2016 FALL CONFERENCE TRAVEL AND EXPENSE POLICY COMMON PRACTICES AND - - PowerPoint PPT Presentation

2016 FALL CONFERENCE TRAVEL AND EXPENSE POLICY – COMMON PRACTICES AND CONTROLS

Agenda

• Policy Benchmarking
• The Basics
• Travel
• Personal
• Corporate Credit Cards
• Expense Reports
• Overview of Lyndon Group

Questions To Ask

Should we consider an automated system? What is missing from my Travel Policy? Is my Policy TOO long? How do our receipt rules compare to

• thers?

What about the “new” travel alternatives like Uber and Airbnb? Does my system drive compliance to our Policy? How often should I review our Travel Policy? How can I better enforce credit card policies? Does my Policy consider the ‘total cost

• f travel’?

Any international areas I should consider?

Policy Benchmarking – The Basics

• Annual Review and Updating
• Review team to include users, especially “road warriors”
• Balance cost savings versus reducing traveler “friction” – make travel

more pleasant, balanced

• https://www.linkedin.com/pulse/what-road-warriors-really-want-scott-

gillespie

• Ease of Use
• Easy to read, understandable and fair
• Written from traveler’s perspective
• “Right” for the culture
• Reflective of your system’s features and terminology
• Be consistent with expense types
• Be consistent with names (Example: “E-receipts”, “receipt images”,

“credit card imports”)

Policy Benchmarking – The Basics

• Mandatory / Optional Travel Booking Methods
• If mandatory use of authorized methods, what exceptions exist?
• Duty of Care
• The organization’s responsibility to keep business travelers safe while

traveling

• Security issues and safety concerns
• Natural disasters, terrorist actions, car accidents, medical incidents
• Messaging pushed to employees
• Employee expectations while traveling
• Input: Travel, HR, Legal, Risk, Security, Procurement, Finance

• International Information
• Air, car, hotel, meal differences
• Car configurations
• VAT reclaim requirements, where applicable
• Tips and gratuities
• Passports, visas, immunizations, etc.
• Booking Hotels with Deposits Required
• Is this allowed?
• If so, how tracked and monitored?
• Trip Cancellations and Unused Tickets
• When? How?
• Travel and Booking Alternatives
• Airbnb, Uber, Lyft, Kayak, etc. (regulatory, tax, legal, safety, security,

service, itinerary integration)

Policy Benchmarking - Travel

• Oversold Airline Situations / Seat Relinquishment
• Use of Preferred Vendors (Lowest Cost vs. Corporate Rates)
• Airfare - Advanced Purchase Expectations
• Clarify Reimbursement of Ancillary Travel-Related Fees
• Airline: Change Fees, Baggage Fees, Seat Upgrades, Boarding Priority, In-

Flight Internet, etc.

• Rental Car: GPS Devices, Pre-Paid Fuel, Insurance, Roadside Assistance,

Pre-Paid Toll Devices

• Hotel: Health Club Fees, Business Center, Laundry
• Reimbursement of TSA “membership” fees? (Pre-Check, Global Entry,

Clear)

Policy Benchmarking - Travel

Policy Benchmarking - Travel

• Use of Vehicles for Business
• When should I rent a car vs. drive my car?
• Mileage rates and calculation of mileage
• Expenses related to Company car usage
• Are you using any mileage apps?
• Insurance requirements
• Accidents / Thefts
• Mobile device usage during operation of vehicles
• Meals
• Define and clarify: ‘Personal Meal’, ‘Travel Meal’, ‘Business Meal’ and

‘Entertainment Meal’

• Allowable daily limits? Per Diem Meals?
• Meals on travel days?
• Alcohol consumption (travel and Company-sponsored events)

Policy Benchmarking - Personal

• Pay policy for Non-Exempt Employees on travel status
• Travel-related medical accommodations for certain employees

(requiring exception to Policy)

• Excess luggage
• Larger rental car
• Accidents / Injuries / Illnesses / Thefts while on travel status
• Combining business with personal/spouse/partner travel
• Child care? Pet care? Elderly care?
• Religious considerations

Policy Benchmarking - Cards

• Corporate Credit Cards
• Included in Travel Policy or separate policy?
• What is in “Policy”?
• Who can request
• How do employees apply – eliminate paper processes
• Usage of the card (include personal and how to handle)
• How to account for charges
• How is payment made (and who pays for late fees)
• Security of the card
• When a card is lost/stolen
• Receipt rules/exemptions
• Separation of employment and card surrender
• Employees sign off that the policy has been received

Policy Benchmarking – Expense Reports

• Receipts
• Corporate credit card vs cash/personal credit card (out-of-pocket)
• VAT receipt requirements by territory, where applicable – hardcopy

vs electronic

• Detail receipt requirements – which expenses?
• Expense Report submission and approval guidelines / requirements

 Frequency of expense reports? Coincide with CC billing periods?  Approval timelines – what is the workflow for non-approval?  Reimbursement expectations

Policy Takeaways

• Make sure your Policy fits your culture and is “right” for

your organization

• Implement sound and reasonable controls but do not

increase “traveler friction” and consider the ‘total cost of travel’

• Ensure your Policy addresses the organization’s Duty of

Care and reflects current travel trends and overall environment

• Review and update your Policy at least annually

Lyndon Group

• Concur clients range from Fortune 50 companies to non-profit
• rganizations
• Our reputation and success is built on a tradition of exceptional

quality service, value and results

• Our Project Managers have an average 15 years of experience and

include former Concur Implementation, Service Administration, Account Management and Technical staff, Concur Administrators, Corporate Travel Managers, CFOs, Chief Audit Executives and CIOs

• We are a Concur Platinum Elite Advisor – one of a few firms with

that distinction – named 2015 Concur Advisor of the Year

Full Life Cycle Support

Concur Platform Optimization Enhancement of Company Policies and Procedures Cost Reduction Strategies Effective Training and Rollout Methods

THANK YOU!

• Concur Travel, Expense and Invoice
• Implementations, Assessments and Audits
• User Experience Surveys and Focus Groups
• Customized Training
• Corporate Credit Card Programs
• Travel and Expense Policy Creation / Revision
• Travel Vendor Negotiations and Cost Savings
• Corporate Travel Manager Outsourcing

For more information: Info@Lyndon-Group.com