etravel Travel and Expense System Concur

Transcription

1 etravel Travel and Expense System Concur

2 About Concur Concur is a leading provider of integrated travel and expense management solutions. Concur s adaptable Web-based and mobile solutions help companies and their employees control costs and save time.

3 Overview What is e Travel: It is the only Texas A&M University System approved electronic travel reservation and expense system

4 Overview (continued) It Starts with Travel Concur s on-demand travel booking technology provides in-policy global travel content in one single, easily-accessible tool. By accessing multiple Global Distribution Systems (GDS), exclusive direct connects, corporate discounted and Internet-only fares, travelers can quickly book what they need without worrying if it s in policy. Reduce each travel booking transaction cost by 79 percent* Easily find and book preferential and in-policy travel content Manage travel itineraries on the go, from a smartphone

5 Overview (continued) It Gets Better with Expense Concur s expense management solution eliminates manual, paper-based expense reports. With it, organizations can easily review, approve, process, audit and pay employee expense reports all online and with unprecedented control and visibility into travel and entertainment (T&E) spend. Employees can save time by easily creating and submitting accurate, in-policy expense reports. With expense automation, organizations can: Increase T&E policy compliance to as much as 90 percent Reduce the reimbursement cycle time by two-thirds Decrease expense transaction costs by over 78 percent*

6 Overview (continued) Better Together With Concur, travel booking and expense reporting are seamlessly integrated to ensure that T&E spend is inpolicy and under control. Business travelers enjoy one easy-to-use platform for all their travel booking and expense reporting needs, and corporations gain greater visibility into their T&E spend.

7 Overview (continued) Travel and expense management on the go At no extra cost, Concur s mobile solution integrates travel and expense functionality, allowing travelers to manage trips, expenses, and items such as dining, taxis, hotels and rental cars all from their mobile device. This gives travelers the freedom to manage their itineraries and expense transactions and complete reports in a timely manner. Managers can remotely review employee expense reports in detail, approving or rejecting them wherever they are.

8 Benefits Travel smarter enforce in-policy travel even on the go Reduce costs automation lowers transaction/processing costs Save time travel data automatically populates expense reports Enforce policies your policies are written into the solution Increase satisfaction with faster employee reimbursement Eliminate paper through online processing and e-receipts

9 Benefits (continued) Provide our travelers with a best-in-class end to end travel solution. etravel enables you to spend less time arranging travel, maintaining receipts and preparing expense reports.

10 Benefits (continued) Access: Travelers will login through the Texas A&M University System SSO menu to access the etravel system. Approvals will be done in etravel instead of FAMIS, CANOPY, Masterpiece or on paper. Traveler Profile : Allows travelers to maintain current mileage reward programs, frequent flier miles, hotel rewards and other travel preferences. Preapproval: University policy will still require preapproval for all travel. Preapprovals will allow you to estimate expenses and seek supervisor approval prior to taking a trip. This will ensure that funds have been encumbered and trips have been approved. Electronic process called Authorization Request will replace paper Business Leave Form.

11 Benefits (continued) Preapproval Foreign Travel: Currently, a paper driven two to three step process, foreign travel will be integrated into the preapproval and booking process. Booking Online: Through My Concur page, travelers can quickly and simultaneously book local and international flights, cars, and hotels from one single tool knowing it s within the Texas A&M University System policies. Travelers will now have the complete inventory of travel services offered in one spot instead of going to multiple travel service sites for comparison shopping. This includes Southwest and Jet Blue airlines. Travel Agency: TAMUS has contracted with Shorts travel to provide and deliver comprehensive, client specific travel management services faster, cheaper and with a personal touch. Because of their flexibility, dedication, and attention to detail, the traveler can be assured their travel needs have been met. Travelers will also have access to Shorts Travel Agency s contracts to help save money. Shorts Travel Agency is available 24/7.

12 Benefits (continued) Integrated business rules: Integrated business rules are integrated with both the booking and expense reporting solution which will alert the traveler/bookkeeper if further approval is required or a certain expense is not allowed. Reimbursement for Travel: Expense reports are seamless and easy to fill out. With the touch of a button, you can attach e-receipts and card charges to your expense report leaving just a few additional expenses to key in. And the approval process is electronic. You will be able to track where your expense report is sitting and whether or not it has been authorized. Made a mistake? Not an issue. The approver can electronically return the report to you with a note to make corrections. Once approved, the report is loaded into the accounting system for quicker reimbursements.

13 Shorts Travel Booking Rates Type Description On line Booking Full Service Booking Airline ticket only Car reservation only 3.00 Hotel reservation only 3.00 Rail ticket only Bus ticket only ***Flat fee for booking any combination of airline, car rental lodging, rail and bus ticket Domestic International Group Tickets: Per person flat fee for group tickets (a group is defined as 10 or more tickets issued for the same origin and destination and for the same travel dates) Ticket exchange fee Ticket refund fee Airline ticket only Car reservation only Hotel reservation only Rail ticket only Bus ticket only ***Flat fee for booking any combination of airline, car rental lodging, rail and bus ticket Group Tickets: Per person flat fee for group tickets (a group is defined as 10 or more tickets issued for the same origin and destination and for the same travel dates) Ticket exchange fee Ticket refund fee

14 Shorts Travel Booking Rates (continued) Full Service Booking Paper ticket domestic or international Express paper ticket delivery fee Group and meeting planning fees (per person) After Hours Service (Per Call) Type Description On line Booking Miscellaneous/Other Fees Not Already Described Above Fees Not Already Described Above Professional services fee (per hour) assistance with account management; IT projects; customization of program for individual agencies; and other projects outside of mandatory scope of RFP Non GDS Hotel Reservation 14.50

15 Helpful Website etravel Travel and Expense System informational website:

16 Travel Services Contact Info Yadira Perez Travel Supervisor Travel Services W.R. Banks Bldg. Suite 149 (936) (936) fax Jullette M. Spivey Accounts Payable Manager Accounts Payable W.R. Banks Bldg. Suite 149 (936) (936) fax