Expense Management 101

Transcription

1 Expense Management 101 Why Travel Managers Should Care Monday, August 24 9:30 am 10:45 am NBTA thanks our Education Sponsors:

2 Agenda Introductions Using an Expense Management Tool Using a Corporate Card The Role of a TMC How a T&E strategy is used Q&A (30min)

3 Key Players in T&E Ecosystem Travel Management Company Expense Management Provider Corporate Buyer Corporate Card Vendor Andrew Vaeth, President & CEO, ExpenseWire David Homes, VP Global Sales, UATP Simon Tam, SVP Product and Technology, Egencia Shane Guilliams, VP, Vendor Finance, U.S. Foodservice & Madia Sargent, Director, Corporate Travel & Meetings, U.S. Foodservice Tracy Loper, Travel Manager, General Dynamics

4 What you will learn today What solutions exist to help with expense management? Using an expense management tool What it can do, what the data does it capture Using a corporate/central billing card What it is and the advantages of it Utilizing a travel management company What a travel management company can provide (tools, data, services) Scenarios for use Hear how a corporate buyer has employed all of these Q&A

5 Why does T&E management matter? A well-executed T&E strategy will Give you additional insight and understanding of your travel patterns and spend Help you identify and reign in rogue travelers Drive policy throughout the entire travel and expense process Decrease T&E fraud Enhance accuracy in reporting expenses Improve efficiency in the workflow

6 The Role of Expense Management Andrew Vaeth President and CEO ExpenseWire

7 The Role of Expense Mgt. Understand your accounting organization, systems, rules, and approval controls. Help configure expense system to align accordingly. Capture all discretionary employee spending regardless of method of payment or booking tool. Facilitate integration between corporate and personal cards and travel mgt. providers

8 The Role of Expense Mgt. Facilitate integration with your accounting and HR systems. Facilitate integration with your CRM system. Facilitate employee reimbursement process. Act as final check point to enforce policy. Expose data (the ultimate truth) for reporting and analysis.

9 Using a Corporate Card David Holmes Vice President, Global Sales UATP

10 Importance of the Corporate Card Travel Expense Data Collection First link in chain Integration with Expense Management Systems Eliminate financial burden on employees Control and Compliance Corporate cards provide crucial data on travel spending patterns

11 Not All Cards are Created Equal Levels of Card Data: Level 1: Consumer Cards Level 2: Most Corporate Cards Level 3: Procurement Cards Card Data can make the expense reconciliation process easier Cost Center Capture Intelligent Card Numbering Assignments

12 Selecting the Right Corporate Card Corporate Card Selection Determine your business requirements: Data Needs, Desired Role of Card In Travel Program, Will your company mandate card use? Research the different types of card products: i.e.: Central Bill vs. Individual, Corporate vs. Procurement Card Ensure the Right Balance: Spending Incentives and Rewards against Cost Control Objectives and Travel Policy Compliance

13 The Role of the Travel Management Company Simon Tam SVP Product and Technology Egencia

14 The Role of the TMC Guide and advise your business on the right T&E strategy Drive T&E policy on the front-end through the booking process Leverage booking data to compare against expensed data Facilitate integration between corporate card and expense management providers

15 The Role of the TMC Vendor negotiations based on company spend Volume discounts, spend analysis, program adoption Employing a front end booking process Online booking tools to control policy, using a corporate card Obtaining and sharing data Rich information regarding booked data, policy compliance, traveler detail Integration with an expense management provider

16 Expense Management 101, Case Study W. Shane Guilliams, Vice President of Vendor Finance Madia Sargent, Director of Corporate Travel and Meetings Management

17 Where were we? U.S. Foodservice 2008 Best in Class 1. TMC & 75% Online Travel Adoption 2. A Travel Policy 3. Limited Corporate Card Offering / Limited rebates 4. Paper and Manual Expense Report Process 1. Mandated Travel Agency and Online Booking Tool 2. Best in Class Travel Policy 3. Mandated Preferred Corporate Card / Incremental Revenues 4. Automated Expense Solution

18 Spend Consolidation / Leakage Analysis $50 In $ millions $40 $42.4 Total Spend $30 $20.7 $20 $10 $9.0 $1.5 $11.2 $7.2 $17 $24.2 $9.4* $0 Air Car Hotel Other Total Meetings* Consolidated under TMC Other Payment Solution Leakage / Opportunity *$9.4 Meeting spend listed under T&E in GL. Is not representative of total meeting spend due to expense allocations under several departments.

