With 100 percent of business travel taking place outside of the office, it only follows that 97 percent of corporate travelers are now equipped with at least one mobile device on the road. As smartphone technology and adoption rates take off there’s just no better traveling companion for today’s road warriors than a mobile expense report app. Join us for an exciting live webinar on the latest trends and mobile expense management strategies to simplify the reporting process, improve employee productivity, reduce processing costs, and much more

1. Best Practices in Mobile T&E Expense Reporting
November 19, 2015

2. • Emerging trends in business travel and mobile expense management
• Why losing paper receipts can be the best thing to happen to your organization
• How mobile apps improve employee compliance with company T&E policy
• Ways to maximize mobility with integrated credit card, mileage and travel
• Additional tools to streamline the reporting process and improve visibility
After attending this event you will understand:
Learning objectives
2

3. • Today’s event will be recorded and all attendees will be kept in listen-
only mode to eliminate excessive background noise.
• Links to today’s presentation and the recording of this webinar will be
sent out to all attendees within 24 hours of the event.
• Please ask questions on today’s topic via the “Questions” box in your
GoToWebinar control panel at any time during the event. We will do our
best to get to your questions during the Q&A/panel discussion at the
end of the event. If we do not get to your question, we will follow up
with you directly to address your question.
Webinar event notes
3

4. Matt Grueder
Regional Sales Executive
Today’s speaker
4

5. • Industry-leading with first fully automated expense system
• #2 expense report software providing travel and expense
solutions since 2008
• 64 languages, 140+ currencies, clients in 80 countries
• #1 highest rated expense management software for user
satisfaction on G2 Crowd
• Over 25 million expense transactions in 2014
• Processing over $10+ billion/year in expense reports
About Certify
5

6. 6
Trends to Watch:
Business Travel and Mobile Expense Management

7. 7
• Average base cost for air, hotel and car rental per domestic
business trip is $1,002; international is $2,502 (TravelPulse.com)
• T&E expenses are second only to payroll as the largest budget line
item cost, accounting for 10–12% of total annual budget (J.P. Morgan)
• Nearly 65% of all U.S. companies spend $100,000 or more each
year on T&E expenses (PayStream Advisors)
T&E spending has taken off
$1.25t total U.S. T&E spending in 2014
(GBTA)
$288bglobal business travel
spending in 2015

8. 8
$50k – $5mm
Mid-Size Company
101 – 999 employees
> $5,000,000
Large Enterprise
More than 1,000 employees
< $50,000
Small Business
Less than 100 employees
Reference: Certify Annual Expense Management Outlook 2015
Annual T&E spend by company size

9. MEALS
AIRFARE
LODGINGGAS
MISC.
CELL PHONE
CAR RENTAL
GROCERIES
SUPPLIES
TAXI
TOLLS
SHIPPING
PARKING
1. Meals 21%
2. Airfare 16%
3. Lodging 14%
4. Gas 12%
5. Misc. 8%
6. Cell Phone 6%
7. Car Rental 5%
8. Groceries 5%
9. Supplies 5%
10.Taxi 5%
11.Tolls 2%
12.Shipping 2%
13.Parking 1%
9
Expense category as percent of total spend
Reference: Certify’s SpendSmart™ Report, Q4 2014

10. 10
97%
Mobile devices make great travel companions
Reference: Expedia/Egencia Mobile Index
of business travelers carry at
least one mobile device

11. 11
• Nearly 80% of business travelers used their smartphone
to plan or book corporate travel in 20141
• 76% of travelers say their smartphones are "very
important/critical" to daily life; 70% feel the same about
their laptop1
• Companies using mobile expense apps reimburse
employees at a 40% faster rate and reduce expense
report processing costs by up to 65%2
• More than 45% of “best in class” companies use mobile
expense apps (best in class = 89% spending under
management, 91% compliance rate)2
Mobile expense trends
References: 1. Expedia/Egencia Mobile Index; 2. Aberdeen Group

