2017 travel and entertainment expense management trends: eliminating inefficiency, controlling costs
TRANSCRIPT
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2017 T&E Expense Management Trends:Eliminating Inefficiency, Controlling Costs
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Tips for using WebEx • Receiving Teleconference Info
• The chat box (asking questions/tech issues)
Housekeeping• Handouts
• This program will be recorded
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Learning Objectives
• Factors contributing to high expense report processing costs
• Top expense management pressures, pain points and areas of opportunity
• Annual budget and benchmark spending by category for T&E expenses
• Finance professionals’ must-have expense reporting features for 2017
• How automation helps to eliminate inefficiency and control costs
Attending this event will help you understand:
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Mark BrousseauPresident and Owner
Brousseau & Associates
Today’s Presenter
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Featured Speaker
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Robert NeveuCEO and Co-founder
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• Industry-leading, first fully automated travel and expense management system
• 64 languages, 140+ currencies, clients in 80 countries
• #1 highest rated expense management software for user satisfaction on G2 Crowd
• PC Magazine Editors’ Choice for best expense management software of 2016
• Processing nearly 40 million expenses and receipts valued at $10+ billion in 2016
About Certify
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Certify Annual Trends Study 2017
600+ accounting professionals from outside the Certify customer base:
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Inefficiencies in T&E Expense Reporting
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Expense Reporting Inefficiencies
Expense Reporting Around the World: Practices, Pain Points, and Productivity, GBTA, 2015
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up tominutes to complete one expense report
minutes to correct expense reports errors
average number of reports with errors
23 15-22
22%
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Print spreadsheets, tape or staple receipts and make copies
Enter expenses in Excel with category, vendor, dates, etc.
And then … waitGather receipts, itineraries and write down non-receipt items
Sign report/date report and present or mail to manager
Employees
Manual Expense Reporting Process
AccountantsManagers
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Check expenses for receipts, review for out-of-policy items, etc.
Receive reports for all employees at different times during the month/quarter
If errors, return report to employee to start over; wait for resubmission Sign/approve reports
and route to the next manager or to AP
Manual Expense Reporting Process
Employees AccountantsManagers
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Manually enter data from accounting software to payroll for reimbursementManually enter
expense data into accounting software
Check for receipts, manager approvals, out-of-policy items, etc.
Receive reports for all employees at different times of the month/quarter
Match receipts with line-items, verify all charges, dates and vendors
Manual Expense Reporting Process
Employees AccountantsManagers
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2014 2015 2016 2017
44
3735
37
2932
3734
57
5 64 4
86
18 1915
17
Methods for Managing T&E Reporting
Consistent mix of expense management systems:
Certify Annual Expense Management Trends Report 2017
13
Cloud/web-based
Excel spreadsheets
ERP system
Homegrown solution
Pen and paper
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SMALLBUSINESS
MID-SIZEBUSINESS ENTERPRISE
33%
37%
8%
6%
16%
56%
10%
2%
8%
24%24%
55%
7%2%
12%
Web-based solution (Concur, IBM, etc.)Microsoft Excel/spreadsheetsPen and paperHomegrown solutionERP/accounting package (Oracle, SAP, etc.)
T&E Systems by Company Size
14
Certify Annual Expense Management Trends Report 2017
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56%
10%
2%
8%
24%
SMALLBUSINESS
MID-SIZEBUSINESS ENTERPRISE
24%
55%
7%2%
12%
33%
37%
8%
6%
16%
Web-based solution (Concur, IBM, etc.)Microsoft Excel/spreadsheetsPen and paperHomegrown solutionERP/accounting package (Oracle, SAP, etc.)
T&E Systems by Company Size
15
AUTOMATED SYSTEMS: 80% enterprise • 36% small businesses
Certify Annual Expense Management Trends Report 2017
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Polling Question 1
a) Paper-based/spreadsheetsb) ERP system (Oracle, Microsoft Dynamics, etc.)c) Web-based expense software (Certify, Concur, etc.)d) Not applicable
How does your organization currently manage T&E expense reporting?
