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5 Benchmarks to Travel Expense Management

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Henry Ijams – Managing Director

PayStream Advisors, Inc.

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5 Benchmarks for Travel Expense Management Success

Henry Ijams

Henry Ijams, CAPP/APM Managing Director PayStream Advisors, Inc.

Mr. Ijams' 28 years of experience focuses on trends and technologies in financial operations automation including strategies regarding the automation and benchmarking of Purchasing and Payables processes. Through PayStream Advisors, Mr. Ijams consults with domestic and international organizations that want to take advantage of leading practices and automation solutions.

About the Speaker

Craig

Agenda

• 5 common benchmarks aspects of travel and expense management

• Growth and ease in mobility plus real-time reporting and analytics

• Adoption of best-of-breed travel and expense management solutions

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PAYSTREAM ADVISORS

Research and Advisory Services for Financial Operations: - Travel & Expense Management - AP Automation - P2P Peer Benchmarking - Electronic Payments - Receivables Document Management - eBilling - PayStream P2P Summit

PayStream Research

www.paystreamadvisors.com

Achieve Operational Excellence! Fact: Employee Expenses are the second largest controllable expense Problem: Need to lower operating expense Solution: Automate Spend Management Benefit: Significant Bottom line impact

PayStream’s Travel & Expense Benchmarking Report April 2013

This survey report is designed to:

• Help accounting and finance practitioners familiarize themselves with the current Travel & Expense Management (TEM) landscape;

• Allow companies to benchmark their operations against similar businesses.

7 Footnote: PayStream’s Travel and Expense Management Benchmark Survey was conducted in Q1 2011

Spend on TEM is growing

The Top 5 Benchmarks

• Use of Automation

• Policy Expense Leakage

• Travel Management Company Compliance

• Cost per Voucher

• Electronic Settlement

Cost Control Pressure • Economy is focused attention on cost

reduction

• Company’s should focus on “where the money is”

• …not trying to get blood out of a stone

The economic downturn may not be considered a trend; but, pressure on cost has permeated corporate travel and spend management.

Manual data entry and inefficient processes are the biggest challenges in the manual T&E process, followed by inability to enforce corporate travel policies and lack of visibility into spend.

What are the biggest challenges your organization faces in the expense management process?

Policy Mandates

• Take the spend policy off the shelf.

• The business case for mandating usage of tools which provide immediate spend visibility is clear.

• Improved compliance and supplier management drives control and reduces cost.

Mandating policy, such as the use of spend solutions…now the rule rather than the exception.

Employee Purchases Meals, gifts, incentives, services, supplies,

fees, maintenance, utilities, etc.

Business Travel Airfare, car, hotel, meals,

entertainment, etc.

Expense Reports

P-Card

Invoices

Are you capturing all your employee spend?

Policy Mandates Only 31 percent mandate the use of corporate cards, but this is up 10 percent in the last 3 years.

Which of the following automation features do you currently use?

Approval is going mobile

What are the biggest benefits you have achieved with your TEM Solution?

Benefits? Lower Processing Costs Ranks #1

High Costs = Compelling Opportunity

Manual data entry and inefficient processes nearly triple the cost of managing expense reports.

PayStream Summit: Expedition to P2P Automation

Join Your Peers at:

PayStream’s Annual Procure to Pay Summit:

• September 15-17, 2013 Charlotte NC

• 18 Workshops

• 3 Learning Labs

• 3 Days of Networking

• 100% fun!

• Join PayStream Summit 2013 on LinkedIn

SAP Cloud for Travel – Overview Control Costs, Facilitate Compliance, Increase Efficiency in

Travel and Expense Management

Neil Krefsky

Sr Director Product Marketing,

SAP Cloud

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 20

Speaker Introductions

Neil Krefsky, Sr Director Product Marketing, SAP Cloud

SAP Cloud for Travel and SAP Cloud for Financials

• CPA & Accounting Background + Sustainability Reporting experience

• 20+ years in Presales, Product Mgmt/Mrktg in Software/Systems including 15 at SAP

• neil.krefsky@sap.com

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 21

Plan the trip

Trip approval

Book the trip

On Trip

Expense Report

Audit

Approval

Reimbursement

SAP Cloud for Travel – for the entire lifecycle of a trip A people -centric end-to-end solution for travel and expense management

© 2013 SAP AG. All rights reserved.

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 22

SAP Cloud for Travel People -centric UI and designed for the mobile workforce

© 2013 SAP AG. All rights reserved.

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Designed for CFOs who

need to better manage

expenses and cash flow

Designed for line

managers who need

to make the most

effective use of travel

budgets

Designed for travelers

who need to meet their

business goals

Designed for the way people work While helping control cost, facilitate compliance and increase efficiency

CFO Manager Travelers Operations

Designed for

auditors to

effectively audit

travel spends

© 2013 SAP AG. All rights reserved.

