Leveraging Technology to Deliver Best Practices in

T&E Expense ManagementNovember 16, 2016

Ernie Humphrey

President & Chief Financial Officer

Stephen Shodrock

Accounting Manager

Today’s Speakers

T&E spending is an investment. How can you ensure a return?

8-12%total annual budget

for T&E expenses(Aberdeen Group 2015)

PayStream Advisors 2016

Company RevenueAverage Annual

Travel Spend

Less than $100 million ~ $700,000

$100 million to $500 million ~ $1,500,00

$501 million to $2 billion ~ $7,400,000

Greater than $2 billion ~ $58,000,000

Business Investment in T&E

Why do accounting professionalsneed best-in-class T&E?

Gather receipts, itineraries and write down non-receipt items

Enter expenses in Excel with category, vendor, dates, etc.

Print spreadsheets, tape or staple receipts and make copies

Sign report/date report and present or mail to manager

And then … wait

Receive reports for all employees at different times during the month/quarter

Check expenses for receipts, review for out-of-policy items, etc.

If errors, return report to employee to start over; wait for resubmission

Sign/approve reports and route to the next manager or to AP

Receive reports for all employees at different times of the month/quarter

Match receipts with line-items, verify all charges, dates and vendors

Check for receipts, manager approvals, out-of-policy items, etc.

Manually enter expense data into accounting software

Manually enter data from accounting software to payroll for reimbursement

Accountants

Managers

Employees

Manual Expense Reporting Process

Expense Management Pain Points

Certify Annual Travel & Expense Management Survey 2016

Leading frustrations for T&E program administrators:

50% employees

losing receipts

45% employee’s failureto submit reports

on time

38% time it takes to

reconcile, reviewand approve

30% reviewing for

policy violations

28% errors onthe report

$6.85fully automated

$17.31 semi-automated

$26.63manual

PayStream Advisors 2015

Expense Reporting’s Hidden Costs

Certify Annual Travel & Expense Management Survey 2016

25%

28%

32%

40%

66%

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

Top Goals for Improving T&E

T&E spending ranks as the 2nd most difficult operating expense category to control Forrester Research 2015

What can T&E technology and best practices do for your business?

Must-Have Expense Reporting Features

Automation: Expense report creation, workflow process and approvals, direct credit card feeds

Integration: Accounting software, general ledger, HRIS, CRM, ERP, ACH direct deposit

Reporting: Complete visibility into process and spending by category, department, employee

Compliance: Duplicate receipts/expenses, category spending limits, automatic notification of violations

Mobile Applications: Smartphone-enabled receipt image capture, mobile report creation and approval, and policy tools

T&E automation increases employee productivity 29% via reduced data entry, mobile tools and other timesaving efficiencies Aberdeen Group 2014

Accounting systems

HRIS/corporate systems

Corporate credit cards

ACH reimbursement

Integrations: Eliminate Manual Data Entry

Lack of visibility into spending is the top T&E area of improvement for 51% of all companiesAberdeen Group 2014

Reporting: Insight Into Process and Spending

Additional analytics for GL dimensions, corporate card activity, pending reports,

approval actions, processed reports, multiple input parameters and more

Expenses By Category

Totals for expense categories

and employees simultaneously

Meals Attendees

Displays group meal expenses

with detailed attendee information

Mileage By Employee

Captures personal automobile

usage including subtotals

Expense Policy Review

Processed and in-progress expenses

with policy violations and other issues

For the average company, an estimated 20% of total T&E spend is considered out of policyAberdeen Group 2014

T&E Policy: Make Enforcement Automatic

73%85%of all companies report having a

written T&E policy in place

are manually reviewing reports for policy violations

Mobile expense reporting reduces processing costs by 65%, delivers quicker report approval and reimbursement timesAberdeen Group 2014

Mobile: Make It Easy for Employees

OCR and auto-fill

Mobile report creation

Remote approvals

Instant policy check

What about the “T” in T&E?

Travel: Control Cost Before It’s Expensed

Pre-Trip Approval:Requires authorization prior to booking;

configured by employee, policy, etc.

Lowest Logical Fare:Automatically identifies best available

rates for proposed itinerary

$

• Category spending limits (i.e. amount not to exceed)

• Preferred travel vendors for air, hotel and car rental

• Acceptable classes of service for flights

Controllable costs via integrated travel booking:

• Advance purchase and connecting flight requirements

• Ancillary fees (upgrades, boarding, airline clubs, etc.)

• Changing or cancelling flights

Companies that track and apply unused tickets can save 5-8% of annual travel budget2015 GBTA Ancillary Fee Handbook

How else can T&E best practices save your company money?

Automation Gets Results

Questions?

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