This Request for Proposals (the “RFP”) is an invitation by Ornge to prospective proponents to submit proposals for the Electronic Expense Management Solution, as further described in Section A of the RFP Particulars (Appendix D) (the “Deliverables”).
Ornge is a family of companies incorporated federally. Ornge provides air and land ambulance services under an agreement with the Ontario Ministry of Health. Additional information about Ornge is available at: www.ornge.ca.
Ornge processes on average 3,000 employee business expense reimbursement claims and 400 credit card payments annually. The existing process is paper based and labor intensive for all levels involved. It requires employees to print expense forms and submit original and itemized receipts and supporting documentation for submission. Following the paper-based expense form approval and subsequent review by Accounts Payables, it is then again manually inputted into the accounting system (SAP), before being manually filed. Given Ornge’s geographical structure, these documents physically move between bases and corporate office. This can result in documents being lost in transit, delays in the processing of reimbursements and overall inefficiencies. As such, Ornge is seeking to secure the services of a strategic vendor who can provide an automated expense claim processing solution, which will allow for:
- Mobile Apps - Create, edit and approve expense reports via any device
- E-receipts – Allow users to upload scanned/electronic receipts or take photos of receipts
- Credit Card Integration - Supports automated credit card feeds with Ornge’s credit card provider, so it is easy to reconcile and match with receipts
- Tight Approval Controls – Built-in approval workflow to meet Ornge signing authority matrix and organizational chart
- Accounting/ERP Integrations – Integrate with SAP
- System Built-in Control – Built-in control based on Ornge Travel, Business Expense & Hospitality Reimbursement Policy (Policy # FIN-POL-001 R6) & Collective Bargaining Agreements (CBA), solution will automatically flag any deviation
- Secure and Compliant – Meet Ornge compliance, data protection, privacy, and cybersecurity requirements
- Reporting – Generate reports to analyse data routinely
