IQ Concur Expense IQ Report 2013 e
Over $ 50 billion where did it all go? Expense IQ : 2013 2
The Expense IQ report provides insight into the evolution of travel and expense on both global and regional scales. 3 Expense IQ : 2013
Dear Reader, There s no doubt about it: Today s marketplace demands quick thinking and decisive action. If you re like most of us, you re constantly being asked to lower costs and improve your bottom line and there s a growing need to more accurately predict future costs to create precise budgets. But there s some good news: Effective expense management systems can address all of these issues. A deep understanding of what you spend and how it compares to your competitors can give you a real competitive edge. That s where this report comes in. The Expense IQ Report is designed to give insight into the evolution of travel and expense on both global and regional scales. Travel and entertainment spend is the second largest controllable cost for most companies just behind payroll. But where specifically does all of this money go? How is it being spent, and who is doing the spending? How do T&E budgets change by company size and market? And how does it all evolve from year to year? These are just a few of the important questions we set out to investigate in this one-of-a-kind report, leveraging the information that processing $50 billion in expense transactions per year provides us. We hope the analysis will give you greater insight into your own company s spending indicating, for example, if the rates you are negotiating are high or low for your market so you can manage your T&E budgets and expense management processes more intelligently in the future. Sincerely, Robson Grieve EVP, Worldwide Marketing Expense IQ : 2013 4
Who we are and how we did it. Concur is the leader in travel and expense automation. As such, we processed over $50 billion in expense reports last year alone. This gives us unparalleled insight into precisely how businesses are spending in the travel and entertainments arena, and what impact location, size of company, and other factors have on spend. To augment our analysis, Concur asked IDC, the premier global market intelligence firm, to give additional insight on the data. Their comments provide important context for the numbers, to give an even more complete picture of the global T&E environment. Contents Global T&E Spend Spend Comparison: SMB Large Market Business Travel Destinations Top 10 Spend Categories 6 12 22 28 5 Expense IQ : 2013
Global T&E Spend Expense IQ : 2013 6
Highlights Average T&E spend fell 4.5% from 2011 to 2012, with most of the drop occurring in Q4 of 2012. Among key expense types, dining dropped the most, 11.1%, followed by car rental (9.1%) and airfare (8.2%). Hotel dropped the least (3.8%). In 2012, the average expense report filer spent $3,244 per quarter on T&E. 7 Expense IQ : 2013
T&E Spend Per Filer In 2012, average spend per filer declined 4.5%, from $3,397 to $3,244, with 93% of that drop (4.2%) coming during the fourth quarter of 2012. While 2012 was overall a year of tighter budgets for US travelers, the sudden and extreme decline in Q4 T&E spend in particular is a bit of an outlier. The dip is likely due to a set of exogenous macro-economic events, such as the impact of Hurricane Sandy, uncertainty about the U.S. presidential election in November, and the fiscal cliff negotiations that extended into the first days of 2013, rather than any broad corporate efforts to cut back on T&E spend in the fourth quarter of 2012. Robert Mahowald, VP of Cloud Services at IDC $4,000.00 $3,500.00 $3,591 $3,488 $3,402 $3,171 $3,603 $3,528 $3,318 $3,000.00 $2,629 $2,500.00 $2,000.00 $1,500.00 $1,000.00 $500.00 $0.00 Q1 2011 Q2 2011 Q3 2011 Q4 2011 Q1 2012 Q2 2012 Q3 2012 Q4 2012 Expense IQ : 2013 8
