System and method for managing the reimbursement of expenses using expense reports

• US 20050222944A1
• Filed: 10/22/2004
• Published: 10/06/2005
• Est. Priority Date: 10/22/2003
• Status: Abandoned Application

• Current Assignee: Capital One Financial Corporation
• Original Assignee: Capital One Financial Corporation
• Inventors: Kennedy, James F. Jr., Marchenko, George N., Essex, Richard A., Dodson, Richard S. Jr.
• Application Number:
  US10/971,826
• Publication Number:
  US 20050222944A1
• Time in Patent Office: Days
• US Class Current: 705/39
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 20/10 specially adapted for electronic funds transfer [EFT] systems; specially adapted for home banking systems

Abstract

A method of managing expenses is provided. An expense report including details of one or more expenses incurred by an employee is electronically received. Electronic images of one or more receipts associated with at least one of the one or more expenses are received. A computer-readable identifier corresponding with the expense report is electronically received in association with the one or more receipts. The expense report is automatically identified based on the received computer-readable identifier and, in response to identifying the expense report based on the received computer-readable identifier, a link is automatically generated between the identified expense report and the electronic images of the one or more receipts. The link may be used to retrieve the electronic images of the one or more receipts.

Claims

1. A method of managing expenses, comprising:

electronically receiving an expense report including details of one or more expenses incurred by an employee;

receiving electronic images of one or more receipts associated with at least one of the one or more expenses;

electronically receiving a computer-readable identifier associated with the one or more receipts, the computer-readable identifier corresponding with the expense report;

automatically identifying the expense report based on the received computer-readable identifier; and

in response to identifying the expense report based on the received computer-readable identifier, automatically generating a link between the identified expense report and the electronic images of the one or more receipts, wherein the link may be used to retrieve the electronic images of the one or more receipts.

2. The method of claim 1, wherein:

the expense report includes details of one or more credit card transactions made by the employee using a credit card; and

receiving electronic images of one or more receipts associated with at least one of the one or more expenses comprises receiving electronic images of one or more receipts associated with at least one of the one or more credit card transactions.

3. The method of claim 2, wherein the expense report further includes details of one or more credit card transactions not made using the credit card;

4. The method of claim 1, wherein:

the computer-readable identifier comprises a bar code; and

automatically identifying the expense report based on the received computer-readable identifier comprises automatically reading the bar code.

5. The method of claim 1, wherein:

the computer-readable identifier comprises one or more characters; and

automatically identifying the expense report based on the received computer-readable identifier comprises automatically reading the one or more characters using optical character recognition.

6. The method of claim 1, wherein receiving a computer-readable identifier associated with the one or more receipts comprises receiving an electronic image of a cover sheet including the computer-readable identifier.

7. The method of claim 6, wherein receiving an electronic image of a cover sheet including the computer-readable identifier comprises receiving a faxed or scanned image of a cover sheet including the computer-readable identifier.

8. The method of claim 1, wherein:

the expense report has an associated identification number; and

the computer-readable identifier comprises a representation of the identification number associated with the expense report.

9. The method of claim 8, wherein:

automatically identifying the expense report based on the received computer-readable identifier comprises automatically identifying the identification number associated with the expense report based on the received computer-readable identifier; and

generating a link between the identified expense report and the electronic images of the one or more receipts comprises creating an index having the automatically identified identification number associated with the expense report.

10. The method of claim 1, wherein the electronic images of the one or more receipts comprise faxed images of the receipts.

11. The method of claim 1, wherein the electronic images of the one or more receipts comprise scanned images of the receipts.

12. The method of claim 1, further comprising:

receiving a request to retrieve at least one of the electronic images of the one or more receipts; and

in response to receiving the request, using the link to retrieve the at least one electronic image.

