Travel and Expense - research.udel.edu · UD’s New Travel & Expense Management Solution • Concur is the leader in integratedtravel and expense management services and solutions

Travel and Expense

Introduction to Concur

Procurement Services

Current UD Travel Program

• UD spent $16 million on travel in FY 2017

• Travel spend booked through current travel partner was less than $1

million

• Travel and expense are separate processes today with no integration

“The process isn’t working; the administrative burden on travelers and staff is

significant – our time could be better spent focusing on our research and

roles at the University“

“The interpretation of the policy is inconsistent across UD. When I travel for

different departments my experience can be different”

UD’s New Travel & Expense Management Solution

• Concur is the leader in integrated travel and expense

management services and solutions within higher

education

• Over 60% of the Fortune 500 use Concur

Travel Request

Travel Booking

Expense Process

Travel and

Goods & ServicesTravel

• SSO Single-Sign-On Integration

• Imports UD Credit Card transactions (UD and DBC Cards)

• Online Booking Tool

• Offers pre-trip authorization requests

• Establishes duty of care - traveler visibility and safety

• Automates the expense management process

• Card transactions, digital receipts, approval workflow

• Introduces mobile technology options

• Digital uploads, OCR technology, itinerary alerts and

price checking

We Make Travel Simple

7th Largest TMC in the Nation

• Founded in 1983 – Now Over $956 Million in Annual Sales

• Focused on Mid-Market Companies

• Global Mid-Market Leader

• Rated Top 1% Nationally – Business Travel News

• Company-Owned 24-Hour Reservation Center

• 5 Customer Call Centers, 33 Onsite Offices

• 500 World Travel, Inc. Associates

Included Servicesfor Simple Travel Management

Global Hotel Program

24/7/365 Reservation Center

Consulting Services

Location and Security Intelligence

Unused Ticket Recovery and Management

No Additional Fees for Refunds or Voids

24-Hour Voiding Capability

WorldMobile™

FlightStats™

Waivers and Favors International Rate Desk WorldReports™

• Why use Concur Travel?• Data flow across modules• Automatic Itineraries• GSA Rates/Per Diems• Duty of Care

• Service Types• $8 service fee for booking

online via Concur• $30 service fee for booking

with a dedicated World Travel agent

• Group travel (10 or more travelers) should utilize World Travel agents

Concur is Fully Supported by World Travel Team Members

Travel Request Report Workflow

• Traveler or delegate prepares travel request in

Concur

• Approval required for travel requests

• Offline approval can be attached to request

• Approval (can be delegated)

TravelerDirect

SupervisorBudgetary Approval

Expense Report Workflow

• Employee/cardholder or delegate prepares

expense report

• Employee/cardholder must certify and attest

to the accuracy of their expense report and

submit for approval

• Approval (can be delegated)

User Submits

Direct Supervisor

Budgetary Approval

Project Timeline

Stage 1

• Assessment

• September 2017 – October 2017

Stage 2

• Planning

• October 2017 – November 2017

Stage 3

• Implementation

• December 2017 – August 2018

Stage 4

• Pilot Deployment

• September 2018 – October 2018

Stage 5

• Campus Deployment

• November 2018

[email protected]