Spend by Category Of the major spend categories, hotel and personal car spend declined the least (-11%). This suggests that the T&E spend that did occur was kept closer to home, necessitating fewer air tickets, meals, and entertainment. This closer to home impact is increasingly taking the form of what IDC calls local cluster meetings, according to Robert Mahowald of IDC. Employees gather at a telepresence site, a campus conference room with video capabilities, or a local hotel with a good video endpoint and concierge services to help with logistics, and have their meetings with a customer, partner, or other employees. Airfare Lodging Dining Entertainment Ground Transportation Personal Car Car Rental Telecom Office Meetings Other Total Spend per Filer Q1 2011 Q2 2011 Q3 2011 Q4 2011 2011 average Q1 2012 Q2 2012 Q3 2012 Q4 2012 2012 average Increase/ Decrease $912.56 $837.12 $819.71 $660.11 $797.79 $863.00 $806.81 $750.33 $543.72 732.59-8.2% $673.63 $673.12 $617.80 $580.99 $632.51 $662.05 $671.01 $598.17 $519.03 $608.62-3.8% $352.69 $341.53 $313.37 $301.59 $325.17 $321.55 $317.79 $289.85 $236.84 $289.23-11.1% $176.74 $177.29 $172.07 $178.79 $176.26 $182.58 $182.07 $172.70 $141.48 $168.62-4.3% $180.13 $179.30 $163.42 $159.57 $169.71 $177.10 $178.51 $160.24 $131.46 $160.59-4.6% $126.19 $130.53 $134.47 $121.21 $127.95 $132.52 $131.89 $128.43 $102.65 $123.09-3.8% $103.54 $105.75 $103.32 $90.92 $100.40 $99.65 $99.75 $95.03 $73.57 $91.31-9.1% $95.65 $88.32 $86.43 $82.43 $87.69 $87.80 $84.74 $82.64 $61.95 $78.61-10.4% $70.85 $64.43 $65.67 $61.76 $65.34 $64.40 $58.04 $58.06 $46.29 $56.24-13.9% $52.67 $51.81 $44.18 $44.82 $48.02 $47.55 $56.28 $55.99 $44.46 $50.98 6.2% $846.77 $838.66 $881.80 $889.09 $865.98 $964.50 $940.95 $926.69 $727.72 $883.83 2.1% $3,591.44 $3,487.86 $3,402.25 $3,171.26 $3,396.82 $3,602.71 $3,527.84 $3,318.13 $2,629.17 $3,243.71-4.51% 9 Expense IQ : 2013
Spend per filer by category $4,000.00 $3,500.00 $3,000.00 $2,500.00 $2,000.00 $1,500.00 $1,000.00 $500.00 $0.00 Q1 2011 Q2 2011 Q3 2011 Q4 2011 Q1 2012 Q2 2012 Q3 2012 Q4 2012 KEY: Airfare Entertainment Car Rental Meetings Lodging Ground Transport Telecom Other Dining Personal Car Office Expense IQ : 2013 10
Ancillary Spend Trends To capture the real cost of travel, it s important to include less obvious fees. The total ancillary spend of Concur clients increased from over $30 million to about $58 million from 2011 to 2012. Ancillary spend capture is a key part of the spend management toolbox we see smart companies building, according to Mahowald from IDC. Like itemizing a receipt, looking at individual spend categories lets you make choices about how you handle policy exceptions, like airline upgrades, and frills like airline club memberships. It s all part of the drive to look deeper at the data and make smart policy decisions. Average Transaction Value for Key Ancillary Fees 2011 2012 Increase/ Decrease Airline Club $144.68 $183.39 26.8% Baggage $28.86 $30.06 4.1% Onboard Entertainment $13.49 $10.23-24.2% Priority Access $17.34 $19.30 11.3% Ticket Change Fee $64.64 $71.65 10.8% Seats/Upgrade $143.51 $142.44-0.7% 11 Expense IQ : 2013
Spend Comparison: SMB vs. Large Market Expense IQ : 2013 12
Highlights SMBs in the US spend less per ticket on airfare than their large market peers on a per trip basis ($363 vs. $424). SMBs in the US face 45 % higher average hotel rates than their large market peers. Negotiating leverage, driven by scale and sophisticated spend management strategies, continues to give large market companies significant advantages in controlling their T&E spend. 13 Expense IQ : 2013