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SAP Cloud for Travel A people -centric end-to-end solution for travel expense management

Planning

Request trip

Approve trip

Maintain team

budgets

Analyzing

Analyze travel spend

Plan travel budgets

Expensing

Capture expenses

Submit expenses

Audit expenses

Approve expenses

Reimburse expenses

Booking

Book trip

Manage itinerary

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 25

SAP Cloud for Travel Integrates to external systems and your existing SAP ERP

- Receipt itemization - E-Invoice

Booking status update

Import of credit card feeds

Creation of itineraries

FI: Expense Report & Journal Entries - Reimbursement data - FI G/L postings

HCM: Expense Report

- Reimbursement data - Taxable amounts (payroll)

FI: Updates - Payment status update - Exchange rate update

CO: Master data

- Cost center, Project

- Internal Order, Sales Order

HCM: Master Data - Payment status update

SAP ERP

Cost Object: Master Data - Cost center, Project

SAP Cloud for Financials

FI: Expense Report & Journal Entries - Reimbursement data - FI G/L postings

Mileage calculation

Scanning and

OEM Partners OCR

SAP Cloud for Travel

Open to other ERP systems

Via Web Services, XML, etc.

Out-of the box

Out-of the box

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 26

SAP Cloud for Travel around the world Availability of country versions

USA UK Germany France

India China Canada

Austria Switzerland

Mexico Australia

Spain

Brazil Denmark

Netherlands Italy

• 20 dedicated country versions supporting specific regulations for both local tax and local

legal requirements out-of-the-box

• With the International template the solution is ready to be used in more than 100 countries

Available country versions

Belgium

New Zealand Ireland Sweden

© 2013 SAP AG or an SAP affiliate company. All rights reserved. 27

Intuitive user experience Consistent experience of managing travel from end to end with

an intuitive, consumer-grade application

Flexible integration Leverages SAP ERP FI, SAP Cloud for Financials and HCM

system landscape for faster reimbursement and accelerated

reconciliation

Designed for mobility Lowers administrative burden of processing expenses by reducing

paper-based, offline processes through mobile applications

Why SAP Cloud for Travel?

Comprehensive compliance Conform with localized tax and legal regulations for travel

expenses and supports corporate travel policies

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SAP Cloud for Travel Fits Well Across Industries

Our customers are in many industries

Travel & Logistics Manufacturing Automotive High Tech

Utilities Pharmaceuticals Professional Services

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For more information visit www.sap.com/cloudfortravel

Solution overview

Benefits

Customer testimonials

Videos

Solution demos

Free trial registration

© 2012 SAP AG. All rights reserved. 30

Who Are We

San Diego Unified Port District

• Port Act of 1962

• Five Member Cities: San Diego, Chula Vista, National City, Coronado,

Imperial Beach

• Economic Engine:

$1.7 billion invested since 1963

• Environmental Stewardship

• Maritime Business and Trade

• Cruise Business

• Port Tenant Businesses

© 2012 SAP AG. All rights reserved. 31

T&E Challenges (or Why We Looked at T&E Solution)

• In 2012 Technology Strategic Plan (TSP) Study was done

• Management described the 61% of the significant business challenges were technology

related.

• Need for newer, cutting edge technology.

• 5 Year Technology Plan developed

• Project for new Travel System in year 1 of the plan.

• Why a new Travel System?

• Reduction in Port workforce

• Need for a more efficient and effective process

• Process time and paper intensive

• Small project with big payoff for staff

© 2012 SAP AG. All rights reserved. 32

Innovation and Approach We Took

• Port IT team met with Port Staff on requirements in a new Travel System

• #1 – User Friendly Interface

• Reduce redundant steps in process

• Integrates with our SAP On premise systems

• Utilizes smart phone apps

• Paperless process

• Management requirement

• Low implementation and integration costs

• Demoed different Travel Systems

• Integration…integration… integration

• Development

• Time

• Cost

© 2012 SAP AG. All rights reserved. 33

Why SAP Cloud for Travel

• First decision to go with a competitor

• SAP Cloud for Travel released right after

contract signed

• Project planning stage discovered

integration was limited and all

development to connect to SAP would

cost 3 times the cost of the system we

purchased.

• Discovery of SAP Cloud for Travel

• Purchase of system included everything:

Smart phone apps, receipt storage, access to

system from anywhere.

• Cost effective

• #1 Native integration between SAP and

Cloud system included!

© 2012 SAP AG. All rights reserved. 34

Future Vision and Strategy

• Continued process improvement as SAP Cloud for Travel creates new

enhancements.

• Implement other non-travel reimbursement processes with in SAP Cloud

for Travel.

• Develop enhanced reporting with SAP Cloud for Travel reporting and

integration to SAP BI/BW

© 2013 SAP AG. All rights reserved. 35 Internal

THANK YOU

Q & A

Resources to learn more:

• Watch SAP Cloud for Travel demos

• Connect with us:

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