#AribaLIVE
Streamline Your End-to-end
Travel Management Process with
SAP Cloud for Travel and Expense
Pia Luebeck, Solutio...
Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Custo...
Travel Expenses a Top Priority Topic
© 2014 Ariba – an SAP company. All rights reserved.3
2nd largest
controllable
expense
Challenges in the Travel and Expense
Management Process
© 2014 Ariba – an SAP company. All rights reserved.4
Manual, paper...
Travel and Expense Benchmarking
PayStream Advisors Study
© 2014 Ariba – an SAP company. All rights reserved.5
Travel and E...
Average Expense Report Processing Cost
© 2014 Ariba – an SAP company. All rights reserved.6
Process
entirely manual
$20.18...
Pillars of Optimization
© 2014 Ariba – an SAP company. All rights reserved.7
CFO Line managers
Business
Travelers
Travel
C...
Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Custo...
Travel Management Stakeholder’s Needs
© 2014 Ariba – an SAP company. All rights reserved.9
Designed for CFOs
to better man...
Designed for Travelers to Meet Their
Business Goals
© 2014 Ariba – an SAP company. All rights reserved.10
Plan
• Request t...
Designed for Line Managers and Auditors
© 2014 Ariba – an SAP company. All rights reserved.11
Budget
• Maintain
team budge...
Designed for CFOs to Better Manage
Expenses and Cash Flow
© 2014 Ariba – an SAP company. All rights reserved.12
Control
Tr...
Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Custo...
Control Travel Costs from Planning
through Expense Reimbursements
© 2014 Ariba – an SAP company. All rights reserved.14
Ma...
Simplify Usage and Save Time
with Mobility
© 2014 Ariba – an SAP company. All rights reserved.15
• Designed for mobility
•...
Facilitate Corporate Compliance
© 2014 Ariba – an SAP company. All rights reserved.16
• Enforce corporate travel policies
...
Country Versions out of the Box
© 2014 Ariba – an SAP company. All rights reserved.17
USA UK Germany France
IndiaChinaCana...
Increase Process Efficiency
© 2014 Ariba – an SAP company. All rights reserved.18
Increase automation and
standardization,...
Benefit from Traxo Itinerary Support
during Traveling
© 2014 Ariba – an SAP company. All rights reserved.19
• Consolidate ...
Easier Sunshine Act Compliance
© 2014 Ariba – an SAP company. All rights reserved.20
• Search the MedProID®
practitioner d...
Integrated System Landscape
© 2014 Ariba – an SAP company. All rights reserved.21
- Receipt itemization
- E-Invoice
Bookin...
Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Custo...
Customer Successes
© 2014 Ariba – an SAP company. All rights reserved.23
Travel & Logistics ManufacturingAutomotive High T...
© 2014 Ariba – an SAP company. All rights reserved.24
UST Global
Saving Millions of Travel Expense
Demo
Let us go through
an end-to-end
process
© 2014 Ariba – an SAP company. All rights reserved.25
Questions
© 2014 Ariba – an SAP company. All rights reserved.26
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SAP Cloud for Travel & Expense -- Ariba LIVE Rome

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Join this session to learn how to manage the entire lifecycle of a business trip with SAP Cloud for Travel and Expense. See how automation and integrated processes can help to streamline travel expense management, facilitate corporate travel policies and conform to local tax and legal accounting requirements for travel expenses. Learn how to accelerate reconciliation and reimbursement for travel expenses. Discuss how to get visibility into your travel expenses and how to take control of your travel costs.

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SAP Cloud for Travel & Expense -- Ariba LIVE Rome

