SlideShare a Scribd company logo
How SAP Cloud for Travel & Expense
Transformed UST Global’s Travel & Expense
Experience
Corby Brendle, Senior Global Practice Director, UST Global
Sarah Gerleman, Senior Solution Engineer | SAP
March 19, 2014
#AribaLIVE
@ariba

© 2014 Ariba – an SAP company. All rights reserved.
Agenda

•

SAP Cloud for Travel & Expense Overview

•

UST Global

How SAP Cloud for Travel & Expense Transformed UST Global’s
Travel & Expense Experience

©

2014 SAP AG. All rights reserved.

2
Optimize Your T&E Process with SAP Cloud for
Travel & Expense
A traveler-centric end-to-end solution for travel expense management

Planning
 Request trip
 Approve trip

©

2014 SAP AG. All rights reserved.

Booking
 Book trip
 Manage itinerary

Expensing





Capture expenses
Submit expenses
Audit expenses
Approve
expenses
 Reimburse
expenses
 Mobility

Analyzing
 Analyze travel
spend
 Plan travel
budgets
 Visibility on global
spend

3
SAP Cloud for Travel and Expense
Integrates to external systems and your existing SAP ERP
FI: Expense Report &
Journal Entries
- Reimbursement data
- FI G/L postings

Creation of
itineraries

HCM: Expense Report
- Reimbursement data
- Taxable amounts
(payroll)

Booking status update

FI: Updates
- Payment status update
- Exchange rate update

- Receipt itemization
- E-Invoice OCR

Scanning and
OEM Partners

Mileage calculation

CO: Master data
SAP Cloud for
Travel and
Expense

- Cost center, Project
- Internal Order, Sales
Order
HCM: Master Data
- Payment status update

Access to HCP Data
(Sunshine Act)

Easy orchestration of
online and file-based
integrations with
contained tools:
Web Services, XML, XLS
etc.

Import of credit card
feeds

-

Runs on HANA

©

2014 SAP AG. All rights reserved.

SAP ERP

-

Out-of the box

Open to other
ERP systems
Integration Tools

Employees

SAP - SF

Reporting line
structures

Employee
Central
Out-of the box
4
SAP Cloud for Travel & Expense for the Business Traveler
Optimize your T&E Process with SAP Cloud for Travel & Expense

Travel Smarter

Spend Better

Get Reimbursed Faster

Control your travel with
an intuitive experience to
manage your entire trip

Stay within your travel
guidelines for trips and
expenses

Enter and submit receipts
and expense reports
anytime, anywhere

Stay in Compliance
Deliver on your Business Goals
©

2014 SAP AG. All rights reserved.

5
MOBILE VIDEO
How SAP Cloud for Travel & Expense
Transformed UST Global’s Travel & Expense
Experience
Corby Brendle, Senior Global Practice Director, UST Global
March 19, 2014

#AribaLIVE
@ariba

© 2014 Ariba – an SAP company. All rights reserved.
UST Global Overview
UST Global is a US-based company established in 1999
Part of the Comcraft Group, a $6 billion conglomerate with
operations in 50+ countries

FORTUNE500
GLOBAL1000
Global operations spread
across 4 continents

14,000+ associates globally

Fortune 500/Global 1000 clients
account for over 95% of revenue

Focused Verticals

Healthcare

8

Retail &
Consumer Goods

Banking &
Financial Services

UST Global – Confidential & Proprietary

Media &
Entertainment

Insurance

Transportation
& Logistics

Manufacturing
& Utilities

Hi Tech
Global Operations

9

UST Global – Confidential & Proprietary
Service Portfolio

10

UST Global – Confidential & Proprietary
Where we were

Before SAP Cloud for Travel & Expense
Travel Expenses





Travel Expenses account for more than $13M annually
Un-reconcilable 2011 Travel Expense over $500,000
30000+ transactions annually (Travel)
15000+ transactions annually (Expense)

