Travel and entertainment—second only to payroll as the largest business expense—is becoming increasingly more difficult to control as companies expand across borders and grow through acquisitions. Discover how companies are leveraging technology in conjunction with procedural best practices to remove common T&E headaches including: the untimely submission of expense reports, lost receipts, inefficient processes and paperwork relative to reviewing and approving expense reports and ensuring adherence to company travel policies.

1. Sponsor

2. Ask, Share, Learn – Within the Largest Community of Corporate Finance Professionals
Taming the Travel &
Entertainment Expense Beast:
Benchmarks & Best Practices

3. Learning Objectives
After attending this event you will be able to:
• Understand current and emerging technologies available for T&E
management
• Learn how to best leverage technology in establishing visibility and
control of T&E expenses
• Discover how to build an effective business case for T&E
management automation by understating key components of the
ROI
• Identify how to manage and mitigate T&E expenses at your
company including improved policy compliance rates, a higher
frequency of report submissions, and the elimination of hours of
accounting work

4. Proformative Event Notes
• Links to today's presentation and the recording of this webinar will be sent out to
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directly to address your question.
• You will be asked to take a short survey today regarding the webinar, and we
would greatly appreciate your feedback regarding our event today as we always
strive to improve the ROI we offer our event attendees for their valuable time.

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6. Ask, Share, Learn – Within the Largest Community of Corporate Finance Professionals
Taming the Travel & Entertainment
Expense Beast: Benchmarks & Best
Practices
Robert Neveu, President & Co-founder, Certify

7. About Certify
• Providing travel & expense solutions since 2008
• 64 languages, 140+ currencies, clients in 18 countries
• Highest User Satisfaction Rating , G2Crowd 4.8 out of 5
• Over 15 million expense transactions in 2013
• Processing over $5 billion/ year in expense reports
Featured in:

8. T&E Expense Management Trends
• Travel and entertainment (T&E)—
second only to payroll as the largest
business expense, accounts for 10%-
12% of total annual budget
• Roughly 50% of organizations in U.S.
are using manual processes to
manage their T&E spend and budgets
• 59% of organizations want to improve
their expense management process
• 62% of organizations want better
analytics and insight into T&E spend
• Only 30% of organizations utilize
mobile expense applications
Reference: Certify Annual Travel & Expense Management Survey 2014

9. Polling Question

10. T&E Expense Management Trends
How do organizations currently manage their
travel and expense reporting?
44%
29%
Reference: Certify Annual Travel & Expense Management Survey 2014
18%
5%
4%
Cloud/Web-Based
Excel/Spreadsheets
ERP
Home-Grown
Pen & Paper

11. T&E Expense Management Trends
How do organizations currently manage their
travel and expense reporting?
44%
29%
18%
5%
4%
Cloud/Web-Based
Excel/Spreadsheets
ERP
Home-Grown
Pen & Paper
Reference: Certify Annual Travel & Expense Management Survey 2014

12. 2013 to 2014 Comparison
2013 2014
5% 4%
18%
Reference: Certify Annual Travel & Expense Management Survey 2014
44%
29%
Cloud/Web-Based
Excel/Spreadsheets
ERP
35%
7% 11%
35%
12%
Cloud/Web-Based
Excel/ Spreadsheets
ERP

13. T&E Expense Management Trends
The Divide Between Small Business & Enterprise
Reference: Certify Annual Travel & Expense Management Survey 2014
17%
8% 8%
67%
0%
Pen & Paper - 17%
Excel/Spreadsheets - 67%
Home-Grown - 0%
ERP - 8%
Cloud/Web-Based - 8%
2%
16%
8%
22%
52%
Pen & Paper - 2%
Excel/Spreadsheets - 16%
Home-Grown - 8%
ERP - 22%
Cloud/Web-Based - 52%
2%
29%
16% 4%
49%
Pen & Paper - 2%
Excel/Spreadsheets - 29%
Home-Grown - 4%
ERP - 16%
Cloud/Web-Based - 49%

14. T&E Expense Management: Looking Forward
Within the next two years, how do
organizations expect to manage T&E?
2%
6% 5%
74%
13%
0% 0%
4%
89%
7%
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Pen & Paper Excel/ Spreadsheets Home Grown Cloud/Web-Based ERP
SMB
Enterprise
Reference: Certify Annual Travel & Expense Management Survey 2014

15. 3rd Annual Expense Report survey included responses from over 800 finance
professionals, every year the #1 reason for switching to a web-based expense
management system is to simplify processes for employees and managers.
Driving force before the switch to web-based system
0% 10% 20% 30% 40% 50%
Reason for Switching
Simplifying the expense reporting process
Provide an expense system accessible
from anywhere
Improve employee compliance rates to
corporate travel policies
Reimburse employees faster