Comparing Spend per filer: SMB Large Market Avg. Quarterly Spend per Filer 2012 SMB Large Market $ % SMB> SMB> Large Market Large Market Airfare $832.55 $732.59 $99.96 13.6% Lodging $736.69 $608.62 $128.06 21.0% Dining $340.60 $289.23 $51.37 17.8% Entertainment $295.24 $168.62 $126.62 75.1% Ground Transportation $189.22 $160.59 $28.63 17.8% Car Rental $143.04 $91.31 $51.73 56.7% Total spend per filer per quarter $2,537.33 $2,050.95 $486.38 23.7% Expense IQ : 2013 14
Comparing Transactions per filer: SMB Large Market Airfare (tickets) Lodging (room nights) Ground Transportation Transactions/Quarter/Filer 2012 Dining (# of meals) Entertainment (# of events) SMB 2.25 5.28 9.91 2.67 5.04 Large Market 1.64 5.78 7.69 1.60 4.91 36.6% -8.7% 28.9% 66.7% 2.5% % SMB> Large Market Car Rental 0.83 0.51 64.5% Total transactions per filer per quarter 25.97 22.13 17.3% 15 Expense IQ : 2013
Comparing Quarterly Spend Airfare SMB Large Market Comparing Quarterly Spend Airfare On average, small business travelers buy almost 37% more airline tickets per quarter. Expense IQ : 2013 16
Comparing Quarterly Spend Car Rental SMB Large Market Small businesses spend almost 24% more on the road. -- Click here to view the full Expense IQ Infographic -- 17 Expense IQ : 2013
Spend Comparison Inside the U.S. The table below shows that larger companies spend a much higher proportion of their T&E budget on airfare and more per ticket ($424 vs. $363). However, SMBs are spending considerably more per night for lodging. % of total spend 2012 Avg. Trans. Amount 2012 SMB>Large Market Airfare 19.41% 25.03% $362.73 $423.61-14.37% Lodging 16.57% 19.48% $135.98 $93.88 44.84% Dining 7.95% 9.22% $33.99 $37.17-8.57% Entertainment 6.94% 5.75% $110.26 $100.73 9.46% Ground Transportation 4.38% 4.16% $37.30 $36.37 2.58% Car Rental 3.38% 3.63% $170.17 $174.69-2.59% SMB Large Market SMB Large Market Expense IQ : 2013 18
98% of the U.S. SMB population is comprised of firms with less than 100 employees, with 9 out of 10 operating out of only one location. Furthermore, many SMBs are operating within industries where there is less of a need for frequent air travel, such as business and consumer-facing services like restaurants, retail trade and construction. This would also negate the need for frequent lodging. Chris Chute, Director, IDC SMB Research Practice. Chute also said that the data indicate SMBs are more likely to outspend larger firms on ground transportation, which makes sense given their need to serve local customers. In addition to spending a much higher proportion of their T&E budget on airfare, the table shows that larger companies spend more per ticket on average ($424 vs. $363). This is probably a result of larger companies having their operations spread out over larger areas, which leads to more expensive air travel in order to manage operations and service customers. We also see that SMBs pay a lot more per night for lodging than their large market peers ($136 vs. $94). This is likely due to the fact that larger companies tend to negotiate favorable rate agreements with major hotel chains and are better able to direct employees to these frequently-used properties. 19 Expense IQ : 2013
Spend Comparison Outside the U.S. Australia, Canada and the U.K. % of total spend 2012 Avg. Trans. Amount 2012 SMB>Large Market Lodging 22.83% 17.10% $180.29 $161.91 11.35% Airfare 22.44% 25.38% $577.90 $614.04-5.89% Dining 8.39% 7.89% $44.03 $44.06-0.07% Ground Transportation 6.29% 4.99% $47.52 $40.92 16.14% Entertainment 6.27% 6.39% $119.53 $126.38-5.42% Car Rental 3.10% 1.84% $208.49 $211.58-1.46% SMB Large Market SMB Large Market Expense IQ : 2013 20
Looking at three other English-speaking countries, Australia, Canada and the UK, we see many similarities to the US case. SMBs in these three countries spend a lower percentage of their T&E budget on airfare (22% vs 25%), and they spend less per ticket ($578 vs $614). They also pay more per room night for lodging ($180 vs $162). 21 Expense IQ : 2013