13. The method of claim 12, further comprising:

generating a display of the expense report, the display identifying each of the one or more expenses and providing an expense manager an interface for accessing the electronic images of one or more receipts; and

wherein receiving a request to retrieve at least one of the electronic images of the one or more receipts and using the link to retrieve the at least one electronic image comprises;

receiving from the expense manager via the interface a request to display at least one of the electronic images of the one or more receipts;

using the link between the identified expense report and the electronic images of the one or more receipts to retrieve the requested at least one electronic image; and

displaying the retrieved at least one electronic image to the expense manager.

14. The method of claim 13, further comprising:

the expense report including details of one or more credit card transactions made using a credit card associated with the employee;

receiving one or more approval determinations regarding whether to approve for reimbursement a particular one of the one or more credit card transactions included in the expense report;

if the particular credit card transaction is approved for reimbursement based on the one or more approval determinations, automatically crediting an account associated with the credit card for the approved particular credit card transaction.

15. The method of claim 1, further comprising:

receiving from a credit card processing system details of a plurality of credit card transactions made using a credit card associated with the employee;

providing a user interface allowing a user to select from the plurality of credit card transactions particular credit card transactions to be populated into the expense report;

receiving from the user a selection of one or more credit card transactions to be populated into the expense report; and

automatically populating the expense report with the details of the one or more selected credit card transactions.

16. The method of claim 15, wherein:

the credit card is a particular corporate card; and

the method further comprises;

the credit card processing system receiving details of a plurality of credit card transactions made using a plurality of credit cards including the particular corporate card;

the credit card processing system automatically identifying, from the plurality of credit card transactions made using a plurality of credit cards, credit card transactions made using the particular corporate card; and

the credit card processing system communicating the details of the identified plurality of credit card transactions made using the particular corporate credit card.

17. The method of claim 15, further comprising:

providing the user an interface allowing the user to manually input additional details regarding a particular credit card transaction selected and automatically populated into the expense report;

providing the user an interface allowing the user to manually input additional transactions into the expense report, the additional transactions including transactions not made using the credit card.

18. The method of claim 15, wherein the user may be the employee or a delegate acting on behalf of the employee.

19. The method of claim 18, further comprising:

providing the employee or a delegate acting on behalf of the employee access to view the details of the plurality of credit card transactions and to select the particular credit card transactions to be populated into the expense report;

providing only the employee access to submit the expense report for reimbursement.

20. The method of claim 1, further comprising:

providing the employee or a delegate acting on behalf of the employee access to complete the expense report;

providing only the employee access to submit the expense report for review.

21. A system for managing expenses, comprising:

an expense report management module operable to electronically receiving an expense report including details of one or more expenses incurred by an employee; and

an image management module operable to;

receive electronic images of one or more receipts associated with at least one of the one or more expenses;

electronically receive a computer-readable identifier associated with the one or more receipts, the computer-readable identifier corresponding with the expense report;

automatically identify the expense report based on the received computer-readable identifier; and

in response to identifying the expense report based on the received computer-readable identifier, automatically generate a link between the identified expense report and the electronic images of the one or more receipts, wherein the link may be used to retrieve the electronic images of the one or more receipts.

22. The system of claim 21, wherein:

the expense report includes details of one or more credit card transactions made by the employee using a credit card; and

receiving electronic images of one or more receipts associated with at least one of the one or more expenses comprises receiving electronic images of one or more receipts associated with at least one of the one or more credit card transactions.

23. The system of claim 21, wherein the expense report further includes details of one or more credit card transactions not made using the credit card;

24. The system of claim 21, wherein:

the computer-readable identifier comprises a bar code; and

automatically identifying the expense report based on the received computer-readable identifier comprises automatically reading the bar code.

25. The system of claim 21, wherein:

the computer-readable identifier comprises one or more characters; and

automatically identifying the expense report based on the received computer-readable identifier comprises automatically reading the one or more characters using optical character recognition.

26. The system of claim 21, wherein receiving an electronic image of a cover sheet including the computer-readable identifier comprises receiving a faxed or scanned image of a cover sheet including the computer-readable identifier.

27. The system of claim 21, wherein:

the expense report has an associated identification number; and

the computer-readable identifier comprises a representation of the identification number associated with the expense report.