Travel Policies
Travel Expense Information
 Not possible to view true travel expense
for a trip
 Expense processing was semi-automated
using PeopleSoft, but it does not include
Travel automation
 There was no ability to forecast expenses;
just reporting on actuals
 Employee expenses slow to be submitted
 Some employees used consumer mobile
apps for travel receipts, but there was
no integration
 Lost revenue by not billing clients for client
billable travel

11

UST Global – Confidential & Proprietary

 Travel policy not enforced at time of travel booking or
at the time an expense report was entered
 Enforcement of travel policy “after travel planning”
was causing conflict and frustration (too late to
be effective)
 Delays in approval process was causing higher airfare
(in some cases) due to lack of relevant decisionmaking information and volume of emails (even as
delivered to mobile devices)
 Manual policy enforcement leads to inconsistent
interpretation and enforcement of the policy

Self Service
 There was no self service
UST Today

After SAP Cloud for Travel & Expense
Results

 Saves $350K annually (3%) in airfare due to late booking caused by delays in approval
 Reduced travel management team by 3 FTE - $120,000 Savings annually (1%)
 85% less time to enter expense reports by traveler resulting in 8,750 more productive
hours annually - $725,000 Savings annually (6%)
 90% less time for managers to approve expense reports resulting in 5,000 more
productive hours annually - $500,000 Savings annually (4%)
 Reduced finance expense report audit team by 2 FTE - $90,000 Savings annually (1%)
 Reduced average daily meal and misc expense recorded on expense report by ½% or

$115K annually Savings annually (1%)
 Online travel booking restricted to company policy Saves $1,450,000 annually (12%)
 Travel expense that is billable to customers now is an automated to ensure we capture all
revenue Value
 Currently in negotiation with airlines, car rental companies and hotels for corporate rates
based on verifiable volume – Unknown Value
Impact

 No reduction in travel volume - $3.350,000 Annual Savings 25.7%
 Expense Reports submitted timely resulting in planned impact to P&L
12

UST Global – Confidential & Proprietary
Operations around
the Globe

SAP Cloud for Travel & Expense Global Implementation
Value Added Tax (VAT)
• Comply with Statutory Value Added Tax
(VAT) configuration for travel Expenses
• Conform with localized tax and legal
requirements of accounting for
travel expenses

Compliance
• Stay within UST corporate travel policy
• Comply with UST travel policies for
the Country
• Defined booking practices and preferred
travel suppliers for each country
• Stay under expense limits for
each country

Statutory Rates
• Statutory rates are delivered and
updated by SAP
• Statutory rates cannot be
changed manually
• Company-specfic rates for UST are defined
for each country

13

UST Global – Confidential & Proprietary

Per-diems
• Per diems for each country are defined as
per UST Travel Policy
• Per diems are applied to Travel requests
as per the configuration automatically
Cloud for Travel &
Expense Impact


Faster approvals of travel and I get to select the flight times convenient to my schedule without
the hassle
Mobile app for receipt tracking and automatic association with travel is expected convenience today
Process Driven Vs. People Driven
What a time saving and easier process





Traveler

PERSPECTIVES




Better visibility into travel requests including complete cost projections
Enforcement of Travel policy during the travel planning process eliminates headaches during
approval process

Management




Enforcement of Travel policy during the travel planning process virtually eliminates conflict (being bad
guys) and improves customer satisfaction (good guys)
Multiple geographies & Multiple vendor
T&E Reporting

Travel Department




Saves 15% in travel cost (same volume of travel) – this was our business case
Trip-wise Expense Reporting
Better Budget Control

Finance Department



Quick win to mobilize the travel process and make “happy customers” out of key decision-makers in the
organization
No need to replace current expense system (PeopleSoft)

Chief Information Officer (CIO)
14

UST Global – Confidential & Proprietary
Q&A

Questions & Answers

15

UST Global – Confidential & Proprietary

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How SAP Cloud for Travel & Expense Transformed UST Global’s Travel & Expense Experience