Business Travel Destinations Expense IQ : 2013 22
The following tables delve into which destinations are most popular among business travelers, and the relative costs for lodging, dining, ground transportation and entertainment. 23 Expense IQ : 2013
Top 25 Most Visited International Cities The table below shows the Average Spend in each Category London, UK Shanghai, China Dining Entertainment Ground Transport Lodging Total $51.05 $158.89 $49.52 $255.23 $514.69 $40.66 $100.23 $17.12 $123.60 $281.61 London once again came in as the top destination, and the top four most visited cities remained unchanged from 2011. Cities are ranked by number of overnight hotel stays, and include all destinations outside of the U.S. Amsterdam, The Netherlands Calgary, Canada Dining Entertainment Ground Transport Lodging Total $45.45 $145.59 $44.33 $158.24 $393.61 $45.49 $113.12 $33.61 $131.23 $323.46 Singapore $56.99 $138.90 $20.61 $197.98 $414.48 Vancouver, Canada $50.74 $146.18 $23.97 $133.62 $354.52 Beijing, China $44.72 $92.40 $16.75 $124.83 $278.70 Shenzhen, China $35.34 $82.86 $17.00 $102.56 $237.76 Tokyo, Japan $63.28 $254.65 $35.14 $187.44 $540.51 Sydney, Australia $70.18 $144.81 $47.89 $259.24 $522.12 Toronto, Canada $57.04 $169.27 $30.44 $134.78 $391.52 Dubai, UAE $68.37 $164.29 $24.42 $199.83 $456.90 Hong Kong $57.07 $142.07 $23.01 $206.48 $428.63 Bangkok, Thailand $39.10 $101.40 $27.70 $116.01 $284.20 Paris, France $49.55 $143.31 $50.64 $220.26 $463.76 Mumbai, India $22.69 $81.31 $18.31 $116.06 $238.37 Mexico City, Mexico $37.75 $111.50 $20.57 $118.39 $288.22 Madrid, Spain $39.90 $110.91 $30.01 $147.57 $328.39 São Paulo, Brazil $42.35 $141.65 $28.80 $158.53 $371.34 Taipei, Taiwan $50.00 $74.22 $23.62 $155.38 $303.22 Montreal, Canada $52.75 $147.86 $26.21 $118.33 $345.15 Dublin, Ireland $39.41 $132.57 $32.03 $145.13 $349.15 Bangalore, India $26.67 $79.10 $23.55 $98.52 $227.83 Kuala Lumpur, Malaysia $37.96 $69.40 $18.68 $114.47 $240.51 Frankfurt, Germany $33.55 $107.73 $39.98 $175.59 $356.84 Expense IQ : 2013 24
Top 10 Most Visited U.S. Cities The ten cities on this list remain unchanged from 2011, with the only difference being that Houston and Orlando swapped spots on this year s list. Cities are ranked by number of overnight hotel stays. Chute adds, Las Vegas remains a top destination for business travel, particularly due to its attractiveness as a trade show host-city. Its ranking can be supported as a travel destination for all business sizes, including SMBs. Often, SMB travel involving airfare will be centered around annual conference and industry trade show attendance, rather than more frequent customer or supplier visits, which could support Las Vegas consistent top ranking. The table below shows the Average Spend in each Category New York City, New York Las Vegas, Nevada Chicago, Illinois San Francisco, California Houston, Texas Orlando, Florida Atlanta, Georgia San Diego, California Charlotte, North Carolina Dallas, Texas Dining Entertainment Ground Transport Lodging Total $65.28 $174.56 $36.33 $193.99 $470.16 $43.14 $166.58 $28.08 $99.08 $336.88 $36.19 $144.28 $32.71 $134.15 $347.33 $43.69 $164.47 $38.91 $158.35 $405.42 $33.78 $102.36 $32.39 $90.93 $259.46 $37.21 $121.15 $30.72 $99.94 $289.03 $29.19 $109.42 $44.82 $94.20 $277.63 $41.56 $118.65 $33.35 $110.57 $304.14 $33.60 $99.83 $29.06 $85.72 $248.22 $33.65 $110.59 $39.26 $93.25 $276.74 25 Expense IQ : 2013
