This document summarizes Christa Kelley's presentation at a Procure to Pay Leaders Meeting in May 2012 about how The Mosaic Company achieved total control over their travel and expense processes by outsourcing to Concur. Mosaic is a large producer of phosphate and potash with over 7,500 employees worldwide. They wanted a turnkey solution to reduce paper, non-value added work, and complications for employees. After benchmarking other companies, Mosaic selected Concur due to its user-friendly interface and capabilities to provide visibility, tracking, and reporting across their global organization. Mosaic implemented strong controls and back-end audits in Concur and overcame challenges through testing, clear communication, and keeping issues from affecting end

1. T & E – Total Control Across Your
Organization
Sharedserviceslink.com‟s Procure to Pay Leaders Meeting May, 2012
Presented by: Christa Kelley
The Mosaic Company

2. Agenda
• About Mosaic
• Defining „total control‟ for Mosaic
• Mosaic‟s reasons for outsourcing T&E
• Selecting your provider
• Controls to make your solution work
• The expected and surprise challenges
• Overcoming implementation challenges
• Training considerations
• Conclusion

3. About Mosaic
• Founded in 2004.
– Merger with Cargill‟s crop nutrition business and
former IMC Global, Inc.
– Separated from Cargill in 2011.
• Mosaic is the world‟s largest producer of
Phosphate and 2nd largest producer of
Potash.
– Mosaic‟s product allows farmers to more the double
crop yields.
• Over 7,500 employees worldwide, with
locations in eight countries.
• Mosaic’s mission is to help the world grow
the food it needs.

4. Defining ‘Total Control’ for Mosaic
• Visibility to Spend.
– Manager Review.
– Accounting/Finance for budget.
– Internal Audit – SOX requirements.
• Easily Track and Monitor Policy Violators.
• Upfront System Audit.
• Receipt Images (minus the paper).
– Outsource audit and scanning functions.
• Reporting Capabilities.
– Quick access to all T&E/Pcard information.

5. Mosaic’s Reasons for Outsourcing T&E
• T&E was outsourced to Cargill.
– Due to Cargill separation, Mosaic needed to
determine how to independently handle T&E.
• Benchmarked with other companies
similar in size.
• Utilizing SAP was not considered as we
were looking for turnkey solution
– Did not have staff in place.
– IT resource limitations.
• Focus was to reduce:
– Paper .
– Non-value added activities.
– Complications/additional work for employees.

6. Selecting Your Provider
• Mosaic did not participate in formal,
multiple vendor selection process.
• Benchmarking.
– Consulted with employees about past experiences
at other companies.
– User friendly solution.
– Current Concur customer references.
– Concur was premium product on market for full
travel and expense automated solution.
– Concur solution demo.
• Quick implementation with an intuitive,
user-friendly solution.
• Automated process.
• Reporting capabilities.
• Global solution for expense reporting and
travel arrangements.

7. Controls to Make Your Solution Work
• System Audit Rules.
– Duplicate expenses.
– Random audits/every report audit.
– Report amount and cash reimbursements.
– Expense reminders.
• Back-end Monthly Audits.
– Miscellaneous MCC audits
– Past due account review.
– Personal expenses.
– Mileage.
• Travel
– Color coded reservations that encourage
employees to take most cost effective option.
– Limitations on options employees can select from.
• Monthly Manager Recap Report.

8. The Expected & Surprised Challenges
• Expected:
– Employee resistance to process change.
• Communicate upfront and frequently.
– Increased rebates due to compliance.
• Surprised:
– Length of time to implement a solution.
– Significant time to review and sign contracts with
bank and Concur for file feeds.
– Complexity of reporting tool in Concur.

9. Overcoming Implementation Challenges
• Gain a full understanding of current
processes before starting.
– Utilize flowcharts.
• Language barriers.
• Testing and monitoring system changes.
• Log open issues along with resolutions.
• Communication to employees and with
Concur.
• Keep issues from being end-user issues.

10. Training Considerations
• Communication
– When to start communicating.
– What information should be shared.
– How to share the information (email, intranet,
conference calls, etc.).
• Location
– Where are the employees located?
– Language to train in.
– Web-ex vs. In-person.
– Employee procedures.
– To mandate or not mandate training?
• Utilize a training department if you can.

11. Conclusion
• T & E – Total control across your
organization can be achieved by:
– Strong T&E policy with top-down support.
– Building audit controls into the system upfront.
– Compliance by “guilt” functionality within solution.
– Back office reviews.
• Audit misc. items.
• Seek out more detail.
• Don‟t be afraid to challenge expenses.
• Get involved immediately on past due
accounts.
– Building strong communication channels with the
business.

12. Questions?