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©2016 Concur, all rights reserved. Concur is a registered trademark of Concur Technologies, Inc. All other company and product names are the property of their respective manufacturers. Specifications and other details listed are accurate as of printing, but may change without notice. The presentation will begin shortly. Audio will be streamed directly via your computer speakers. Enjoy the webcast!
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©2016 Concur, all rights reserved. Concur is a registered trademark of Concur Technologies, Inc. All other company and product names are the property of their respective manufacturers. Specifications and other details listed are accurate as of
printing, but may change without notice.
The presentation will begin shortly. Audio will be streamed
directly via your computer speakers. Enjoy the webcast!
Building a Best Practice-driven Travel Policy
Karen Knieff | Service Administrator – Concur
Maureen Brady | Senior VP, Client Solutions Group – Ovation
Amy Hovis | Reporting Consultant - Concur
Creating a Best in Class Company Travel PolicyKaren Knieff | Service Administrator - Concur
Company Travel Policy
An effective company travel policy is not
just about creating effective policies
You have to communicate them well.
Reduce spend and enhance compliance Make Duty of Care a centerpiece of your policy
Understand the impact of travel on your employee
Keep it fresh -The world around us changes
Concur Travel Policy Rule Builder
Travel Trends – Future Proofing your PoliciesMaureen Brady | Senior VP, Client Solutions Group - Ovation
Looking to the Future.
Is Your Policy Caught Up With the Present?
Modern Travelers… Use EVERY available tool.
Does your policy address modern technology?
• Approved booking communication methods
– In person
– By phone
– By email
– By text
– By “chat”
– Online tool
– Mobile app
• How to track, quality control and ensure security?
Does your policy address modern technology?
• Is your policy accessible?
– Intranet
– Online booking tool
• Uploaded as a readable file
• Programmed for compliance
– Mobile app
• Protocol for communicating updates
Does your policy address modern technology?
• BYOD (bring your own device)
– Conveniences
– Security considerations
• PRO: Risk management (traveler tracking / apps)
• CON: Ensuring your company’s data is secure
– Financial considerations
• Documentation, tracking and reporting
– Emerging technologies
• Don’t let them “fall through the cracks”
MAP
Does your policy address modern technology?
• Uber, Lyft, Airbnb, etc.
– More options and an appealing price tag
• Ex. Uber for Business
– How to quality control?
– What are the security concerns?
Does your policy address work/life balance?
• Bleisure
– Extra days, evenings and weekends
– Guest travelers
– What are the security considerations?
How are you measuring compliance?
• Is your policy loose or strict?
• Approvals processes
– Active vs. passive
– Tiered by traveler category
• Actionable pre-trip data
– Monitor compliance
– Enforce
Leveraging Standard Reports to Optimize your
Travel Program
Amy Hovis | Reporting Consultant - Concur
What insight can you gain on your travel policy?
• Identify policy compliance pain points
• Visibility into spend over policy amounts
• Analyze cost saving opportunities
• Assist contract management and negotiations
• Help drive adoption
Concur Travel Reports – Where to Start?
Concur Travel Reports – Where to Start?
Concur Travel Reports – Where to Start?
Travel Policy Exceptions
➢ Standard Reports > Compliance > Travel Policy Exceptions
Location
➢ Travel Manager
➢ General ManagementPersonas
Data
Services
Travel Policy Exceptions
Standard Reports> Compliance> Travel Policy Exceptions
➢ Identify employees with highest number of travel exceptions and those who are frequently out of compliance
Why use this
data
➢ Low number of days booked in advance
➢ Travelers frequently out of complianceWhat to look for
➢ Employee training for top offenders out of compliance
➢ Reviewing exceptions and policies
What to do with
the insight
Standard Reports > ComplianceStandard Reports> Compliance> Travel Policy Exceptions
ComplianceStandard Reports >Compliance > Travel Policy Exceptions
Best Practice
• Run this report monthly to stay on top of exception violators
Common Customizations
1. Setup report to burst out monthly to Management
2. Create a Report View to see specific violations that you need to monitor closely
3. Modify report to be sorted from lowest to highest in the ‘Days in Advance’ column
Standard Reports> Compliance> Travel Policy Exceptions
Hotel Exceeds Negotiated Rate
➢ Standard Reports >Compliance> Hotel Exceeds Negotiated Rate
Location
Data Services
➢ Travel Manager
➢ Travel BuyerPersonas
Standard Reports> Compliance> Hotel Exceeds Negotiated Rate
Hotel Exceeds Negotiated Rate
➢ Gain visibility into hotel rates not being honored by hotel
Why use this
data
➢ Compare expense amount versus negotiated ratesWhat to look for
➢ Contact vendors to ensure future savings or potential credits
➢ Alert travelers to be more aware of negotiated rates
What to do with
the insight
Standard Reports> Compliance> Hotel Exceeds Negotiated Rate
Standard Reports> Compliance> Hotel Exceeds Negotiated Rate
Best Practice
• Run report on a quarterly basis to stay on top of high spend that are over negotiated rates
• Create a Vendor subfolder
Common Customizations
1. Sort by ‘Average Amount’
2. Modify the prompt page to include a vendor search and then create report views by vendor
3. Automate to send to travel manager
Standard Reports> Compliance> Hotel Expense Exceeds Negotiated Rate
Travelers Not Using Concur Travel
➢ Standard Reports > Compliance > Travelers Not Using Concur Travel
Location
➢ Travel Manager
➢ General ManagementPersonas
Data
Services
Travelers Not Using Concur Travel
➢ Focus on adoption efforts on targeted employeesWhy use this
data
➢ Hone in on those employees booking with outside sourcesWhat to look for
➢ Address pain points for travelers having issues booking with Concur
What to do with
the insight
Standard Reports> Compliance> Travelers Not Using Concur Travel
Standard Reports> Compliance> Travelers Not Using Concur Travel
Standard Reports> Compliance> Travelers Not Using Concur Travel
Best Practice
• Burst this report to BI Managers
• Map department to concept field in order to utilize Department prompt
Common Customizations
1. Add drill down to details of trip
2. Create report views by department with high travel
3. Sort by highest trip number and target top ten offenders
Standard Reports> Compliance> Hotel Expense Exceeds Negotiated Rate
Recap: Travel Insight via Concur Reports
Visit the Standard Reports folder to gain visibility into Travel Data
Use best practice advice to help you monitor and enhance your travel policy
Modify reports to fit your organization's needs
Supplemental Material
✓ Concurtraining.com
✓ How to Create Report View Document
✓ Business Narrative Documents
❖ Use to help guide your customization ideas!
Guides, links and documents to help you get started:
Q&A
©2016 Concur, all rights reserved. Concur is a registered trademark of Concur Technologies, Inc. All other company and product names are the property of their respective manufacturers. Specifications and other details listed are accurate as of
printing, but may change without notice.
