PayStream Advisors and Ariba recently conducted a webinar highlighting how you can tune up your organization’s travel and expense processes. Travel and expense management guru Henry Ijams walked through PayStream’s checklist and share insights from their annual Travel and Expense Management Technology Insight report. It also includes a real-world case study on travel and expense management in the cloud.

1. Henry Ijams, PayStream Advisors
Neil Krefsky, SAP
Jon Miller, Westinghouse
1
Time for a Tune Up-The Perfect Travel
and Expense Management Checklist

2. Henry Ijams
Henry Ijams, CAPP/APM
Managing Director
PayStream Advisors, Inc.
Mr. Ijams' 28 years of experience focuses on trends and technologies in financial
operations automation including strategies regarding the automation and
benchmarking of Purchasing and Payables processes.
Neil Krefsky
Sr. Director, Product Marketing
SAP Cloud
Mr. Krefsky is responsible for the development and execution of the product
marketing strategy for SAP’s Cloud solutions for the finance line of business,
including SAP Cloud for Travel and Expense, SAP Simple Finance, and SAP Business
ByDesign.
About the Speakers
Neil Krefsky

3. John Miller
Jon Miller
Global Manager of Travel & Expense
Westinghouse Electric LLC
Mr. Miller has 12 years of experience in financial systems,
manufacturing, accounting, and T&E. In addition, Mr. Miller has over
3 years of consulting experience, and over 9 years within the
chemicals/nuclear industry.
About the Speakers

4. Agenda
• Managing Compliance
• Trends in Receipt Capture and Mobile Approval
• SAP Cloud for Travel and Expense
• Westinghouse Case Study in Visibility Improvement
• Perfect Travel & Expense Checklist
• Big Data & Budgeting
• Q&A
4

5. PAYSTREAMADVISORS
Research and Advisory Services for
Financial Operations:
- Travel & Expense Management
- AP Automation
- P2P Peer Benchmarking
- Electronic Payments
- Receivables Document Management
- eBilling
- PayStream P2P Summit
PayStream Research
www.paystreamadvisors.com

6. Achieve Operational Excellence!
Fact:
Employee Expenses are
the second largest
controllable expense
Opportunity:
Need to lower operating
expense
Solution:
Automate Spend
Management
Benefit:
Significant Bottom line
impact

7. PayStream’s Travel & Expense
Benchmarking Report April 2014
This survey report is designed to:
• Help accounting and finance practitioners familiarize
themselves with the current Travel & Expense Management
(TEM) landscape;
• Allow companies to benchmark their operations against
similar businesses.
7
Footnote: PayStream’s Travel and Expense Management Benchmark Survey was conducted in Q1 2014

8. Three Year Trend in T&E
On average, there is a $12.58
difference in manually processed
expense reports and automated
ones

9. 2014 TEM Report
Findings
• “Current Processes are Effective” ranks as
the number one reason why organizations
have not automated their TEM process
• Direct Deposit continues to increase as
reimbursement method
• Corporate credit card usage for travel and
expense has increased significantly over the
past 3 years

10. The Top 5 TEM
Benchmarks
• Use of Automation
• Policy Expense Leakage
• Travel Management Company Compliance
• Cost per Voucher
• Electronic Settlement %

11. What are the biggest challenges
your organization faces in the
expense management process?
Manual data entry
and inefficient
processes and lack
of visibility into
spend are the
biggest challenges in
the manual T&E
process.

12. What are the biggest benefits you have achieved with your TEM Solution?
How do you process receipts?

13. Poll Question
Where does Expense Automation
fall within your finance or Human
Resource priorities?

14. SAP Cloud for Travel and Expense

15. © 2014 SAP AG or an SAP affiliate company. All rights reserved. 15SAP InternalSAP Internal
Plan the trip
Trip approval
Book the trip
On Trip
Expense Report
Audit
Approval
Reimbursement
SAP Cloud for Travel and Expense
An end-to-end solution to automate your travel and expense management

16. 16
Westinghouse Proprietary Class 2 © 2013 Westinghouse Electric Company LLC. All Rights Reserved.
SAP Cloud for Travel and Expense
The Westinghouse Story

17. © 2014 SAP AG. All rights reserved. 17
The Business Case
• Westinghouse’s need for more visibility on T&E based
expenses globally
• The need for real time integration (networks, cost centers,
HR org data, push and pull)
• Mobile device implementation for reviewing and approving
expenses
• 100% manager approval (pre/post)
• Auditing, receipt thresholds, & oversight

18. © 2014 SAP AG. All rights reserved. 18
The Footprint
• Global Implementation spanning multiple years and
geographical locations
• Approx. 12,500 employees worldwide
• Approx. 125,000K expense reports created annually
• 12 Countries (see Roadmap)
• SAP ERP ECC 6.0 (key integration point)
• SAP BW Reporting Platform

19. © 2014 SAP AG. All rights reserved. 19
Expense Reporting
Consolidation via SAP Cloud
for Travel and Expense
• Consistent audit rules and
expense types
• Improved spend visibility via
dashboard reporting
• Mobile device expense
management
• Real Time Integration
The Roadmap

20. © 2014 SAP AG. All rights reserved. 20
Poll Question
What barriers are you facing in automating expense
management?

21. © 2014 SAP AG. All rights reserved. 21
Internal Challenges
• Master data cleansing effort to ensure standardization and limited customization
– Standard use of fields in ERP help reduce integration to CfT
• Statutory compliance by country
– Local Country Tenants have meet all statutory requirements
• Global T&E policy with In-Country Appendices
– Ensure your policy drives compliance
– Build the tool around your policy
• Change management by location
– Ensuring you engage your counterparts early and often
• Training
– Train the trainer approach through the use of power user groups
– Creating training materials for a global implementation without translating into native
tongue

22. © 2014 SAP AG. All rights reserved. 22
Key Enabling Features
• Mobile Device Apps
– Approvals, report submissions, real time CfT and SAP integration
• Real Time Expense data feed into SAP ERP
– Allows for more accurate and timely financials
– Data flow, only relevant cost objects are transferred between
systems.
• SAP support throughout the project
– Issue resolution
– Helped bring functionality that was a requirement of Westinghouse
into the tool
• US GSA based Per Diem
• Participated in User Interface focus groups (Rot, Germany)

23. © 2014 SAP AG. All rights reserved. 23
Attention to detail matters
• Post Go-Live checklist
– What are the required maintenance tasks?
• Credit card error cleanup
• IDOC errors
– How often to you need to do them?
• Delay can result in downstream issues
– AMEX payment delay
– Per Diem payment delay
– Unhappy travelers
• Rigorous testing scenarios need to be built by country
– Each country should have their own set of testing to ensure it
meets local needs
• Know your reporting needs
• Ensuring the tool is ready by location (SAP has a release schedule for
all countries)
– Language capabilities
– Statutory features are enabled by country

24. TEM Checklist
• Pre-Trip Authorization
• Online Booking Integration
• Mobile Functionality & User Interface
• Expense Reporting
• Approval
• Reconciliation & Reimbursement
• Analytics & Benchmarking
• Customer Support

25. 2014 and Beyond…
• New features and “open app” marketplaces
will continue improve functionality of TEM
solutions
• Costs to process fully automated expense
reports will continue to decrease
• Management Budgeting from Improved Data
Access

26. Questions?
Henry Ijams Neil Krefsky Jon Miller