Concur Travel Service Guide E-Receipts

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1 10/26/2012 Concur Travel Service Guide E-Receipts Overview... 2 Benefits... 2 How It Works... 3 E-receipts Coverage... 4 Setup... 5 TMC and Company Implementation... 5 Line Item E-receipt Parsing FAQ s P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

2 Overview Smart Expenses completely shatters the notion of the traditional expense report. By combining the industry s only completely seamless interface that links travel booking and expense reporting into one service with Smart Expenses, Concur enables business travelers to book their trip and then literally never have to do another thing with their expenses. An industry-exclusive innovation from Concur, Smart Expenses are available to all Concur clients at no additional charge. Concur has taken advantage of e-receipts; complete, live, electronic data that contains the entire record of a supplier transaction including folio data that looks exactly like the supplier s paper. Now for the first time, the three sources of expense information itinerary data captured at the time of booking, corporate card charges incurred by the employee and e-receipts captured directly from the supplier can all be easily reconciled within one travel and expense management process. Through the power of Smart Expenses, Concur automatically gathers and reconciles all electronic data generated during the process of booking and conducting business travel. When all three sources of data match, Smart Expenses takes these trusted transactions and automatically completes the expense report. Benefits The E-receipts program benefits corporate employees in the following ways: Once travelers complete the E-receipt activation, e-receipts generated by their transactions with participating suppliers will be automatically collected and matched with itineraries and expense reports. Travelers can access and print these e-receipts at any time from their trip library. If the travelers company uses Concur Premier, e-receipts will be automatically matched with their itineraries and expense reports helping them to avoid keying in folio data and submitting paper receipts for expense reports. For the vast majority of typical expense report transactions, Smart Expenses eliminates the need for employees to edit or companies to audit an expense report. The E-receipts program benefits corporate travel reporting in the following ways: This process enables travel and procurement managers to make decisions from complete reporting independent of agencies, corporate cards and distributors. The ease of use drives compliance to the corporate travel policy. 2 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

3 Expense reports can be automatically completed, audited, and posted for payment all within corporate policy with absolutely no human intervention. How It Works Concur identifies participating suppliers during the booking process with an Ereceipt Enabled icon, which greatly increases the inclination to select an electronic receipt capable supplier. Travelers know that selecting these highlighted options enables automated expense reimbursement. Concur identifies the profiles of corporate clients that are subscribing for the electronic reporting service and sends them to participating suppliers. Once the trip is complete and the payment is made, the supplier matches the reservation with electronic receipts. This electronic receipt information, including folio data, is then sent back to Concur and displayed to the business traveler and manager so they do not need to collect or audit paper receipts. Reporting / E-Receipt Data Feed Any GDS Direct Connect Online & Agent Card Feeds Scans Faxes Supplier Feeds Any Rate Code Concur Cliqbook Travel Concur Receipt Services Concur Expense PNR s Match E-Receipts One Touch Business Travel Lookup Expense Reports Smart Expenses The electronic receipt is automatically matched to the agency itinerary and credit card feed. This matching process creates a Trusted Transaction and allows for 3 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

4 keyless, paperless expense reimbursement and global corporate reporting. Corporate client subscribers authorize Concur to collect reservation and receipt data connected with expense reports, and travelers are always given the option to remove specific data that will not be included in the expense report process. E-receipts Coverage Vendor Agmt Vendor Type Req? Hertz Car Rental Yes: A client should contact their Hertz account manager to request the Concur Agreement form in order for Hertz to enable e-receipts. Country Support Worldwide Avis / Budget Car Rental No An Avis or Budget customer based in US, Canada, Australia, New Zealand, and South America that is participating in the e- receipt program will receive an e-receipt for a rental from any property on the Avis/Budget platform, regardless of the geographical location of the rental property. Carlson -Radisson -Country Inns & Suites -Park Inn -Park Plaza. Hotel No Worldwide (700 properties in 33 Countries) Enterprise Car Rental No Customers based in the United States and Canada will receive e-receipts from enabled car rental properties in US (including Puerto Rico), Canada, the UK, Ireland and Germany. National, Alamo Car Rental No National and Alamo will provide car rental e- receipts for rentals from properties located in the United States and Canada. Intercontinental Hotels Hotel No United States Group -Intercontinental Canada -Crowne Plaza -Hotel Indigo Australia -Holiday Inn -Holiday Inn Express -Staybridge Suites -Candlewood Suites Choice Hotels -Comfort Inn -Comfort Suites -Quality Inn -Sleep Inn -Clarion -Cambria Suites -Mainstay Suites -Suburban Hotel No United States and Canada 4 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