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The #1 reason companies turn to automation: simplifying expense reporting process for employees and managers (59%)Certify Annual Expense Management Trends Report 2017
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Leading frustrations for T&E program administrators:
Top Expense Management Pain Points
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Certify Annual Expense Management Trends Report 2015-2017
2015 2016 2017
Employees losing paper receipts/submitting without receipts 33% 50% 52%
Employees failure to submit reports on time 39% 45% 51%
Time it takes to reconcile, review and approve reports 38% 38% 36%
Reviewing for policy violations 20% 30% 28%
Errors on expense reports (incorrect codes, amounts, etc.) 23% 28% 26%
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Top T&E Pressures to Improve in 2017
36% Need to reduce expense processing costs
31% Lack of control over T&E spending
31% Poor visibility into travel/expense data
21% Frequent non-complaint travel/expenses
20% Lengthy reimbursement times
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Certify Annual Expense Management Trends Report 2017
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Cost to Process a Single Expense Report
$6.85fully automated
$17.31 semi-automated
$26.63 manual process
PayStream Advisors 2016
31%
16%9%
44%
Under $7 per report $10−$20 per report$25 or more per report We do not track these costs
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Certify Annual Expense Management Trends Report 2017
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T&E Policy Compliance
79%of all companies report
having a writtenT&E policy in place
21
Certify Annual Expense Management Trends Report 2017
75%manually review each expense report report
for policy violations
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0%5%
10%15%20%25%30%35%40%45%
7%
39% 41%
15%26%
Policy Enforcement Practices (all companies)
22
Certify Annual Expense Management Trends Report 2017
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An estimated 20% of a total T&E spend is considered out of policy for the average companyAberdeen Group 2012
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Reimburse employees faster
Improve employee compliance rates to corporate policy
Gain reporting and analytics around T&E spend
Provide system accessibly from anywhere (online, mobile)
Simplify process for employees and managers
0% 10% 20% 30% 40% 50% 60% 70%
27%
27%
30%
40%
59%
Driving Force Behind T&E Automation
Certify Annual Travel & Expense Management Survey 2017
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Who’s Turning to T&E Automation?
Certify Annual Travel & Expense Management Survey 2017
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27%of all companies planning to make the switch will do so in the next 12 months
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Polling Question 2
a) Reducing process and workflow inefficiencies b) Tighter controls for employee T&E spendingc) Lowering expense report processing costsd) Increasing travel policy compliance
What is your organization’s top area for T&E improvement in the year ahead?
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Benchmark Averages for T&E Expense Spending
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T&E spending ranks as the 2nd most difficult operating expense category to control Forrester Research 2014
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T&E Spending by U.S. Companies
1. Global Business Travel Association 2016
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$293.1b 2017 travel and entertainment
spending by U.S. companies
+ 3.8% from the
previous year
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Business Investment in T&E
6-12%total annual budget
for T&E expenses(Aberdeen Group 2014)
PayStream Advisors 2016
Company Revenue Annual Spend
Under $100MM $700,000
$100MM to $500MM $1,500,000
$501MM to $2b $7,400,000
$2b and above $58,000,000
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1. Meals 19%
2. Airfare 15%
3. Lodging 14%
4. Misc. 13%
5. Gas 11%
6. Taxi 9%
7. Cell phone 5%
8. Car rental 5%
9. Supplies 5%
10. Shipping 2%
11. Tolls 1%
12. Parking 1%
How the Expense Budget is Spent
Certify SpendSmart Report, Q4 2016
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Meals
Airfare
LodgingMisc.
Gas
Taxi
Cell Phone
Car Rental
SuppliesShipping Tolls Parking
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1. Meals 19%
2. Airfare 15%
3. Lodging 14%
4. Misc. 13%
5. Gas 11%
6. Taxi 9%
7. Cell phone 5%
8. Car rental 5%
9. Supplies 5%
10. Shipping 2%
11. Tolls 1%
12. Parking 1%
How the Expense Budget is Spent
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Meals
Airfare
LodgingMisc.