28. The system of claim 27, wherein:

automatically identifying the expense report based on the received computer-readable identifier comprises automatically identifying the identification number associated with the expense report based on the received computer-readable identifier; and

generating a link between the identified expense report and the electronic images of the one or more receipts comprises creating an index having the automatically identified identification number associated with the expense report.

29. The system of claim 21, wherein the expense report management module is further operable to:

receive a request to retrieve at least one of the electronic images of the one or more receipts; and

in response to receiving the request, use the link to retrieve the at least one electronic image.

30. The system of claim 29, further comprising:

a management module operable to generate a display of the expense report, the display identifying each of the one or more expenses and providing an expense manager an interface for accessing the electronic images of one or more receipts; and

wherein the expense report management module receiving a request to retrieve at least one of the electronic images of the one or more receipts and using the link to retrieve the at least one electronic image comprises;

receiving from the expense manager via the interface a request to display at least one of the electronic images of the one or more receipts;

using the link between the identified expense report and the electronic images of the one or more receipts to retrieve the requested at least one electronic image; and

displaying the retrieved at least one electronic image to the expense manager.

31. The system of claim 30, wherein:

the expense report includes details of one or more credit card transactions made using a credit card associated with the employee; and

the system further comprises an accounting module operable to;

receive one or more approval determinations regarding whether to approve for reimbursement a particular one of the one or more credit card transactions associated with the expense report; and

if the particular credit card transaction is approved for reimbursement based on the one or more approval determinations, automatically credit the credit card for the approved particular credit card transaction.

32. The system of claim 21, further comprising:

a credit card processing module operable to communicate to the expense report management module details of a plurality of credit card transactions made using a credit card associated with the employee;

the expense report management module providing a user interface allowing a user to select from the plurality of credit card transactions particular credit card transactions to be populated into the expense report;

the expense report management module operable to;

receive from the user a selection of one or more credit card transactions to be populated into the expense report; and

automatically populate the expense report with the details of the one or more selected credit card transactions.

33. The system of claim 32, wherein:

the credit card is a particular corporate card; and

the credit card processing module is operable to;

receive details of a plurality of credit card transactions made using a plurality of credit cards including the particular corporate card;

automatically identify, from the plurality of credit card transactions made using a plurality of credit cards, credit card transactions made using the particular corporate card; and

communicate the details of the identified plurality of credit card transactions made using the particular corporate credit card to the expense report management module.

34. The system of claim 32, further comprising:

the expense report management module providing a user interface allowing the user to;

manually input additional details regarding a particular credit card transaction selected and automatically populated into the expense report; and

manually input additional transactions into the expense report, the additional transactions including transactions not made using the credit card.

35. The system of claim 32, wherein the user may be the employee or a delegate acting on behalf of the employee.

36. The system of claim 35, further comprising:

the expense report management module providing the employee or a delegate acting on behalf of the employee access to view the details of the plurality of credit card transactions and to select the particular credit card transactions to be populated into the expense report;

the expense report management module providing only the employee access to submit the expense report for reimbursement.

37. The system of claim 21, further comprising:

the expense report management module providing the employee or a delegate acting on behalf of the employee access to complete the expense report;

the expense report management module providing only the employee access to submit the expense report for review.

38. A system for managing expenses, comprising:

a computer system having a processor; and

a computer-readable medium coupled to the computer system, the computer-readable medium comprising a program operable, when executed by the processor, to;

electronically receive an expense report including details of one or more expenses incurred by an employee;

receive electronic images of one or more receipts associated with at least one of the one or more expenses;

electronically receive a computer-readable identifier associated with the one or more receipts, the computer-readable identifier corresponding with the expense report;

automatically identify the expense report based on the received computer-readable identifier; and

in response to identifying the expense report based on the received computer-readable identifier, automatically generate a link between the identified expense report and the electronic images of the one or more receipts, wherein the link may be used to retrieve the electronic images of the one or more receipts.