Top 10 Most Expensive International Cities for Business Travel The table below shows the Average Spend in each Category Brisbane, Australia Dining Entertainment Australia once again boasts four of the top 10 most expensive cities to visit for business travel. Of note, if this list included U.S. cities, New York would rank ninth on this list pushing Paris to tenth. Ground Transport Lodging Total $57.47 $129.71 $55.30 $305.05 $547.53 Tokyo, Japan Sydney, Australia Perth, Australia London, United Kingdom Stockholm, Sweden Melbourne, Australia Zurich, Switzerland Paris, France Dubai, UAE $63.19 $254.82 $35.37 $187.52 $540.91 $70.27 $145.69 $48.00 $260.05 $524.01 $60.98 $139.76 $36.07 $284.12 $520.93 $51.10 $159.27 $49.51 $256.58 $516.46 $60.10 $153.31 $51.86 $248.65 $513.92 $63.49 $138.25 $47.48 $226.55 $475.78 $52.69 $149.28 $54.83 $217.53 $474.33 $49.49 $143.09 $50.68 $220.31 $463.58 $68.36 $165.52 $24.38 $197.67 $455.93 Expense IQ : 2013 26
Top 10 Most Expensive U.S. Cities for Business Travel The table below shows the Average Spend in each Category New York City, New York Dining Entertainment Ground Transport $65.34 $175.66 $36.44 $194.62 $472.06 This year, New York claims the top spot for most expensive U.S. city for business travel in 2012. Lodging Total San Francisco, California Garden City, New York Washington, D.C. Boston, Massachusetts Long Island City, New York Chicago, Illinois Miami, Florida Las Vegas, Nevada Santa Clara, California $43.65 $165.62 $38.95 $158.82 $407.04 $66.59 $144.10 $72.77 $105.98 $389.44 $38.00 $127.68 $44.45 $164.16 $374.29 $42.76 $144.22 $36.95 $145.01 $368.94 $41.60 $141.14 $27.23 $149.08 $359.05 $36.11 $144.60 $32.72 $132.42 $345.85 $48.53 $148.84 $29.09 $118.38 $344.84 $43.16 $166.22 $28.27 $98.34 $336.00 $35.44 $130.73 $50.53 $114.35 $331.05 27 Expense IQ : 2013
Top Spend Categories Expense IQ : 2013 28
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Top 10 Spend Categories International Overall, average transaction amounts outside the U.S. generally declined, with dining, car rental and ground transport falling the most. Among the top categories, airfare fell the least. Only rail showed an increase. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Lodging 23.44% 24.03% $135.77 $140.60-3.44% Airfare 22.22% 23.18% $583.02 $587.69-0.79% Dining 10.33% 10.97% $40.29 $43.65-7.69% Ground Transportation 7.08% 7.13% $29.29 $31.04-5.63% Entertainment 5.20% 5.12% $114.42 $120.67-5.18% Meetings 2.07% 1.13% $280.60 $280.99-0.14% Telecom 2.04% 2.20% $69.75 $73.03-4.49% Gas 1.81% 1.95% $69.18 $72.60-4.71% Car Rental 1.71% 1.83% $215.20 $228.81-5.95% Rail 1.55% 1.47% $64.98 $62.34 4.24% Expense IQ : 2013 30
Top 10 Spend Categories U.S. In the U.S., average transaction amounts increased most for lodging, training and telecom. They were down in 2012 for meetings, dining and car rental. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Airfare 25.03% 26.38% $423.61 $418.66 1.18% Lodging 19.48% 19.07% $93.88 $89.33 5.09% Dining 9.22% 10.05% $37.17 $38.52-3.49% Entertainment Ground Transportation 5.75% 4.16% 5.78% 4.15% $100.73 $36.37 $100.84 $35.92-0.11% 1.23% Car Rental 3.63% 3.82% $174.69 $178.94-2.37% Telecom 1.97% 1.95% $78.31 $75.94 3.12% Office 1.84% 1.99% $105.37 $103.17 2.13% Training 1.60% 1.64% $385.22 $371.47 3.70% Meetings 1.45% 1.61% $356.21 $394.12-9.62% 31 Expense IQ : 2013
Top 10 Spend Categories Australia Dining and entertainment spending, on a per-transaction basis, declined significantly from 2011 to 2012. Lodging and ground transportation rose. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Airfare 26.25% 29.26% $522.15 $534.80-2.36% Lodging 14.51% 13.28% $242.64 $234.73 3.37% Dining 6.71% 7.33% $61.03 $63.89-4.47% Ground Transportation 6.41% 6.61% $47.53 $44.39 7.07% Entertainment 4.12% 4.58% $134.33 $157.61-14.77% Training 2.10% 2.06% $388.65 $408.56-4.87% Car Rental 1.87% 1.90% $216.20 $206.89 4.50% Office 1.85% 2.01% $146.72 $145.71 0.69% Fees/Dues 1.73% 1.57% $114.44 $105.37 8.62% Telecom 1.54% 1.81% $105.64 $111.33-5.11% Average Annual Exchange Rate, USD per AUD* 1.03572 1.03314 0.25% * Source: OANDA.com Expense IQ : 2013 32