Gas
Taxi
Cell Phone
Car Rental
SuppliesShipping Tolls Parking
$98.74DAILYMEAL COST
2016
Certify SpendSmart Report, Q4 2016
2016 Business Travel News Corporate Travel Index
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Category 2016 2017 Difference
Gas $30.32 $29.77 –1.81%
Airfare $274.00 $316.17 +15.39%
Lodging $223.45 $210.19 –5.93%
Car Rental $186.45 $190.74 +2.30%
Cell Phone $92.24 $89.00 –3.51%
Meals $26.06 $27.02 +3.68%
Misc. $55.71 $68.20 +22.41%
Taxi $31.82 $27.90 –12.31%
Benchmark Spending by Category
Certify SpendSmart Report, Q4 2016-2017
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www.gsa.gov, accessed 1/30/17
2017 U.S. GSA Per Diem Rates
34
GSA Lodging, Meals & Incidentals for San Francisco, CA
Lodging (per night) Breakfast Lunch Dinner
$267 $17 $18 $31Incidental -- $5 $5 $5
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Certify Annual Travel & Expense Management Survey 2016
Budgeting & Category Spending Caps
35
We do not have expense category limits
26%
Based on internal historical spending
23%Follow U.S. GSA per rate
guidelines23%
Determined by annual budgeting process
21%
Other7%
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Polling Question 3
a) Mealsb) Mileagec) Airfared) Not sure
As a percent of total spending, what was your company’s largest expense category in 2016?
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How does T&E automation eliminate inefficiencies and
help control spending?
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Must-Have Expense Reporting Features
Automation: Expense report creation, workflow process and approvals, direct credit card feeds
Mobile Applications: Smartphone-enabled receipt image capture, mobile report creation/approval, and policy tools
Compliance: Duplicate receipts/expenses, category spending limits, automatic notification of violations
Integration: Accounting software, general ledger, HRIS, CRM, ERP, ACH direct deposit
Reporting: Greater visibility into process and spending by category, department, employee, etc.
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Certify Annual Travel & Expense Management Survey 2017
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Mobile Makes T&E Easy for Employees
• Optical character recognition/auto-fill: snap photos of receipts, automatically parse data into reports
• Mobile report creation: build expense reports from the road as receipts are captured and saved
• Remote approvals: managers can review and approve reports from any location to reduce delays
Top features for mobile T&E reporting:
Aberdeen Group 2014
90% best-in-class companies have remote expense management capabilities via mobile app
2016
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97% of business travelers carry at least one mobile device; 80% used their smartphone to plan or book corporate travel in 2014Expedia/Egencia Mobile Index 2014
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Control Spending Before It’s Expensed
Pre-Trip Approval:Requires manager authorization prior to booking; configurable by employee,
policy specifics, etc.
Lowest Logical Fare:Automatically identifies best available rates for proposed itinerary (and only
best available rates)
$
41
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Companies that track and apply unused tickets can save 5-8% of total annual travel budget
2015 GBTA Ancillary Fee Handbook
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Automate Policy Enforcement
• Set hard/soft policy controls: spending caps, report requirements (i.e. meal attendees), vendor preference
• Eliminate duplicate receipts/expenses: automatically identify duplicate receipts, flag out-of-policy expenses
• Manage expense reporting on time: automatic report build reports, employees/manager notifications
Instant policy check via the mobile expense reporting app
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Building company travel policy into T&E expense reporting software has been shown to improve compliance rates as much as 44%Aberdeen Group 2013
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Integrate Systems, Maximize Efficiency
• Accounting systems: automate key accounting functions and streamline workflow
• Corporate credit cards: direct control over employee spending, faster reconciliation
• Corporate systems: reduce data entry and errors across multiple redundant systems
• ACH reimbursement: direct deposit for more efficient reimbursement, simplified accounting
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Companies with an integrated T&E solution experience 64% fewer instances of reimbursement errors
Aberdeen Group 2014
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Reporting Visibility Delivers Control
Workflow: monitor people and process, approval paths, identify delays and other roadblocks
Compliance: review processed and in-progress reports, policy violations, fraudulent behavior
Spending: analyze by expense category, mileage, department, employee, and more
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Improving visibility into spend is a driving force behind the switch to automation for 30% of companiesCertify Annual Expense Management Trends Report 2017
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Questions?
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