5 -Econo Lodge -Rodeway Inn Hilton -Hilton Hotels -Hampton Inn -Hilton Garden Inn -Conrad Hotels -Doubletree -Embassy Suites -Homewood Suites -Waldorf Astoria Hotel No All properties in United States, some properties in Canada and Mexico Starwood -Le Meridien -Four Points -Westin -The Luxury Collection -Aloft Hotels -Sheraton -Element -St Regis -W Hotels Marriott -Marriott -JW Marriott -Renaissance -Courtyard -Residence Inn -Fairfield Inn -SpringHill Suites -TownePlace Suites -Ritz-Carlton -EDITION -Autograph Collection Hotel No Worldwide Hotel No Marriott provides e-receipts for more than 3,000 properties in the United States and Canada. La Quinta Hotel No United States Taxi Magic Taxi No See for a current list of supported cities. Setup TMC and Company Implementation IMPORTANT: The "Enable car folio feed" setting in the Car Search Options section of the travel configuration has been replaced by the new "E- Receipts Enabled" setting in the E-Receipts section of the travel configuration. There is now a single option for all e-receipt providers (car or hotel). The new "E-Receipts Enabled" setting allows travelers to opt-in to receive e-receipts. Any customer currently using the "Enable car folio feed" option will need to enable the new "E-Receipts Enabled" setting and opt-in beginning January 18, because they must accept a new legal agreement from Concur. There is a new message displayed on the Company Notes tab of the travel homepage inviting Travel Administrators to enable the automatic collection of 5 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

6 electronic receipts and folio data, or "e-receipts," from participating suppliers. This message is only visible to users with the Travel Policy Administrator permission: Click on the link to the e-receipt admin page in the message. Company Administrators can enable e-receipts on a travel configuration basis by clicking on the "Enable e-receipts" setting. Company Administrators can also opt selected Corporate Ghost Cards in by clicking on the "Enable e-receipts" setting. The E-Receipt Admin screen can alternatively be accessed via Administration- >Company Admin->E-Receipt Admin: Travel System Administrators can alternatively enable e-receipts for a specific travel configuration by clicking on the new "E-Receipts Enabled" setting in the E- Receipts section of the travel configuration: 6 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

7 Companies and agencies using Concur Travel & Expense should enable the Accept Itinerary Air Ticket as Air E-Receipt checkbox to allow the system to automatically move their air itinerary information into their expense report, viewable just like an e-receipt: The setting Require credit card for car reservations must also be enabled to receive e-receipts (Hertz): 7 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

8 Company Administrators can alternatively opt in selected Corporate Ghost Cards by clicking on the "Enable e-receipts" setting for an individual card in Company Admin->Corporate Ghost Cards (This is not required): Once e-receipts are enabled for a travel configuration, users in the travel configuration will see a notice on the travel homepage prompting them to sign up for e-receipts: 8 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

9 Click on the E-Receipt Activation link, and the user must accept the E-Receipt Activation and Use Agreement. They can also view sample e-receipts there: Text (top) 9 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

10 Text (bottom) Once a user accepts, they cannot opt themselves out. They can opt a particular card out though - for example if they have a personal card they use for vacations and they don t want any receipts from that card to ever show up in their company expense reports: The user profile page identifies which cards are opted into the program (defaults to all cards once you opt in): If you edit a card, there is a "Receive e-receipts for this card" setting for the individual card: 10 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

11 User Administrators can opt a user out of the program however, they cannot opt a user into the program, since the user must accept a legal agreement to participate. The user could opt all of their cards out of the E-receipt program if they no longer wish to participate. There is an Enable E-Receipts setting on the User Detail screen for an individual user: When the Enable E-Receipts setting on the User Detail screen is unchecked and disabled, there is a message that explains that only the user can opt themselves in because they must accept a legal agreement to participate: 11 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

12 When a user that has opted in books a hotel for an e-receipt enabled provider, they will see a special icon: 12 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