16. Top Pressures & Pain Points
T&E Pain Points Most critical areas to improve in 2014

17. Snapshot of a Manual Process
1. Employees save paper receipts and key data into an expense spreadsheet,
staple receipts to printed report and mail to their manager
2. Manager reviews the report, matching each receipt to each line item expense,
checks for violations and approves; report is sent to Accounting for
reimbursement
3. Accountant reviews the report, reconciles the data, manually keys the data into
the accounting system and cuts a check for reimbursement
Well, what’s the issue with the process above?
• Employees lose receipts & fail to submit reports on time
• Manually checking for violations allows room for human error
• The time it takes to manually key in expense data into accounting system
• Limited to no access into spend reporting

18. T&E Expenses: Leveraging Technology
The Ultimate Technology Showdown
MANUAL VS. WEB-BASED EXPENSE
$41.70 per expense report $7.17 per expense report
19 Days average
reimbursement
50% compliance to T&E
policy
7 Days average
reimbursement
87% compliance to T&E
policy
30% visibility into spend 61% visibility into spend
62% documented path of
approvals
88% documented path of
approvals
Reference: Aberdeen Group 2013, T&E Solution Selection Guide

19. T&E Expense Management Best Practices
The Top Strategies Organizations Use to
Improve T&E Expense Programs
28%
24%
52%
48%
Automate key components of T&E
expense management
Take measures to improve and enforce
corporate T&E policies
Provide better technologies to travelers
and executives (i.e. mobile apps)
Leverage analytics to improve intelligence
and data

20. Utilize Technology to Simplify Processes
For the Employee
• Mobile application for on-the-go
receipt capture, eliminating paper
receipts
• Access to creating, managing and
submitting expense reports from
anywhere in the world
• Schedule expense report build days,
eliminating late reports
• Reimburse employees directly
using direct deposit, no more paper
checks
For the Manager & Accountants
• Review and approve expense reports
instantly using your mobile device,
no more spreadsheets and paper
reports
• Set and enforce corporate T&E
policies
• Integrate with your current AP and
HR systems, eliminating manually
keying in expense data
• Instantly create spend reports, no
more number crunching

21. Mobile Applications
Users of mobile expense applications have
reduced their expense-processing costs by
65% and reimbursed expenses at a 40%
higher rate than companies not currently
leveraging mobile.
• Eliminate paper receipts
• Manage and track expenses while on
the road
• Eliminate manual data entry
• Review and approve reports on-the-go
“The use of Certify
Mobile has altogether
eliminated the lost
receipts by employees.”
-Glenn Foster, Zoll
Utilization of Mobile applications can:

22. Polling Question

23. Automated Expense Reporting
Expense report automation is the #1 feature CFO and Finance
professionals look for when selecting a vendor
(64% of CFOs say it is the #1 most important feature)
Largest pain point surrounding T&E is employees failure to submit expense
reports on time (50% of companies say this is the #1 pain point)
Auto-
Merge
Single Expense
Travel
Booking
Details
Credit Card
Expense
Receipt of Payment

24. Policy Enforcement
Automated Policy Enforcement
• 49% of companies name top financial
pressure to improve compliance to
company policies
• Organizations utilizing web-based
expense systems have a 37% higher
rate of compliance to corporate travel
policies (upwards of 95% compliance to
T&E polices)
• Those using cloud expense systems
experience on average 87%
compliance rates to travel policies
“Setting hard travel policies
around formerly ‘gray areas’ such
as seat upgrades has trimmed
travel spending by
10% to 20%”
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
Linda Parcher,
VP and CPO, Diebold, Inc.
Wall Street Journal

25. T&E Expenses: Reporting & Analytics
Gain Insight Into Spend with Reporting &
Analytics Capabilities
• One system for all employees,
tracking all data with reporting
capabilities
• #2 pressure for financial
professionals: poor visibility into
travel and expense spending,
compliance and supplies
61%
Web-Based Expense System
Manual Expense Process
57%
74%
57%
30%
40%
44%
29%
Visibility into
T&E Spend
Regular
Reporting
Regular
Audits of
Expenses
Automated
Data
Analytics

26. Client Success Story
Eric Newman
Corporate Controller
Saddle Creek Logistics
500 Employees
Client since 2011
The Solution: Streamlined
Functionality Brings Client into
Future of Expense Management
• Switched due to slow reimbursements with previous process
and wanted a scalable process with reporting
• Employees now receive reimbursements 5-7 days sooner
• Saving over $40,000 from avoiding duplicate and out-of-policy
payments
• No longer needed fulltime accountant for data entry
“Certify is truly an
intuitive and easy-to-use
tool, but above all the
company is so reactive to
correct or respond to
customer input.”

