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Travel & Expense
Automation

Why Us

Benefits

Features

Product
Readiness

SmartTravel
By
Enaviya Technologies

© 2008 Enaviya Information
Advantages to Automated Travel

Fast mileage & expense
reimbursement.

Electronic approval
Compliance
Turnaround time cut in half.

FAST

© 2008 Enaviya Information
Travel Overview

The Travel & Expense Automation
procedure in SmartTravel allows travel
requests and trip expense statements to be
created online.

© 2008 Enaviya Information
Manual expense reports can be difficult to manage…
• Time-consuming for both travelers
and non-travelers to fill out
• Inconvenient for approvers
to review
• Expenses not reimbursed
when receipts lost

• Reimbursement process
takes weeks

© 2008 Enaviya Information
…and using spreadsheets can get unwieldy
• Time consuming to process
• Prone to errors
• Expensive to audit

• Difficult to track costs

© 2008 Enaviya Information
Travel Roles

Requester:
Traveler – Create own trips
Travel Coordinator – Create own
trips and trips for others
Travel Approver:
Approve travel related requests
Accounting:
Audit Expense Reports and submit for
payment

© 2008 Enaviya Information
Seven Step Process

1. Travel Request Created

2.
3.
4.
5.
6.
7.

Travel Request Approved
Trip Completed
Trip Expense Report Created
Trip Expense Report Approved
Audit by Accounting
Payment Issued

© 2008 Enaviya Information
Travel Request

 The traveler or travel coordinator
creates a Travel Request.
 Once the request is completed, it is
submitted to the designated travel
approver for approval.

© 2008 Enaviya Information
Travel Request Approved
 The travel approver receives an e-mail with
four processing options:
 Approve
 Reject
 Return for Changes
 Delegate Approval
The traveler and/or coordinator receives an
e-mail notifying them of the status of the
request after the approver acts upon it.

© 2008 Enaviya Information
Trip Completed
 The traveler completes the trip.

© 2008 Enaviya Information
Trip Expense Created

 The traveler or coordinator creates a Trip
Expense Statement.
 When the statement is completed, it is
submitted to the designated travel approver
for approval.

© 2008 Enaviya Information
Trip Expense Approved

 The travel approver receives an
e-mail requesting approval.
 Once approved, the traveler and/or
coordinator receives an e-mail notifying
them of the status of the expense
statement.

© 2008 Enaviya Information
Audited by Accounting

 Once the Trip Expense Statement
passes audit with Accounting/AP,
it is submitted for payment.

© 2008 Enaviya Information
Payment Issued

Account payables process
the payment either
through the payroll or
through the direct
disbursement or by
generating the Bank
Advice.

© 2008 Enaviya Information
Travel Process Overview

Payment Issued

Travel Request
Created (Optional)

Audited by Accounting

Travel Request
Approved (Optional)
Trip Expense
Approved

Trip Completed
Trip Expense
Created
© 2008 Enaviya Information
Benefits for the employee

• Import expenses from corporate cards AND personal credit/debit cards
• Automatic population of booked travel itinerary information
• Get reimbursed faster through direct deposit
• Automatic currency conversion for the date of purchase

• No more spreadsheets / paper forms
© 2008 Enaviya Information
Benefits for the approver
• Instant notification via email
• View all reports awaiting approval

• View extended managers workload
• Ability to manage by exception

• View receipts on line
• Line-item denials
• One-click approvals
• No more spreadsheets
© 2008 Enaviya Information
Benefits for accounting

• Comprehensive control
• Click-to-pay reimbursement
• Rapid deployment
• Elimination of duplicate data entry
• Dozens of reports and extracts for
no extra fees

© 2008 Enaviya Information
Questions?

© 2008 Enaviya Information
Company Overview
Founded in New York, Enaviya has a global client base of over 100 customers with
offices in US, Europe, India, Middle-East and Africa
 Premier “market focused” IT Services, serving business and

technology enterprises
 100 active clients served; 98% repeat clients year over year
USA
New York

SA
Johannesburg

• USA

• India
• South Africa

 Clients range from Fortune 500 to medium and small

enterprises
 Global Delivery Capabilities (US, Europe, India, Middle-East,

Africa)
 World-class, industry-leading consultants… and growing!
INDIA

Bangalore, New Delhi,
Mumbai

© 2008 Enaviya Information
Capability
DOMAIN
•
•
•
•
•
•
•

Software
Development
& Support

Distribution and Supply Chain
Real Estate
Technology
BPO /Call Center
Manufacturing
Media
BFSI

PRODUCTS
•
•
•
•
•
•

eProcurement
SMPP
Auction
Performance Mgmt
LMS
Travel & Expense
Management

SERVICES
•
•
•
•
•
•

Product Engineering
Packaged Solutions
Outsourcing Services
Data Warehousing and BI
User Experience Engineering
Testing Services

TECHNOLOGY
• Microsoft
• .NET
• SQL
• MOSS
• J2EE

• VC++
• Reporting Tools
• Crystal
• SSRS

© 2008 Enaviya Information

21
Thank You

On time delivery with quality, under budget – every time

Rakesh Jain
Director
+91 99452 78316
© 2008 Enaviya Information

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Enaviya India offers best services for travel and expense management