2012 SMB Spend Australia In Australia, SMBs have significantly higher average transaction values for air, hotel and car than do larger companies, though SMBs spend less on entertainment, ground transportation and dining. The data suggests that the average SMB traveler flies much less frequently than his or her large market counterpart, but when they fly, they spend much more. % of total spend Average Transaction Amount Airfare Lodging Entertainment Ground Transportation Trade/Convention Dining Gas Training Car Rental Computer 24.97% 21.86% 6.74% 6.04% 5.57% 5.09% 2.92% 2.43% 2.05% 1.87% $829.55 $286.80 $127.95 $41.94 $911.76 $37.38 $94.51 $1,169.65 $245.71 $422.93 Average Annual Exchange Rate, USD per AUD* 1.03572 * Source: OANDA.com 33 Expense IQ : 2013
Top 10 Spend Categories Canada Lodging was the only major spend category in Canada to see an increase in average transaction amount from 2011 to 2012. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Airfare 21.02% 22.17% $542.78 $573.01-5.28% Lodging 15.68% 15.76% $112.69 $111.41 1.15% Dining 9.41% 9.90% $41.68 $43.55-4.29% Entertainment Ground Transportation 5.64% 4.46% 5.52% 4.35% $115.44 $32.58 $118.55 $32.78-2.62% -0.62% Personal Car 3.10% 3.14% $66.68 $68.80-3.07% Car Rental 2.67% 2.72% $211.61 $213.13-0.71% Training 1.71% 1.89% $465.37 $484.01-3.85% Average Annual Exchange Rate, USD per CAD* 1.000395 1.011705-1.12% * Source: OANDA.com Expense IQ : 2013 34
2012 SMB Spend Canada In Canada, compared to their Large Market peers, SMBs pay significantly more for the average hotel room night, but less for the average air ticket. SMB ground transportation charges also tend to be higher, while spending in other categories is comparable. % of total spend Average Transaction Amount Lodging Airfare Dining Entertainment Ground Transportation Gas Car Rental Personal Car Office 20.90% 18.70% 9.00% 6.44% 5.84% 4.22% 4.14% 3.01% 2.70% $137.55 $452.94 $41.26 $117.52 $45.46 $73.47 $199.33 $112.95 $120.87 Average Annual Exchange Rate, USD per CAD* 1.00040 * Source: OANDA.com 35 Expense IQ : 2013
Top 10 Spend Categories France The Euro fell 7.7% against the U.S. dollar from 2011 to 2012. When this situation is accounted for, we can see that average transaction amounts actually rose in France for most categories, with car rental, entertainment and ground transportation leading the way. Average dining spend declined slightly. % of total spend 2012 2011 Average Transaction Amount (EUR) Increase/ Decrease Lodging 27.19% 27.60% 108.41 105.61 2.65% Airfare 17.17% 18.75% 507.80 499.99 1.56% Dining 13.29% 13.12% 31.28 32.00-2.25% Ground Transportation 9.35% 8.94% 32.73 31.36 4.37% Entertainment 5.17% 4.58% 94.80 89.57 5.84% Rail 2.98% 3.40% 86.89 86.06 0.97% Gas 2.94% 3.50% 57.51 56.99 0.92% Personal Car 2.11% 1.90% 80.75 87.91-8.15% Car Rental 1.95% 2.03% 208.47 190.82 9.24% Meetings 1.85% 2.97% 208.07 248.89-16.40% Average Annual Exchange Rate, USD per EUR* 1.285925 1.392635-7.66% * Source: OANDA.com Expense IQ : 2013 36
Top 10 Spend Categories Germany Germany saw increases in average transaction amounts in all major categories except dining and ground transportation, when exchange rate effects are taken out. The largest increases were in telecom, rail and gas. % of total spend 2012 2011 Average Transaction Amount (EUR) Increase/ Decrease Lodging 29.89% 29.30% 103.33 99.63 3.71% Airfare 20.56% 23.61% 442.64 436.31 1.45% Dining Ground Transportation Car Rental 12.83% 8.16% 4.18% 12.90% 8.08% 4.24% 21.21 26.86 214.85 21.47 26.94 207.85-1.17% -0.30% 3.37% Entertainment 3.15% 3.14% 80.62 79.34 1.61% Rail 2.72% 2.90% 69.98 66.32 5.51% Gas 2.55% 2.79% 61.45 58.10 5.77% Personal Car 1.85% 1.87% 45.10 44.28 1.85% Telecom 1.22% 1.33% 38.75 36.54 6.04% Average Annual Exchange Rate, USD per EUR* 1.285925 1.392635-7.66% * Source: OANDA.com 37 Expense IQ : 2013
