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T & E – Total Control Across YourOrganizationSharedserviceslink.com‟s Procure to Pay Leaders Meeting May, 2012Presented by: Christa KelleyThe Mosaic Company

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Questions?