27. T&E Expenses: Leveraging Technology
• 42% of companies name the need for
integrations as the most important reason for
making the switch to cloud systems
• Integrations eliminate or reduce manual data
entry between systems
• Improve accuracy of data
• Remove multiple interfaces
• Eliminate duplications of data

28. T&E Expenses: Leveraging Technology
80.00%
60.00%
40.00%
20.00%
0.00%
Integrations by Company Size
General Ledger Corporate Credit
Cards
AP ERP CRM
Small Business
Large Enterprise
Integrations

29. Features Requested by Finance Department
Must-Have Features
From
a Cloud-Based System
• #1 must have feature for 2014:
64% Automation
• #1 must have feature in 2013: 53 %
say Mobile applications
• Automation grows 14% in top
feature to look for in a cloud
expense system from 2013 to 2014
• Mobility & automation remain top
two most important features to look
for when selecting an expense
vendor

30. The Results of Switching
As a result of switching to Web-based expense systems,
your organization has experienced:
49%
46%
45%
54%
0% 20% 40% 60%
Decreased/elimination of manual data
entry
Reduction/elimination of
excel/spreadsheets
Reduced time spent creating, approving
and reimbursing expense reports
Faster reimbursements for employees

31. ROI on Expense Report Software
Time to Recoup
Costs After
Switching to a
Cloud-Based
System
Small Businesses
Report Fastest ROI

32. Summary
• 48% companies estimate T&E costs will increase in 2014
• 44% of companies using cloud-expense systems, compared to 38% using
spreadsheets or pen & paper
• Largest pressure: Reduce expense processing costs
• Largest pain points: Employee’s failure to submit reports on time
• 75% of small businesses see ROI within first year of switching to cloud
system

33. Thank You

34. Ask, Share, Learn – Within the Largest Community of Corporate Finance Professionals
Taming the Travel & Entertainment
Expense Beast: Benchmarks & Best
Practices
Joyce Taylor, Accounting Manager, Pitney
Bowes Inc.

35. About Joyce Taylor
• Currently serving as the Accounting Manager of Pitney Bowes
• Part of Pitney Bowes for 22 years, in several capacities: HR
Manager, Finance Manager, and Shared Service Manager
• Developed 17-18 business cases to move company’s
employees from manual expense process to cloud-based
solution
• Integral part of decision-making process for switching to cloud
expense software, building business case & analyzing
projected ROI

36. About Pitney Bowes, Inc.
• American manufacturer of software
and hardware
• 18,000+ active users on Certify
• North American division
• Prior expense management
process: workbooks, UPS, email
• Switched to Certify in 2011

37. Manual Expense Reporting Headaches
• Manually create expense reports using
spreadsheets, workbooks, UPS & email
• Overnight physical expense report and receipts,
sometimes package would be transported to 3+
locations (employee in Connecticut, Manager in
California to Florida for processing and reimbursement)
• Spending over $25-$35 to ship, frequently
overnight, expense report packages
• No visibility into status of expense report
• Manual process for validating manager’s
signatures, lack of control, and risk of
falsification

38. Identifying the Issues
• Needed to decrease time from expense report
submission to reimbursement for employees
• Gain visibility into status of the expense report
• Needed to identify costs associated with current
expense report process to build business case
• Built business case to prove an ROI

39. Building the Business Case
• Reduced staff for manual processes: signature
verification, reconciliation, data entry
• Saving $40,000+ in time, paper, and office
supplies alone
• Increased T&E policy compliance by 50%,
translating to over $200,000 annual savings
• Eliminated $7,000 in archival storage fees
• Reduced delinquencies in American Express
Portfolio

40. T&E Expense Automation: Vendor Selection
The Vendor Selection Process
• Identified minimal requirements:
• Must integrate with SAP, JD Edwards, Oracle
• Quick ROI to justify expense
• Simple integration, reduce IT involvement
• Selected Certify in 2011
• Worked with all enterprise resource planning systems
• Didn’t need a lot of additional IT support
• Cost effective & user friendly
• Quality of Support - ability to work closely with
Certify to develop new features, support all users, extended
support hours

41. T&E Automation: Implementation
The Implementation Process
• Pitney Bowes selected Certify in 2011
• Phased in the software to different departments during first
half of 2012, rounding out the implementation with
employees in Canada

42. T&E Automation: Key Results
• Deployed in US & Canada
• Reduced fulltime staff for approvals from 7
to 1 full-time auditor and processor
• Visibility – when reports sit in a manager's
queue for days, we know where it's stuck
• ROI within 3 years
• Increased policy compliance
• Faster reimbursements for employees
• Employees get their lives back

43. Thank You

44. Polling Question

45. Q & A

46. A Few Final Items
• You will be prompted to take a short survey once this
webinar concludes, we would greatly appreciate your
feedback regarding this event.
• Join us at www.proformative.com to continue this
conversation with your peers in our community
• Check out http://www.proformative.com/courses to see
our great lineup of Proformative Academy on-demand
courses taught by your peers and subject-matter-experts
• Thanks to our speakers

47. Sponsor