2016 FALL CONFERENCE TRAVEL AND EXPENSE POLICY – COMMON PRACTICES AND CONTROLS
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 anautomated system?
What is missing from my Travel Policy?
Is my Policy TOO long?
How do our receipt rules compare to
others?
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
of 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-profitorganizations
Our reputation and success is built on a tradition of exceptionalquality service, value and results
Our Project Managers have an average 15 years of experience andinclude 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 withthat 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:[email protected]