Training Services

Training is provided to Customer through the Nexonia Training Camp program. This program offers unlimited training support using three principal methods: instructor-led training, visual training with how-to video tutorials, and written step-by-step instructions.

Customer Support & SLA

Unlimited admin and end-user support provided through our help center – http://help.nexonia.com. Additional support services are available as described in the Support for Emburse Services guide found here. The Services will achieve the service level commitments described in the Service Level Commitments for Emburse found at here.

Other Services

Additional ancillary services are available for additional fees if and when ordered under a mutually acceptable order between Nexonia and a customer.