  • 1. How SAP Cloud for Travel & Expense Transformed UST Global’s Travel & Expense Experience Corby Brendle, Senior Global Practice Director, UST Global Sarah Gerleman, Senior Solution Engineer | SAP March 19, 2014 #AribaLIVE @ariba © 2014 Ariba – an SAP company. All rights reserved.
  • 2. Agenda • SAP Cloud for Travel & Expense Overview • UST Global How SAP Cloud for Travel & Expense Transformed UST Global’s Travel & Expense Experience © 2014 SAP AG. All rights reserved. 2
  • 3. Optimize Your T&E Process with SAP Cloud for Travel & Expense A traveler-centric end-to-end solution for travel expense management Planning  Request trip  Approve trip © 2014 SAP AG. All rights reserved. Booking  Book trip  Manage itinerary Expensing     Capture expenses Submit expenses Audit expenses Approve expenses  Reimburse expenses  Mobility Analyzing  Analyze travel spend  Plan travel budgets  Visibility on global spend 3
  • 4. SAP Cloud for Travel and Expense Integrates to external systems and your existing SAP ERP FI: Expense Report & Journal Entries - Reimbursement data - FI G/L postings Creation of itineraries HCM: Expense Report - Reimbursement data - Taxable amounts (payroll) Booking status update FI: Updates - Payment status update - Exchange rate update - Receipt itemization - E-Invoice OCR Scanning and OEM Partners Mileage calculation CO: Master data SAP Cloud for Travel and Expense - Cost center, Project - Internal Order, Sales Order HCM: Master Data - Payment status update Access to HCP Data (Sunshine Act) Easy orchestration of online and file-based integrations with contained tools: Web Services, XML, XLS etc. Import of credit card feeds - Runs on HANA © 2014 SAP AG. All rights reserved. SAP ERP - Out-of the box Open to other ERP systems Integration Tools Employees SAP - SF Reporting line structures Employee Central Out-of the box 4
  • 5. SAP Cloud for Travel & Expense for the Business Traveler Optimize your T&E Process with SAP Cloud for Travel & Expense Travel Smarter Spend Better Get Reimbursed Faster Control your travel with an intuitive experience to manage your entire trip Stay within your travel guidelines for trips and expenses Enter and submit receipts and expense reports anytime, anywhere Stay in Compliance Deliver on your Business Goals © 2014 SAP AG. All rights reserved. 5
  • 7. How SAP Cloud for Travel & Expense Transformed UST Global’s Travel & Expense Experience Corby Brendle, Senior Global Practice Director, UST Global March 19, 2014 #AribaLIVE @ariba © 2014 Ariba – an SAP company. All rights reserved.
  • 8. UST Global Overview UST Global is a US-based company established in 1999 Part of the Comcraft Group, a $6 billion conglomerate with operations in 50+ countries FORTUNE500 GLOBAL1000 Global operations spread across 4 continents 14,000+ associates globally Fortune 500/Global 1000 clients account for over 95% of revenue Focused Verticals Healthcare 8 Retail & Consumer Goods Banking & Financial Services UST Global – Confidential & Proprietary Media & Entertainment Insurance Transportation & Logistics Manufacturing & Utilities Hi Tech
  • 9. Global Operations 9 UST Global – Confidential & Proprietary
  • 10. Service Portfolio 10 UST Global – Confidential & Proprietary
  • 11. Where we were Before SAP Cloud for Travel & Expense Travel Expenses     Travel Expenses account for more than $13M annually Un-reconcilable 2011 Travel Expense over $500,000 30000+ transactions annually (Travel) 15000+ transactions annually (Expense) Travel Policies Travel Expense Information  Not possible to view true travel expense for a trip  Expense processing was semi-automated using PeopleSoft, but it does not include Travel automation  There was no ability to forecast expenses; just reporting on actuals  Employee expenses slow to be submitted  Some employees used consumer mobile apps for travel receipts, but there was no integration  Lost revenue by not billing clients for client billable travel 11 UST Global – Confidential & Proprietary  Travel policy not enforced at time of travel booking or at the time an expense report was entered  Enforcement of travel policy “after travel planning” was causing conflict and frustration (too late to be effective)  Delays in approval process was causing higher airfare (in some cases) due to lack of relevant decisionmaking information and volume of emails (even as delivered to mobile devices)  Manual policy enforcement leads to inconsistent interpretation and enforcement of the policy Self Service  There was no self service
