Best Practices to Enable Your Travelers to Embrace Expense Management

© 2016 GBTA. All rights reserved.

Best Practices to Enable your Travelers to Embrace Expense Management

Today’s PresentersCindy Heston

Director, Travel and Events

Jeff Devier

Director, Customer Success Management

How can you reduce friction with expenses…

How can you elevate travelers’ biggest frustrations

How to streamline expense submissions

How can you best engage with your business travelers

How can you keep the back office (A/P and administrators) happy

How mobility and other enhancements drive improvement

What You’ll Learn Today

Key Challenges Faced

Best Practices to Enable Your Travelers to Embrace Expense Management

Key Drivers of Expense Procrastination

Daunting prospect matching receipts with expense details (GL codes, etc.)

Labor-intensive manual processes

Cumbersome, unintuitive expense reporting tools

Lack of mobility options

Nasty surprises with expense limits and exceptions

Lack of clarity around corporate travel polices

Lack of visibility into reimbursement approval

Back-and-forth line item inquiries delaying reimbursement

Travelers’ Expense Frustrations

Engaging With Travelers


Engage with Travelers: Solutions Straightforward, anytime, anywhere, any device expense

submission

Intuitive solutions that are easy to learn and use

Integration into corporate travel booking, corporate card and ERP / payment systems

Engage with Travelers: Mobility Solutions Expense solution and experience across all mobile devices

Ability to take pictures of receipts, or forward attachments instantaneously

Mobility technology including OCR, receipt and credit card auto matching

Ability to approve anytime, anywhere

Engage with Travelers: Processes Clear, fair, objective and well-communicated corporate travel

policies

Built-in compliance rules encourage good behavior

Full visibility into approval and reimbursement status

Expense submission and payment cycle

Supporting the Back Office


Supporting the Back Office: Solutions Work with established, stable, best-of-breed solution vendors

Ensure flexibility with configuration and business rules

Make fraud prevention and detection easier and more automated

Automate manual processes – allow more time to be spent on high-level activities

Traveler feedback driving AP engagement and innovation

Streamline approvals: less chasing and happy travelers

Real-time reporting drives better visibility and decision-making

Supporting the Back Office: Processes

Automation is essential to increase traveler and back office efficiency

Real-time visibility helps with budgeting and planning

Transparency is critical for all parties

Mobility streamlines processes

Summary

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Best Practices to Enable Your Travelers to Embrace Expense Management