1. Travel and Expense Town Hall
Introduction to Concur
Procurement Services

2. 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

3. 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

4. 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

5. 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

6. We Make Travel Simple

7. 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

8. 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

9. 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

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

11. 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

12. 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

13. 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

14. 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

15. Concur Advisory Group (CAG) Participation
Questions?