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

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Information about How SAP Cloud for Travel & Expense Transformed UST Global’s Travel &...
Business & Mgmt

Published on February 20, 2014

Author: Ariba

Source: slideshare.net

Description

Do you want to know more about how to lower your company’s travel costs and expense processing annually? This presentation will show you how UST Global partnered with SAP Cloud for Travel & Expense to capture the best practices in travel business process.

With SAP Cloud for Travel & Expense, attendees can manage their business travel, from planning a trip to claiming expense reimbursements. See the impacts of having SAP Cloud for Travel & Expense in our company. Discover how the solution’s enterprise mobility components can greatly enhance travel expense management.

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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