November 12-14, 2017
Bellagio Resort & Casino, Las Vegas
Corporate Travel & Accounts Payable: Meritor Case Study
Jack Reynaert: Manager, Global Travel, Financial Shared Services
Dominic Calderone: Manager, Accounts Payable Site Integrations, Financial Shared Services
Meritor Inc.
• Meritor, Inc. is a global supplier of a broad portfolio of axle, brake and suspension solutions to original equipment manufacturers and the aftermarket for the transportation and industrial sectors. We serve commercial truck, trailer, bus and coach and off-highway machinery manufacturers, in addition to defense contractors.
• Operations in 18 countries, 5 continents, 60 locations with over 8000 employees
Global Footprint
Why Manage Travel?
• Travel management is a specialized business function that balances employee needs with corporate goals, financial and otherwise.
• Balances service and value with key suppliers, providing clear communication and direction to corporate travelers to drive compliance to established processes.
Why Manage Travel?
• Fulfill risk management, Duty of Care, to render assistance to travelers when global situations arise.
• Consolidate services impacting a significant controllable expenses.
• Travel Booking Processes and Selection (Air/Ground/Accommodations)
Why Manage Travel?
• Establishes controls to help ensure cost tracking and reporting, thus facilitating adherence to Corporate financial policies.
• Travel Expense Controls/Reporting
• Corporate Credit Card T&E Controls
• Meetings Management / Corporate Jet/Charters
• Implement & maintain technology interface over multiple platforms
Meritor’s Corporate Travel Department
• Rent-a-Plate with own ARC# - Global Deployed on Galileo/API
• 2016 Travel Expenses – Air: $5.1M (7,859 Transactions)
– Corp Jet: $278K (213 trips)
• Hotel: $3.9M (13.5k bookings /
28.1k nts.)
• Car: $500K (4k rentals / 12.2k days)
• Supporting / Staff: - Travel Booking – 1.5 on-site
agent(s)
- Expense, Audit, Reporting – 1 analyst
- Corp. Card, Risk Mgmt. – 1 Sr. analyst
- Meetings Mgmt. – 1 on-site agent
- Corp. Jet - .5 on-site agent
- Dept. & Vendor Mgmt. – 1 Manager
Global Travel Services
Collaboration within Finance
• Integrated within FSS - P2P ~ Expense Report Payables Process - Expanded to encompass – Travel Booking, Credit Card, Meetings, Corp. Jet
- Work with Payables team on reconciliation of Ghost Air Cards, cash reimbursement to employees not on PeopleSoft payroll, Credit Card Work Flow into Accounting, and we “red-flag” check requests for Travel & Meeting expenses, etc.
- Established controls for elimination of all duplicate payments
• Treasury - Transitioned Corp. Credit Card & Corp. Jet - Aligning processes to single service point related to Travel
Collaboration within Finance
• FP&A - Expense Detail & Spend Analysis Reporting – Budget
• Accounting – Accrual Capture / Reporting
• Internal Audit – Trained & Granted Complete Access to Expense Detail
• Tax – Payment via Corp. Card & Concur Expense Controls - Concur Expense Access & Receipt Reconciliation
- Global T&E VAT Reclaim Third/Party Management
Future Service & Savings
• FY17 & Beyond - Concur Expense Launched in: Australia, China, Singapore (FY17)
- India/Japan coming soon, to complete our global expense solution
• Expanded Travel Vendor Discounts - Enterprise/National Rental Car (10% greater avg. discount) eff. 5/1/2017
- Lufthansa Airlines (5% to 20% discounts) eff. 7/1/2017
- Aero Mexico Airlines (5% to 30% discounts) eff. 7/15/2017
- Expanded Airlines/Airfare offerings via Concur Direct Interface eff. 7/15/2017
- 5x more Hotel offerings in Concur, soon to incorporate Airbnb options later this year
Meritor’s Global Travel Program
Where Are We Going?
