Optimización de Procesos para la Reducción de Tiempos en Reembolsos y Gestión de Saldos Adeudados por Colaboradores en una Empresa del Sector de Ingeniería

Abstract

This final internship report describes the development of the proposal to optimize the processes in the company WSP Colombia, specifically, the improvement in terms of reimbursement of expenses in favor of the employees when they submit a legalization and exceed the ceiling of the advance assigned, and, likewise, the balances due, i.e. the remainders that they do not reimburse the company when they do not exceed the value of the advance they requested. The objective is to improve operational efficiency and reduce accounting process times, in order to obtain employee satisfaction with respect to the management of advances, and to ensure transparency in administrative and accounting management when generating monthly reports for financial management. To achieve this, the main procedural inefficiencies that were occurring in the area were identified, due to delays in their development and the resulting complaints made by employees. The main point was that the reimbursement of advances/commissions given was not being followed up and was not being 100% legalized.

In this sense, the method applied to solve the limitation was to perform an analysis of the processing times that existed in previous months, because there was a backlog since on November 2024. In order to develop a strategic plan for debugging information, which detailed in a concrete way the statements of account of each employee compared to what was shown in the balance sheet. We checked if the collaborators were making good use of the TAPPEX platform, which is the system used by the company to process the advance payment request and upload the legalization after the management is finished. This platform shows the status of the legalizations and many of them were uploaded but not approved by the project managers.

Taking into account these analyses, the company proceeded to formulate an office strategy, which corresponds to a procedures manual to minimize errors, so that all personnel who make use of an advance payment know the step by step procedure to follow when they have to legalize, so they sought to create a clear procedure and train all personnel. In conclusion, it is evident how the expected results were satisfactory, since the implementation of the proposed improvement helped to significantly reduce the time of reimbursements and a greater accuracy in the balances owed by the employees, so that now, one by one and monthly follow-up of their advances is done. This has resulted in their satisfaction with the process and, likewise, in a positive impact that contributed to the company's financial processes.