  1. 1. #AribaLIVE Streamline Your End-to-end Travel Management Process with SAP Cloud for Travel and Expense Pia Luebeck, Solution Owner, SAP Benno Eberle, Solution Marketing, SAP @SAPCloudTravel @EberleBenno 9.4.2014 © 2014 Ariba – an SAP company. All rights reserved. @ariba
  2. 2. Session Agenda • Challenges of expense management process • Various stakeholders to be considered • How to improve • Customer successes • Questions © 2014 Ariba – an SAP company. All rights reserved.2
  3. 3. Travel Expenses a Top Priority Topic © 2014 Ariba – an SAP company. All rights reserved.3 2nd largest controllable expense
  4. 4. Challenges in the Travel and Expense Management Process © 2014 Ariba – an SAP company. All rights reserved.4 Manual, paper-based process Missing transparency Issues with enforcing travel policies Painful reimbursement process Slow payout of travel expenses Slow approval processes IT complexity Increasing Travel cost Challenge being compliant with travel policies and legal guidelines Delays in expense reimbursement Limited reporting capabilities Lack of usability
  5. 5. Travel and Expense Benchmarking PayStream Advisors Study © 2014 Ariba – an SAP company. All rights reserved.5 Travel and Expense Benchmarking: Improving T&E Processes through Automation, April 2012
  6. 6. Average Expense Report Processing Cost © 2014 Ariba – an SAP company. All rights reserved.6 Process entirely manual $20.18 Some automation $14.89 Fully automated $7.60
  7. 7. Pillars of Optimization © 2014 Ariba – an SAP company. All rights reserved.7 CFO Line managers Business Travelers Travel Cost Process Cost Compliance(lowers Risk) Costcontrol& transparency Simplifyuser experience Manage Policies
  8. 8. Session Agenda • Challenges of expense management process • Various stakeholders to be considered • How to improve • Customer successes • Questions © 2014 Ariba – an SAP company. All rights reserved.8
  9. 9. Travel Management Stakeholder’s Needs © 2014 Ariba – an SAP company. All rights reserved.9 Designed for CFOs to better manage expenses and cash flow Designed for line managers for effective use of travel budgets and auditors to effectively audit travel spends Designed for travelers to meet their business goals
  10. 10. Designed for Travelers to Meet Their Business Goals © 2014 Ariba – an SAP company. All rights reserved.10 Plan • Request trip Expense • Capture expenses • Submit expenses • Get reimbursed Book • Book trip • Manage itinerary
  11. 11. Designed for Line Managers and Auditors © 2014 Ariba – an SAP company. All rights reserved.11 Budget • Maintain team budgets • Control team budgets Analyze • Team travel cost • Team budgets Expense • Audit expenses • Approve expenses • Audit travel spend Trip • Approve requests
  12. 12. Designed for CFOs to Better Manage Expenses and Cash Flow © 2014 Ariba – an SAP company. All rights reserved.12 Control Travel Costs Facilitate Corporate Compliance Increase Process Efficiency Increase automation, standardization, and incorporate travel expenses into cash management processes Enforce corporate policies, and legal and company-specific tax regulations for travel expenses Manage travel spend and cost of processing travel expense reimbursements
  13. 13. Session Agenda • Challenges of expense management process • Various stakeholders to be considered • How to improve • Customer successes • Questions © 2014 Ariba – an SAP company. All rights reserved.13
  14. 14. Control Travel Costs from Planning through Expense Reimbursements © 2014 Ariba – an SAP company. All rights reserved.14 Manage travel spend and the cost of processing employee travel expense reimbursements • Control travel spend • Increase usability for travelers • Gain visibility
  15. 15. Simplify Usage and Save Time with Mobility © 2014 Ariba – an SAP company. All rights reserved.15 • Designed for mobility • Reducing paper-based, offline processes • Focus on usability for business travelers • Capture expenses on trip iPhone/iPad, Android, Windows Phone 8, Blackberry
  16. 16. Facilitate Corporate Compliance © 2014 Ariba – an SAP company. All rights reserved.16 • Enforce corporate travel policies • Conform with local tax and legal requirements of accounting for travel expenses (21 country versions available!) • Supports various industry requirements (i.e., Pharmaceuticals – Sunshine Act) • Facilitate approvals and auditing for trips and expenses
  17. 17. Country Versions out of the Box © 2014 Ariba – an SAP company. All rights reserved.17 USA UK Germany France IndiaChinaCanada Austria Switzerland MexicoAustralia Spain Brazil Denmark NetherlandsItaly • 21 dedicated country versions supporting specific regulations for both local tax and local legal requirements out-of-the-box • With the International template the solution is ready to be used in more than 100 countries Belgium New Zealand Ireland Sweden Norway
  18. 18. Increase Process Efficiency © 2014 Ariba – an SAP company. All rights reserved.18 Increase automation and standardization, and incorporate travel expenses into your cash management processes
  19. 19. Benefit from Traxo Itinerary Support during Traveling © 2014 Ariba – an SAP company. All rights reserved.19 • Consolidate your bookings coming from various channels • Enjoy Traxo support during your trip • Transparent reporting
  20. 20. Easier Sunshine Act Compliance © 2014 Ariba – an SAP company. All rights reserved.20 • Search the MedProID® practitioner database • Easy access to healthcare provider information for your expense attendee lists • Helps to comply with Sunshine Act by using up-to-date practitioner data
  21. 21. Integrated System Landscape © 2014 Ariba – an SAP company. All rights reserved.21 - Receipt itemization - E-Invoice Bookingstatus update Importof credit card feeds Creationof itineraries FI:ExpenseReport &JournalEntries - Reimbursementdata - FI G/L postings HCM:Expense Report - Reimbursementdata - Taxable amounts(payroll) FI:Updates - Paymentstatus update -Exchangerate update CO:Masterdata - Costcenter,Project - InternalOrder, Sales Order HCM:Master Data - Paymentstatus update SAPERP Mileage calculation Scanning and OEM Partners OCR SAP Cloud for Travel and Expense Open tootherERP systems Easy orchestrationof onlineand file-based integrations with contained tools: Web Services, XML,XLS etc. Out-of the boxAccess to HCPData (SunshineAct) Runs on HANA Integration Tools SAP -SF Employee Central - Employees - Reporting line structures Out-of the box
  22. 22. Session Agenda • Challenges of expense management process • Various stakeholders to be considered • How to improve • Customer successes • Questions © 2014 Ariba – an SAP company. All rights reserved.22
  23. 23. Customer Successes © 2014 Ariba – an SAP company. All rights reserved.23 Travel & Logistics ManufacturingAutomotive High Tech Utilities Pharmaceuticals Professional Services Oil & Gas
  24. 24. © 2014 Ariba – an SAP company. All rights reserved.24 UST Global Saving Millions of Travel Expense
  25. 25. Demo Let us go through an end-to-end process © 2014 Ariba – an SAP company. All rights reserved.25
  26. 26. Questions © 2014 Ariba – an SAP company. All rights reserved.26

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