Travel and Expense Town Hall Introduction to Concur Procurement Services

Current UD Expense Management Program “Well, our department has a different process” “We interpret the policy a little differently” “Approvals can be cumbersome and take too long, we need a better process” “We don’t have time to do independent review” “No good way for a manager to sign off” “I don’t have to learn it, my proxy can do it” “Works isn’t adaptable” Current challenges with today’s process Sound familiar? UD is looking to improve the user experience for the employee, the traveler, the proxy/delegate, and administrators/approvers

Current UD Travel Program “The process isn’t working; the administrative burden on travelers and staff is significant – our time could be better spent focusing on our research and roles at the University“ “The interpretation of the policy is inconsistent across UD. When I travel for different departments my experience can be different” UD spent $16 million on travel in FY 2017 Travel spend booked through current travel partner was less than $1 million Travel and expense are separate processes today with no integration

UD’s New Travel & Expense Management Solution Travel Request Travel Booking Expense Process Travel and Goods & Services Travel Concur is the leader in integrated travel and expense management services and solutions within higher education Over 60% of the Fortune 500 use Concur

SSO Single-Sign-On Integration Imports UD Credit Card transactions (UD and DBC Cards) Online Booking Tool Offers pre-trip authorization requests Establishes duty of care - traveler visibility and safety Automates the expense management process Card transactions, digital receipts, approval workflow Introduces mobile technology options Digital uploads, OCR technology, itinerary alerts and price checking

We Make Travel Simple

7th Largest TMC in the Nation Founded in 1983 – Now Over $956 Million in Annual Sales Focused on Mid-Market Companies Global Mid-Market Leader Rated Top 1% Nationally – Business Travel News Company-Owned 24-Hour Reservation Center 5 Customer Call Centers, 33 Onsite Offices 500 World Travel, Inc. Associates

Included Services for Simple Travel Management Global Hotel Program Unused Ticket Recovery and Management WorldMobile™ Consulting Services No Additional Fees for Refunds or Voids FlightStats™ Waivers and Favors International Rate Desk WorldReports™ 24/7/365 Reservation Center Location and Security Intelligence 24-Hour Voiding Capability

Concur is Fully Supported by World Travel Team Members Why use Concur Travel? Data flow across modules Automatic Itineraries GSA Rates/Per Diems Duty of Care Service Types $8 service fee for booking online via Concur $30 service fee for booking with a dedicated World Travel agent Group travel (10 or more travelers) should utilize World Travel agents

Video: An Expense Report that Writes Itself Video: Expenses Simplified Video

Travel Request Report Workflow Traveler or delegate prepares travel request in Concur Approval required for travel requests Offline approval can be attached to request Approval (can be delegated) Traveler Direct Supervisor Budgetary Approval

Expense Report Workflow Employee/cardholder or delegate prepares expense report Employee/cardholder must certify and attest to the accuracy of their expense report and submit for approval Approval (can be delegated) User Submits Direct Supervisor Budgetary Approval

Other Project Elements 1. UD Policy Travel Revisions Align travel policy revisions with new system design Comprehensive review by UD Procurement Advisory Committee 2. UD Travel Site Updated UD travel site to reflect UD’s revised travel policies One-stop-shop for all travel and expense related information involving Concur interface and World Travel GDS system 3. Training and Change Management Products Use of various media to carry out UD training for system implementation: In-person presentations, videos, and written job aids 4. Custom Departmental Reporting Requirements Review reporting needs for individual departments, in addition to overall UD reporting Reports can be scheduled, triggered, and burst directly to managers, department administrators by Procurement Services 5. Information Flow and System Integration Sunsetting Works and other legacy systems AP Reimbursements

Project Timeline Stage 1 Assessment September 2017 – October 2017 Planning October 2017 – November 2017 Stage 3 Implementation December 2017 – August 2018 Stage 4 Pilot Deployment September 2018 – October 2018 Stage 5 Campus Deployment November 2018

Concur Advisory Group (CAG) Participation Questions? askconcur@udel.edu