  • 12. UST Today After SAP Cloud for Travel & Expense Results  Saves $350K annually (3%) in airfare due to late booking caused by delays in approval  Reduced travel management team by 3 FTE - $120,000 Savings annually (1%)  85% less time to enter expense reports by traveler resulting in 8,750 more productive hours annually - $725,000 Savings annually (6%)  90% less time for managers to approve expense reports resulting in 5,000 more productive hours annually - $500,000 Savings annually (4%)  Reduced finance expense report audit team by 2 FTE - $90,000 Savings annually (1%)  Reduced average daily meal and misc expense recorded on expense report by ½% or $115K annually Savings annually (1%)  Online travel booking restricted to company policy Saves $1,450,000 annually (12%)  Travel expense that is billable to customers now is an automated to ensure we capture all revenue Value  Currently in negotiation with airlines, car rental companies and hotels for corporate rates based on verifiable volume – Unknown Value Impact  No reduction in travel volume - $3.350,000 Annual Savings 25.7%  Expense Reports submitted timely resulting in planned impact to P&L 12 UST Global – Confidential & Proprietary
  • 13. Operations around the Globe SAP Cloud for Travel & Expense Global Implementation Value Added Tax (VAT) • Comply with Statutory Value Added Tax (VAT) configuration for travel Expenses • Conform with localized tax and legal requirements of accounting for travel expenses Compliance • Stay within UST corporate travel policy • Comply with UST travel policies for the Country • Defined booking practices and preferred travel suppliers for each country • Stay under expense limits for each country Statutory Rates • Statutory rates are delivered and updated by SAP • Statutory rates cannot be changed manually • Company-specfic rates for UST are defined for each country 13 UST Global – Confidential & Proprietary Per-diems • Per diems for each country are defined as per UST Travel Policy • Per diems are applied to Travel requests as per the configuration automatically
  • 14. Cloud for Travel & Expense Impact  Faster approvals of travel and I get to select the flight times convenient to my schedule without the hassle Mobile app for receipt tracking and automatic association with travel is expected convenience today Process Driven Vs. People Driven What a time saving and easier process    Traveler PERSPECTIVES   Better visibility into travel requests including complete cost projections Enforcement of Travel policy during the travel planning process eliminates headaches during approval process Management    Enforcement of Travel policy during the travel planning process virtually eliminates conflict (being bad guys) and improves customer satisfaction (good guys) Multiple geographies & Multiple vendor T&E Reporting Travel Department    Saves 15% in travel cost (same volume of travel) – this was our business case Trip-wise Expense Reporting Better Budget Control Finance Department   Quick win to mobilize the travel process and make “happy customers” out of key decision-makers in the organization No need to replace current expense system (PeopleSoft) Chief Information Officer (CIO) 14 UST Global – Confidential & Proprietary
  • 15. Q&A Questions & Answers 15 UST Global – Confidential & Proprietary

Editor's Notes

  1. ERP-Integration Video: http://www.youtube.com/watch?v=AVGbizWDZsA If you are workingwith one of those partners I would recommend to remove the other logos here in partner presentations to not setting the wrong message.HCP Data = Healthcare Practitioner Data
  2. http://www.youtube.com/watch?v=HWF49CuOP8s&list=PLAN4lvL4kFnite9O4lF7yFvpJ76kXyeWO&index=1