• Corporate Credit Card Change
• Concur User Experience Update
• Expand on T&E Reporting
• Hotel Groups/Meeting Tool
Integration Strategy
Transition travel process into automated Concur process - Documented and clear approvals - Automated expense processing & payment - Improved process controls - Reduced risk of errors & fraud - Efficiency gains translated to personnel reduction or reallocation
Shared Services – Accounts Payable
• Key drivers - Process standardization
- Reengineering
- Common, automation software
- Centralization (conversion from two AP centers to one)
Evolution of AP Shared Services 2008 Today
Personnel XX ~50%
Site personnel 28 0
Annual invoices processed ~130,000 ~175,000
Sites integrated 4 12
Shared Services – Accounts Payable
Personnel reductions/reallocations
Process controls - Segregation of Duties - Accounting accuracy - Eliminate risk of duplicate payments
Improved supplier relations
- Pricing - Issue resolution
Common process for vendors
- Payment terms - Invoice processing - Central point of contact
Shared Services – Accounts Payable
Headquarters in Troy, MI
Locations serviced: 21 - North America: 16 sites - Europe: 5 sites
AP Responsibilities
- Invoice processing - Process Reengineering - Payment processing - Vendor Maintenance & Purchase Order administration - Internal & external AP “help desks” for invoice and payment inquiries
Continuing to integrate additional locations into the Shared Service
model - Asia-Pac - South America - India
Shared Services – Accounts Payable
Volumes per month - ~15K invoices - ~400 internal/external help desk inquiries
Metrics
- Percentage of invoices on hold - Percentage of electronic invoices - Percentage of on-time payments - Purchase order compliance - Electronic payments - PO Price accuracy
Electronic invoice processing
- ~ 60% of total invoice volume - Evaluated Receipt Settlement (~80% of North America productive suppliers - Employee Expense Reports, EDI and Pay on Consumption (POC)
Shared Services – Accounts Payable
Paperless Processing
On-Time Payments
On
Tim
e P
aym
ents
by
Loca
tio
n Location # of Invoices Paid
On Time Payments %
Total 22,695 88.7%
Region 1
Region 2
Region 3
Region 4
Region 6
Region 5
16,577
2,920
992
38
1,625
543
90.3%
89.2%
86.8%
68.4%
76.6%
75.7%
Pap
erle
ss P
roce
ssin
g b
y Lo
cati
on
Location Electronic
Payments % Electronic Invoices %
Total 94.6% 64.2%
92.9%
100%
100%
100%
100%
100%
75.1%
39.0%
0.3%
98.4%
1.5%
0.0%
87.1%
82.2%
87.9%
87.0%
88.6%
77.2%
86.6% 85.2% 85.9% 86.7% 86.9% 87.2% 88.7%
0
5,000
10,000
15,000
20,000
25,000
30,000
35,000
40,000
45,000
50,000
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Aug-16 Nov-16 Feb-17 May-17 Aug-17
# of Invoice Payments
On Time Payment %
Goal
Goal
94.3% 95.8%
93.5% 96.3% 96.9%
93.3% 95.4% 94.8% 93.7%
95.3% 95.3% 94.9% 94.6%
63.3%
56.8%
61.2% 61.2% 60.3% 58.0%
63.2%
57.7% 59.4%
62.6%
58.5% 60.7%
64.2%
40%
50%
60%
70%
80%
90%
100%
Aug-16 Oct-16 Dec-16 Feb-17 Apr-17 Jun-17 Aug-17
Electronic Payments %
Electronic Invoices %
Goal
Region 1
Region 2
Region 3
Region 4
Region 6
Region 5
Shared Services – Accounts Payable
Purchase Order Compliance
Invoices on Hold at Month End (OCR)
7.3%
4.1%
6.0%
7.4%
12.0%
5.8%
11.7%
10.0%
8.5%
11.2%
7.2%
4.9%
5.7%
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
20,000
0%
2%
4%
6%
8%
10%
12%
14%
16%
18%
20%
Aug-16 Nov-16 Feb-17 May-17 Aug-17
Monthly Scan VolumeOn Hold as % of Monthly Scan Volume
Goal
Invo
ices
on
Ho
ld b
y Lo
cati
on
Location Monthly Scan
Volume % of Invoices
on Hold
Total 13,500 5.7%
7,897
2,059
684
70
1,938
852
4.1%
8.2%
4.8%
2.9%
6.9%
12.9%
PO
Co
mp
lian
ce b
y Lo
cati
on
Location PO Price
Accuracy % PO
Timeliness %
89.5% 89.2% 88.8% 90.8%
90.1%
87.7%
84.9%
87.3% 86.9%
88.2%
87.8% 86.9%
87.5%
89.7%
85.9%
94.9%
93.2%
95.4% 94.9% 96.2% 96.1%
95.2% 95.1% 95.5% 95.3%
94.8%
75%
80%
85%
90%
95%
100%
Aug-16 Oct-16 Dec-16 Feb-17 Apr-17 Jun-17 Aug-17
PO Price Accuracy %PO Timeliness %
Total 87.5% 94.8%
99.8%
50.5%
83.2%
100%
75.6%
57.1%
93.4%
99.0%
97.2%
80.6%
89.9%
84.8%
Region 1
Region 2
Region 3
Region 4
Region 6
Region 5
Region 1
Region 2
Region 3
Region 6
Region 5
Region 4
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