13 When a user that has opted in books a car for an e-receipt enabled provider, they will see the same special icon: Concur Travel & Expense users can see these e-receipts in two travel reports. Hotel Receipt Detail report: 13 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

14 Receipt pop-up: Car Rental Receipt Details report: 14 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

15 Receipt pop-up: 15 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

16 Integrated travel and expense customers can see the e-receipts in the expense application itself: 16 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

17 These receipts show up as e-receipts in expense reports. They are automatically found and matched to the correct expenses: Additional e-receipt examples: 17 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

18 18 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

19 Line Item E-receipt Parsing Concur uses line-item codes for e-receipt parsing for vendors who have provided Concur with line-item codes. This will will allow automatic recognition of line-item meaning regardless of the language the description is written in. Configuration This feature applies only to e-receipt enabled companies. The e-receipt will display with descriptions in French or English or whatever is provided. Line items will all be parsed into the correct category during load.! IMPORTANT: This is supported for Marriott and Starwood fully now. LaQuinta will be coming soon. 19 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

20 FAQ s Which suppliers currently provide e-receipts? Avis Budget Group Choice Hotels Group Enterprise/National/Alamo Hertz Hilton Hotels IHG La Quinta Marriott Taxi Magic Starwood All air suppliers create a receipt from your itinerary that is populated in the expense report. What contractual requirements are there for the e-receipt program? As the world s largest outsourced expense management service provider, Concur is responsible for adhering to data privacy and security regulations for the expense reporting process. Concur has entered into agreements with its subscribers which require the protection of corporate and personal information. Consequently, no additional agreements are required for the transmission of electronic information pertaining to Concur s clients. However, Concur has a standard access agreement available for all suppliers to cover any and all business interaction through the Concur Connect. Are individual travelers able to remove personal expenses or folio items from Concur reporting? Yes. Travelers can remove electronic receipt items that have been received before, or at any time during the reporting process. Individual travelers even have the opportunity to mark bookings as personal in the front end so they are not included in the receipt collection process. Because Concur controls the entire travel booking and expense reporting process, complete control can be maintained over data security. Does Concur have a standard file format and transmission styles for reporting? Yes. However, Concur is capable of using several different file formats and transmission options. The only requirement is that data transmission must adhere to PCI and CISP security as well as Concur s SAS70 type II controls. What information is included in the reporting feed; and are we permitted to use it for more that e-receipt matching? 20 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

21 Concur reporting includes transactions for all Concur clients subscribing to the receipt program and they are sent to specific suppliers. Suppliers are free to use the data because it pertains to corporate travel programs related to specific suppliers only. This data feed provides a global view on all reservations for your services made by Concur clients participating in this program. What is Concur Connect? Concur Connect is a set of interfaces delivering content from multiple distribution and supplier systems. It enables business travelers to access more services online while automating the allocation of their expenses. What are some additional benefits to participating in the reporting program and Concur Connect? In addition to benefiting from enabling a superior level of service to corporate clients through this program, there are several marketing and promotional benefits for suppliers providing content to Concur, including: Feature and presentation opportunities in the Concur Connections client newsletter Participation in the Concur User Conference with an audience of corporate travel buyers Joint marketing and panel opportunities at trade shows and events sponsored by Concur Custom outreach programs to Concur s client base Highlights within the Concur Concur Travel & Expense Travel online procurement tool Are e-receipts displayed on a chain or property level basis for hotels? 21 P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

22 Travel previously displayed the e-receipt-enabled icon based solely on hotel chain, so that it would display for all Starwood properties since Starwood provides e-receipts. Now we are displaying them on a property basis. Note the following: Starwood provides a complete list of enabled properties worldwide. Marriott provides a complete list of enabled properties. NOTE: Marriott is still in beta test status and not generally available. IHG is e-receipt enabled for all properties in the US and Canada. There is also a list of enabled properties in Australia. Hilton is e-receipt enabled for all properties in the US. There is a small list of exceptions, such as Hilton Las Vegas. There is also a list of enabled properties in Canada and Mexico. La Quinta provides e-receipts for all properties in the US, Canada, and Mexico. Choice provides e-receipts for all properties in the US and Canada. How do we participate in Concur Connect? To participate in Concur Connect please contact Peter Kraus, Director of Travel Services P a g e F o r C o n c u r P a r t n e r U s e O n l y C o n f i d e n t i a l

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