Top 10 Spend Categories Hong Kong Average transaction amounts in Hong Kong mostly rose between 2012 and 2011, with telecom jumping 24.5%, and meetings, ground transportation and entertainment also increasing strongly. Dining was the only major spend category showing a significant decline. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Airfare 34.96% 37.55% $9,111.70 $8,569.31 6.33% Lodging 24.99% 26.85% $1,591.75 $1,576.62 0.96% Dining 9.34% 9.83% $437.42 $469.52-6.84% Entertainment 5.86% 4.63% $1,104.24 $1,021.23 8.13% Ground Transportation 5.75% 5.33% $179.69 $165.73 8.43% Telecom 3.38% 2.17% $821.96 $660.46 24.45% Meetings 0.75% 0.65% $3,037.25 $2,715.70 11.84% Fees/Dues 0.68% 0.66% $829.15 $802.89 3.27% Training 0.54% 0.60% $3,204.43 $3,202.78 0.05% Rail 0.39% 0.39% $148.85 $149.26-0.28% Average Annual Exchange Rate, USD per HKD* 0.12891 0.12846 0.35% * Source: OANDA.com Expense IQ : 2013 38
Top 10 Spend Categories India The rupee declined 12.4% against the U.S. dollar from 2011 to 2012. Accounting for this change in exchange rates, we can see that India saw an 18% increase in the average airfare transaction. Rail costs also increased greatly nearly 58%. Surprisingly, the average gas transaction declined 4.2%, suggesting that rising fuel costs were not the only factor behind the higher airfare and rail amounts. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Lodging 31.65% 34.47% 4,564.98 4,577.38-0.27% Airfare Ground Transportation 25.59% 7.50% 22.33% 7.15% 14,519.19 913.22 12,299.40 910.21 18.05% 0.33% Dining 7.40% 7.94% 1,039.84 1,029.81 0.97% Telecom 3.93% 3.39% 1,733.69 1,713.51 1.18% Entertainment 2.44% 2.28% 3,479.49 3,183.83 9.29% Gas 1.63% 1.84% 2,156.80 2,250.36-4.16% Car Rental 1.51% 1.48% 2,669.85 2,538.48 5.18% Personal Car 1.05% 1.01% 849.22 762.05 11.44% Rail 0.88% 0.48% 2,522.35 1,597.97 57.85% Average Annual Exchange Rate, USD per INR* 0.01868 0.02133-12.42% * Source: OANDA.com 39 Expense IQ : 2013
Top 10 Spend Categories Japan Japan saw steep declines in the average transaction amounts for air (-10.1%), dining (-11.7%) and entertainment (-9.1%) between 2011 and 2012. Personal car rose 15%, and telecom rose 7.2%. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Lodging 23.30% 21.51% 12,042.98 11,768.89 2.33% Airfare 14.28% 16.29% 61,414.46 68,341.15-10.14% Ground Transportation 14.17% 12.32% 2,695.01 2,573.27 4.73% Dining 11.26% 11.18% 4,153.65 4,703.34-11.69% Entertainment 8.16% 8.63% 19,067.75 20,967.56-9.06% Rail 6.74% 7.24% 3,250.18 3,309.37-1.79% Gas 1.11% 1.52% 8,688.38 9,431.33-7.88% Meetings 0.82% 0.80% 9,664.74 9,377.31 3.07% Personal Car 0.78% 0.97% 6,956.69 6,047.38 15.04% Telecom 0.67% 0.76% 6,077.80 5,667.85 7.23% Average Annual Exchange Rate, USD per JPY* 0.01254 0.012555-0.12% * Source: OANDA.com Expense IQ : 2013 40
Top 10 Spend Categories United Kingdom In the UK, average transaction amounts on rail, personal car and gas all rose more than 5%, while average transaction amounts on airfare declined nearly 9%. This suggests that UK travelers may have been seeking savings by choosing less expensive modes of travel when feasible. % of total spend 2012 2011 Average Transaction Amount Increase/ Decrease Airfare 28.85% 30.27% 466.22 510.99-8.76% Lodging 20.11% 19.82% 119.80 118.91 0.75% Ground Transportation 8.16% 8.20% 26.97 27.06-0.31% Dining 7.25% 7.62% 24.92 26.77-6.93% Entertainment 4.97% 4.91% 83.90 87.01-3.59% Rail 3.61% 3.16% 56.43 50.38 12.01% Personal Car 2.27% 2.28% 32.10 30.19 6.33% Telecom 2.17% 2.28% 45.76 50.65-9.65% Gas 1.47% 1.52% 53.21 49.60 7.27% Training 1.35% 1.41% 396.29 397.86-0.39% Average Annual Exchange Rate, USD per GBP* 1.584935 1.604115-1.20% * Source: OANDA.com 41 Expense IQ : 2013