  • 1. Travel & Expense Automation Why Us Benefits Features Product Readiness SmartTravel By Enaviya Technologies © 2008 Enaviya Information
  • 2. Advantages to Automated Travel Fast mileage & expense reimbursement. Electronic approval Compliance Turnaround time cut in half. FAST © 2008 Enaviya Information
  • 3. Travel Overview The Travel & Expense Automation procedure in SmartTravel allows travel requests and trip expense statements to be created online. © 2008 Enaviya Information
  • 4. Manual expense reports can be difficult to manage… • Time-consuming for both travelers and non-travelers to fill out • Inconvenient for approvers to review • Expenses not reimbursed when receipts lost • Reimbursement process takes weeks © 2008 Enaviya Information
  • 5. …and using spreadsheets can get unwieldy • Time consuming to process • Prone to errors • Expensive to audit • Difficult to track costs © 2008 Enaviya Information
  • 6. Travel Roles Requester: Traveler – Create own trips Travel Coordinator – Create own trips and trips for others Travel Approver: Approve travel related requests Accounting: Audit Expense Reports and submit for payment © 2008 Enaviya Information
  • 7. Seven Step Process 1. Travel Request Created 2. 3. 4. 5. 6. 7. Travel Request Approved Trip Completed Trip Expense Report Created Trip Expense Report Approved Audit by Accounting Payment Issued © 2008 Enaviya Information
  • 8. Travel Request  The traveler or travel coordinator creates a Travel Request.  Once the request is completed, it is submitted to the designated travel approver for approval. © 2008 Enaviya Information
  • 9. Travel Request Approved  The travel approver receives an e-mail with four processing options:  Approve  Reject  Return for Changes  Delegate Approval The traveler and/or coordinator receives an e-mail notifying them of the status of the request after the approver acts upon it. © 2008 Enaviya Information
  • 10. Trip Completed  The traveler completes the trip. © 2008 Enaviya Information
  • 11. Trip Expense Created  The traveler or coordinator creates a Trip Expense Statement.  When the statement is completed, it is submitted to the designated travel approver for approval. © 2008 Enaviya Information
  • 12. Trip Expense Approved  The travel approver receives an e-mail requesting approval.  Once approved, the traveler and/or coordinator receives an e-mail notifying them of the status of the expense statement. © 2008 Enaviya Information
  • 13. Audited by Accounting  Once the Trip Expense Statement passes audit with Accounting/AP, it is submitted for payment. © 2008 Enaviya Information
  • 14. Payment Issued Account payables process the payment either through the payroll or through the direct disbursement or by generating the Bank Advice. © 2008 Enaviya Information
  • 15. Travel Process Overview Payment Issued Travel Request Created (Optional) Audited by Accounting Travel Request Approved (Optional) Trip Expense Approved Trip Completed Trip Expense Created © 2008 Enaviya Information
  • 16. Benefits for the employee • Import expenses from corporate cards AND personal credit/debit cards • Automatic population of booked travel itinerary information • Get reimbursed faster through direct deposit • Automatic currency conversion for the date of purchase • No more spreadsheets / paper forms © 2008 Enaviya Information
  • 17. Benefits for the approver • Instant notification via email • View all reports awaiting approval • View extended managers workload • Ability to manage by exception • View receipts on line • Line-item denials • One-click approvals • No more spreadsheets © 2008 Enaviya Information
  • 18. Benefits for accounting • Comprehensive control • Click-to-pay reimbursement • Rapid deployment • Elimination of duplicate data entry • Dozens of reports and extracts for no extra fees © 2008 Enaviya Information
  • 20. Company Overview Founded in New York, Enaviya has a global client base of over 100 customers with offices in US, Europe, India, Middle-East and Africa  Premier “market focused” IT Services, serving business and technology enterprises  100 active clients served; 98% repeat clients year over year USA New York SA Johannesburg • USA • India • South Africa  Clients range from Fortune 500 to medium and small enterprises  Global Delivery Capabilities (US, Europe, India, Middle-East, Africa)  World-class, industry-leading consultants… and growing! INDIA Bangalore, New Delhi, Mumbai © 2008 Enaviya Information
  • 21. Capability DOMAIN • • • • • • • Software Development & Support Distribution and Supply Chain Real Estate Technology BPO /Call Center Manufacturing Media BFSI PRODUCTS • • • • • • eProcurement SMPP Auction Performance Mgmt LMS Travel & Expense Management SERVICES • • • • • • Product Engineering Packaged Solutions Outsourcing Services Data Warehousing and BI User Experience Engineering Testing Services TECHNOLOGY • Microsoft • .NET • SQL • MOSS • J2EE • VC++ • Reporting Tools • Crystal • SSRS © 2008 Enaviya Information 21
  • 22. Thank You On time delivery with quality, under budget – every time Rakesh Jain Director +91 99452 78316 © 2008 Enaviya Information