19 Creating the Business Case for Travel & Expense Automation & Integration Why Change? Greater T&E Spend Visibility Adoption and savings already documented for automated, online travel Unified Administration of tools Improved control and compliance; audit capabilities Gained Productivity and Efficiencies Cost and Savings = North of Breakeven Internal deep dive on the life of an expense prior to automation = $$$ Corporate card program incremental revenue to fund Developing the ROI Model

20 Getting Compliance by Revising the Travel Policy and Building Audit Rules and Custom Policy Messages Audit Rule Examples Booking Air out of policy - No matching Air reservation rule requires explanation Cash Airfare Hard Stop Rule Audits air bookings not charged to AMEX Card 90 Day Old Expense warning Hotel Itemization Required 100% Audit for All and Executive reports over $1,250 Required Comments for Personal Charges on Corporate Card Cross charging departments notification Explanation Required for all Entertainment over $100 per attendee Address, Approver and Bank Information Required before submission USF Car Rental Preferred Vendor Exception Comment Required Actual vs. Booked on Hotel and Can Rentals

21 Automated Travel & Expense Lessons Learned Establish a mature Corporate Card program prior to the integration of the Online Expense solution A Stricter Travel & Expense Policy and Build Audit Rules in advance Implement Big Bang Invest in Change management expertise Develop a Communication and Training Plan in advance Engage IT well in advance to time a simultaneous Data Feed launch

22 Automated & Integrated Travel & Expense Benefits Realized Audit & reconciliation efficiency and transactional savings Employee satisfaction and productivity Tighter Policy compliance and greater spend visibility Online Travel Adoption went from 75% to 89% in one month It s Web based, easy to use and we can Proxy Users to assist and train One resource to administer both Online Travel & Expense

23 Case Study Tracy Loper Travel Manager General Dynamics

24 Ground transportation study Problem: High ground transportation costs related to A policy that didn t address home to airport transportation Dispersed spend across different categories and suppliers (airport, off-airport, car service/taxi, mileage reimbursement) reduced negotiating leverage Proposed resolution: Identify lowest-cost, most utilized mode Standardize policy for home to airport transportation Consolidate spend to obtain best possible discount with single preferred supplier

25 Analysis Expense reporting data: average cost in each spend category frequency study to identify most common mode utilized to get from home to airport (easier to work with existing behaviors, if they are cost-effective) Corporate card data: total spend in each category total spend with each supplier

26 Project Identified off-airport parking as lowest cost, most frequently used option and modified policy to mandate use of off-airport parking Conducted competitive sourcing to identify single supplier with best pricing and value proposition (in Phoenix, covered parking is key!) Promoted preferred supplier by Programming every itinerary with PHX origin to identify preferred supplier and include customized link with program and enrollment information Mass enrollment in loyalty program Enrollment included option to link corporate card to loyalty card Transaction auto-populated in traveler s expense report Expense captured via corporate card eliminated cash transactions

27 Monitoring Compliance and Project Result Compliance is monitored by using Expense and corporate card reporting: non-preferred vendor use reported to employee and employee manager, and flagged for audit to catch repeat offenders Agency data: used to view enplanement activity, which is compared to expense reporting Vendor reporting: used to validate agency and expense data Present state 18% reduction in ground transportation costs More expensive transport modes eliminated Consolidated spend with single preferred supplier resulted in higher discount, and lower spend per parking event High compliance zero recidivism

28 Questions?

29 Thank you for your participation! So that we may serve you better Please complete the session evaluation on your way out. We look forward to welcoming you back next year! Houston, Texas August 8-11, 2010