Recommendations For Better T&E Spend Management Companies that leverage best practices and automated tools are in a much better position to manage their T&E spend. Not only are their processes more efficient, the resulting data they capture provides insight into trends and behavior that would otherwise be impossible to see. Expense IQ : 2013 42
10 1. Review your organization s historical spend data. Armed with this information, you can begin making informed decisions about how to shape your policies. Tips to Transform Your Business 7. Lock in savings with automated policy enforcement. With Concur, your policy is built into the system, from the time a reservation is made all the way through to the processing of payments. 2. Talk to your peers and industry experts like the Global Business Travel Association, IDC, or even local or regional business associations to learn how your organization compares to other businesses. 3. Think about your company s culture. A core set of guidelines can go a long way towards helping employees understand the kinds of spending that s within policy and what s not. 4. Make sure you have executive support. Lots of good ideas never get implemented, because the right people aren t bought in. Get a plan together, and make your case to key stakeholders. 5. Evaluate providers. Make sure the providers you evaluate understand your organization s unique needs, have solutions that are easy to implement, and can scale with your business. 8. Small businesses should look for new offerings. Many providers are starting to look at small businesses as an untapped market opportunity. Check with your current travel provider, or with companies like Concur, about new programs aimed at SMBs. 9. You can t manage what you can t measure. If your aim is to remove out-of-policy T&E overage costs, the first step is to automate your process from end to end from initial reservation to support to expense reporting. Only then will you be able to measure how good a job you are doing. 10. Finally, once you measure, benchmark - relentlessly. Benchmarking can help you know what s working and what s not, and where you most need to focus your attention. 6. Use data to negotiate. Armed with the powerful analysis tools provided by Concur, even smaller companies may find opportunities to improve the deals they have with key vendors. 43 Expense IQ : 2013
Expense IQ Expense IQ : 2013 44
Methodology Aggregated Data - To produce average line item and location spending data, Concur looked at aggregated expense report data for calendar year 2012. For year-over-year data, Concur compared 2012 spend data to comparable data from 2011. All data used to compile this report is anonymous and aggregated, so that no specific company or personal identifiable information is ever used or analyzed. Currency Conversion - All non-us dollar transactions were converted to USD using the OANDA exchange rate on the date of the transaction. When presenting year-over-year comparisons of spending outside the US, average annual OANDA exchange rates were applied to present average values in local currency. Worldwide vs. U.S. T&E Spend - Global T&E spend represents consolidated data from Concur clients around the world, including North America, Europe and Asia. U.S. T&E data represents a subset of worldwide spend that occurred within the United States. Most Visited Cities - The most visited cities are determined and ranked by the number of hotel room nights expensed in those cities. Concur 601 108th Avenue NE Suite 1000 Bellevue, WA 98004 2013 Concur, all rights reserved. www.concur.com 45 Expense IQ : 2013