12. 12
Mobile app-based ridesharing services Uber and Lyft have surpassed
taxi nationally as a percent of total ground transportation receipts
and expenses; more than car rental in several large U.S. metros
Mobile expense trends
of all receipts and expenses
processed by Certify are
submitted via Certify Mobile
References: 1. Expedia/Egencia Mobile Index; 2. Aberdeen Group
34%
22%
44%
Ridesharing Taxi Car rental
60%

13. 13
Maximum Efficiency:
Top Mobile Expense Reporting Features

14. a) Paper-based/spreadsheets
b) ERP system (Oracle, Microsoft Dynamics, etc.)
c) Web-based software (Certify, Concur, etc.)
d) Not applicable
POLLING QUESTION 1
How does your organization currently
manage its T&E spend?
14

15. 15
While most companies are using a manual system, there’s no mobile app
for paper-based expense management processes
37%
WEB-BASED
43%
MANUAL
19%
ERP
Methods for managing T&E reporting
Reference: Certify Annual Expense Management Outlook 2015

16. 16
• Common operating systems: iOS (iPhone,
iPad), Android, Microsoft Phone, and
Blackberry devices
• Ideally serves as extension of expense/
spend management platform with
backend reporting, system integrations,
etc. (vs. standalone app)
• Highest rated mobile features: optical
character recognition (OCR) for receipt
capture; mobile report creation and
manager approvals
What makes expense reporting ‘mobile’?

17. Why losing paper receipts is a good thing
17
OCR and auto-fill technology:
• Users simply take photos of receipts; images are
saved and stored electronically forever
• Receipt/expense data is automatically parsed into
required fields (amount, date, vendor, etc.)
• Saving/syncing expense data from mobile app links
receipt images with expense report line items
• Eliminates manual data entry, reduces errors, and
streamlines process for employees and admins

18. Maximize productivity on the road
18
Mobile apps allow employees
to start the expense report
process as receipts are captured,
minimizing delays in submission
Add receipts and expense
details, review reports, and
submit for manager approval
Works in offline/airport mode;
data is synced when network
connection is regained
Mobile report creation:

19. Manage reporting anywhere, anytime
19
Remote manager review/approval:
• Clear workflow and documented path
of approval minimizes delays in process
and reimbursement
• Managers receive automatic
notification when employee reports
are submitted or pending approval
• Friendly auto reminder emails and
anytime on/offline access ensure
timely review and approval

20. 20
Policy Matters:
How Mobile Improves T&E Compliance

21. a) We have no formal T&E policy
b) Manual review process
c) Automated system that flags violations
d) Policy is not enforced
How does your organization enforce compliance
with T&E policies?
POLLING QUESTION 2
25

22. Manual policy review is
inefficient and creates room
for error and fraud
78%of companies indicate
they have a T&E policy
65%of those companies are manually
reviewing for policy violations
Policy enforcement trends
22
REFERENCE?

23. Flagged violation, notifying manager amount
exceeded policy limit
• Put it in writing
– Document and address potential employee questions
– Clearly communicate and make accessible to all
– Secure support from the company leadership
• Integrate policy controls
– Hard controls: automatically decline expense exceeding X amount
– Soft controls: some approvals left to manager discretion
– Set spending limits by expense type or category
• Enforce compliance
– Automated reporting workflow, integrated travel booking
– Corporate cards, mobile applications, etc.
• Review often
– Real-time reporting visibility by cost center, employee, etc.
– Budget and vendor management, fraud, IRS, Sarbanes-Oxley, etc.
T&E policy essentials
23

24. Mobile makes compliance easier
9
• Always on: more convenient for business travelers
means fewer delays and reporting errors
• No more lost receipts: automatically link digital receipt
images and expense report line items
• Simple administration: expense reports travel with all
supporting documentation in the cloud
• Increased transparency: integrations and backend
reporting simplify compliance review

25. Mobile T&E compliance tools
25
Backend and upfront controls:
• Integrated policy: build company T&E policy into
the system to automate enforcement
• System alerts: users receive automatic
notification to resolve out-of-policy expense items
• Duplicate receipts/expenses: system checks for
duplicate expenses to reduce fraud and error
• Mobile policy check: real-time T&E policy review
at the point of purchase

