2016 FALL CONFERENCE

TRAVEL AND EXPENSE POLICY – COMMON PRACTICES AND CONTROLS

Agenda

Policy Benchmarking The Basics Travel Personal Corporate Credit Cards Expense Reports

Overview of Lyndon Group

Questions To Ask

Should we consider anautomated system?

What is missing from my Travel Policy?

Is my Policy TOO long?

How do our receipt rules compare to

others?

What about the “new” travel alternatives like

Uber and Airbnb?

Does my system drive compliance to our

Policy?

How often should I review our Travel

Policy?

How can I better enforce credit card policies?

Does my Policy consider the ‘total cost

of travel’?

Any international areas I should

consider?

Policy Benchmarking – The Basics

Annual Review and Updating Review team to include users, especially “road warriors” Balance cost savings versus reducing traveler “friction” – make travel

more pleasant, balanced https://www.linkedin.com/pulse/what-road-warriors-really-want-scott-

gillespie

Ease of Use Easy to read, understandable and fair Written from traveler’s perspective “Right” for the culture

Reflective of your system’s features and terminology Be consistent with expense types Be consistent with names (Example: “E-receipts”, “receipt images”,

“credit card imports”)

Policy Benchmarking – The Basics

Mandatory / Optional Travel Booking Methods If mandatory use of authorized methods, what exceptions exist?

Duty of Care The organization’s responsibility to keep business travelers safe while

traveling Security issues and safety concerns Natural disasters, terrorist actions, car accidents, medical incidents Messaging pushed to employees Employee expectations while traveling Input: Travel, HR, Legal, Risk, Security, Procurement, Finance

International Information Air, car, hotel, meal differences Car configurations VAT reclaim requirements, where applicable Tips and gratuities Passports, visas, immunizations, etc.

Booking Hotels with Deposits Required Is this allowed? If so, how tracked and monitored?

Trip Cancellations and Unused Tickets When? How?

Travel and Booking Alternatives Airbnb, Uber, Lyft, Kayak, etc. (regulatory, tax, legal, safety, security,

service, itinerary integration)

Policy Benchmarking - Travel

Oversold Airline Situations / Seat Relinquishment

Use of Preferred Vendors (Lowest Cost vs. Corporate Rates)

Airfare - Advanced Purchase Expectations

Clarify Reimbursement of Ancillary Travel-Related Fees Airline: Change Fees, Baggage Fees, Seat Upgrades, Boarding Priority, In-

Flight Internet, etc. Rental Car: GPS Devices, Pre-Paid Fuel, Insurance, Roadside Assistance,

Pre-Paid Toll Devices Hotel: Health Club Fees, Business Center, Laundry

Reimbursement of TSA “membership” fees? (Pre-Check, Global Entry, Clear)

Policy Benchmarking - Travel

Policy Benchmarking - Travel

Use of Vehicles for Business When should I rent a car vs. drive my car? Mileage rates and calculation of mileage Expenses related to Company car usage Are you using any mileage apps? Insurance requirements Accidents / Thefts Mobile device usage during operation of vehicles

Meals Define and clarify: ‘Personal Meal’, ‘Travel Meal’, ‘Business Meal’ and

‘Entertainment Meal’ Allowable daily limits? Per Diem Meals? Meals on travel days?

Alcohol consumption (travel and Company-sponsored events)

Policy Benchmarking - Personal

Pay policy for Non-Exempt Employees on travel status

Travel-related medical accommodations for certain employees (requiring exception to Policy) Excess luggage Larger rental car

Accidents / Injuries / Illnesses / Thefts while on travel status

Combining business with personal/spouse/partner travel

Child care? Pet care? Elderly care?

Religious considerations

Policy Benchmarking - Cards

Corporate Credit Cards Included in Travel Policy or separate policy?

What is in “Policy”?

Who can request

How do employees apply – eliminate paper processes

Usage of the card (include personal and how to handle)

How to account for charges

How is payment made (and who pays for late fees)

Security of the card

When a card is lost/stolen

Receipt rules/exemptions

Separation of employment and card surrender

Employees sign off that the policy has been received

Policy Benchmarking – Expense Reports

Receipts Corporate credit card vs cash/personal credit card (out-of-pocket)

VAT receipt requirements by territory, where applicable – hardcopy

vs electronic

Detail receipt requirements – which expenses?

Expense Report submission and approval guidelines / requirements Frequency of expense reports? Coincide with CC billing periods?

Approval timelines – what is the workflow for non-approval?

Reimbursement expectations

Policy Takeaways

Make sure your Policy fits your culture and is “right” for

your organization

Implement sound and reasonable controls but do not

increase “traveler friction” and consider the ‘total cost of

travel’

Ensure your Policy addresses the organization’s Duty of

Care and reflects current travel trends and overall

environment

Review and update your Policy at least annually

Lyndon Group

Concur clients range from Fortune 50 companies to non-profitorganizations

Our reputation and success is built on a tradition of exceptionalquality service, value and results

Our Project Managers have an average 15 years of experience andinclude former Concur Implementation, Service Administration,Account Management and Technical staff, Concur Administrators,Corporate Travel Managers, CFOs, Chief Audit Executives and CIOs

We are a Concur Platinum Elite Advisor – one of a few firms withthat distinction – named 2015 Concur Advisor of the Year

Full Life Cycle Support

Concur Platform Optimization

Enhancement of Company Policies and Procedures

Cost Reduction Strategies

Effective Training and Rollout

Methods

THANK YOU!

• Concur Travel, Expense and Invoice• Implementations, Assessments and Audits• User Experience Surveys and Focus Groups

• Customized Training• Corporate Credit Card Programs

• Travel and Expense Policy Creation / Revision• Travel Vendor Negotiations and Cost Savings

• Corporate Travel Manager Outsourcing

For more information:Info@Lyndon-Group.com