26. 26
Integrated Capabilities:
Harnessing the Full Power of Mobile

27. a) Under $7 per report
b) $10−$20 per report
c) $25 or more per report
d) We do not track these costs
What is the average cost to process a single expense
report at your organization?
POLLING QUESTION 3
13

28. 28
$36−$64depending upon degree of automation used
(American Express)
Expense report processing costs
$6.85
fully automated
$17.31
semi-automated
$26.63
manual
reason to improve T&E for 48% of best-in-class companies:
reducing processing costs1# (PayStream Advisors)
laggard organizationsbest-in-class companies
(Aberdeen Group)
$7.17 $41.12
(Aberdeen Group)

29. 3 must-have mobile integrations
29
Credit Cards Mileage Tracking Travel Booking
Save Time & Money • Reduce Hassles

30. 30
Improve control and visibility:
• Direct control over T&E expenses
through policy restrictions, spending
caps, reduced fees and more
• Full view into traveler data for tracking
compliance and leveraging supplier
negotiation
• Value-added services including fraud
protection, travel-related insurance,
global support, etc.
77%
50%
Commercial card system/program in use
Best-in-Class
Industry Average
Corporate credit card integration

31. 31
Mobile mileage tracking
Take the guesswork out of mileage
reimbursement:
• Automatically calculate mileage based on
GPS mapping for the greatest accuracy
• Eliminate “best guesses” and employee
estimates that lead to overpayment
• Automatically generate electronic receipts
for reimbursable mileage and link to reports

32. 32
Mileage reimbursement before and after adopting an
automated system with integrated mileage
Oct. '13 - Mar '14Oct. '14 - Mar. '15
$362,000
SAVED
Certify enterprise client:
• 12,000+ retail locations
• 100,000 employees
• 58,000 users creating and
submitting expense
reports annually
in mileage
(6 months YOY)
Integrated mileage tracking

33. 33
Integrated corporate travel
Control costs before they become expenses:
• Pre-trip approvals stop out-of-policy
expenses before they occur (used by 87% of
best-in-class companies)
• Ensure best rates from only company-
approved vendors for air, hotel and car rental
• One-tap access to trip information and
itineraries offers greater convenience for
business travelers

34. 34
Additional Insights:
Administrative Reporting Tools

35. 35
Manual processes can’t keep pace with
automation:
• Lack of integration with corporate and
accounting systems limits accessibility of
expense and workflow data
• Inefficient, labor-intensive administrative
reporting process subject to human error,
questionable accuracy
• Manual policy review is ineffective, often
relies on sampling due to sheer volume—
can’t link receipts!
Reporting visibility

36. 36
• 55% of all organizations’ main
priority for 2014 was to enhance
visibility into overall T&E spend
• Manual processes provide only 30%
visibility vs. 61%+ visibility with web-
based expense systems
• 74% companies using cloud/web-
based systems regularly audit
expense reports vs. 44% of
companies on manual system
61%
57%
74%
57%
30%
40%
44%
29%
Visibility into
T&E Spend
Regular
Reporting
Regular Audits
of Expenses
Automated Data
Analytics
Web-Based Expense System Manual Expense Process
Technology improves visibility
Reference: Certify’s Annual Travel & Expense Management Survey 2015

37. • Documented path of approvals: Has each
expense report been reviewed and approved
by the right person at the appropriate time?
• Expense reports by employee: Which
individual employees (or departments) are
expensing the most? Are they managing the
budget responsibly?
• Expense spend by category: Which areas are
costing the company the most? Can we add
controls, negotiate preferred rates, etc.?
37
Insight into process and spending

38. 38
GL dimensions, pending
reports, approval actions,
processed reports, multiple
input parameters, and
much, much more…
Meals Attendees
Displays group meals expenses
with detailed and free text
attendee information
Mileage By Employee
Captures personal automobile
usage including subtotals by
employee
Expense Policy Review
Shows processed and in-progress
expenses with policy violations and
other potential issues
Reports available with automation

39. Thank You

40. Q & A