See how company like yours are profiting by investing in travel and entertainment expense spending. Plus, explore new strategies and best practices to help you control costs, increase policy compliance and maximize productivity.

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Quantifying the Benefits and ROI of Effective
T&E Expense Management

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3. Learning Objectives
Today’s presentation will cover:
• Projecting the ROI of business travel and T&E spending
• Budget guidelines and industry average spending benchmarks
• Expense reporting’s hidden costs and opportunities for improvement
• Five T&E strategies to remove friction and foster company growth
• Quantifying the benefits and ROI of T&E automation

4. Webinar Notes
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question, we will follow up with you directly

5. Mark Brousseau
President/Owner
Brousseau & Associates
Today’s Presenter

6. Robert Neveu
President and Co-Founder
6
Featured Speaker

7. Agenda
• Industry-leading, first fully automated travel and expense
management system
• 64 languages, 140+ currencies, clients in 80 countries
• #1 highest rated expense management software for user
satisfaction on G2 Crowd
• PC Magazine Editors’ Choice for best expense management
software of 2016
• Processing over 30 million expense transactions and $10+
billion in expense reports for 2015

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PROJECTING THE ROI OF BUSINESS
TRAVEL AND T&E SPENDING

9. The ROI of Business Travel
• For every dollar invested in business travel, U.S. companies generated
$9.50 in revenue and $2.90 in profit
• Comprehensive 18-year econometric analysis across 14 industries by
Oxford Economics USA and U.S. Travel Association

10. 31%
21%13%
11%
10%
7%
7%
Business Travel Purpose and Outcomes
The Value of Business Travel: The travelers’ perspective, Carlson Wagonlit Travel, 2014
Purpose of business travel:
Client/Prospect Meeting
Team-related Meeting
Training & Development
Event Conferences & Fairs
Operations & Quality Control
Innovation and R&D
Supplier Meeting

11. 21%
15%
13%11%
8%
7%
7%
6%
5%
4%3%
Business Travel Purpose and Outcomes
The Value of Business Travel: The travelers’ perspective, Carlson Wagonlit Travel, 2014
Reported outcomes:
Business Development
Client Service Delivery
Increased Collaboration
Strategic Alignment
Innovation
Quality Control
People Development
Employee Engagement
Self-development
Networking
Other

12. Executive Perspective on the ROI of T&E
The Return on Investment of U.S. Business Travel, Oxford Economics/U.S. Travel Association, 2009
What does business travel mean for your bottom line?
Trip Type % Of Travel Budget
(Average)
Return on $1 of
Investment
(Median of Responses)
Customer Meetings 34% $15 - 19.99
Conferences 10% $4 – 5.99
Trade Shows 10% $4 – 5.99
Incentives 5% $4+
All Other 42% N/A

13. Polling Question 1
a) Under $10
b) Between $10 and $15
c) $20 or more
d) Not applicable
For every dollar your company spends on T&E,
what is your estimated ROI?

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What’s the right level of T&E
spending for my company?

15. $310b
T&E Spending Around the World
$1.25tglobal business travel
spending 2015
Global Business Travel Association 2015
U.S. business travel
spending 2015

16. Average Base Cost Per Trip
Travel Leaders Corporate 2015
Average business trip cost for air,
hotel and car rental:
INTERNATIONAL DOMESTIC
$2,502 $1,002

17. U.S. Business Travel Modalities
74%
under 250 miles
from home office
48%
involves a
personal vehicle
31%
require
air travel
U.S. Travel Association 2015
Of the 1.3 million domestic business trips made daily:

18. Business Investment in T&E
8-12%
total annual budget
for T&E expenses
(Aberdeen Group 2015)
PayStream Advisors 2016
Company Revenue
Average Annual
Travel Spend
Less than $100 million ~ $700,000
$100 million to $500 million ~ $1,500,00
$501 million to $2 billion ~ $7,400,000
Greater than $2 billion ~ $58,000,000

19. 1. Meals 19%
2. Airfare 17%
3. Misc. 17%
4. Lodging 14%
5. Gas 11%
6. Cell phone 5%
7. Car rental 5%
8. Groceries 5%
9. Supplies 5%
10. Taxi 3%
11. Shipping 2%
12. Tolls 1%
13. Parking 1%
Certify SpendSmart Report, Q4 2015
How the Expense Budget is Spent

20. $98.75
DAILY
MEAL COST
2016
Certify SpendSmart Report, Q4 2015
2016 Business Travel News Corporate Travel Index
How the Expense Budget is Spent
1. Meals 19%
2. Airfare 17%
3. Misc. 17%
4. Lodging 14%
5. Gas 11%
6. Cell phone 5%
7. Car rental 5%
8. Groceries 5%
9. Supplies 5%
10. Taxi 3%
11. Shipping 2%
12. Tolls 1%
13. Parking 1%

21. Benchmark Spending by Category
Category 2014 2015 Difference
Gas $40.41 $30.32 –24.96%
Airfare $345.21 $274.00 –20.62%
Lodging $213.90 $223.45 +4.64%
Car Rental $193.58 $186.45 –3.68%
Cell Phone $89.30 $92.24 +3.29%
Meals $25.67 $26.06 +1.52%
Parking $32.70 $32.23 –1.43%
Taxi $31.81 $31.82 +0.03%
Certify SpendSmart Report, Q4 2015

22. T&E spending ranks as the second
most difficult operating expense
category to control
Forrester Research 2015

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How are companies successfully
managing the T&E investment?

24. Polling Question 2
a) Paper-based/spreadsheets
b) ERP system (Oracle, Microsoft Dynamics, etc.)
c) Web-based expense software (Certify, Concur, etc.)
d) Not applicable
How does your organization currently manage T&E
expense spending?

25. T&E Expense Systems Used
2013 2014 2015 2016
Cloud/web-based 36% 44% 37% 35%
Excel spreadsheets 35% 29% 32% 37%
Homegrown solution 7% 5% 7% 5%
Pen and paper 10% 4% 4% 8%
ERP 12% 18% 19% 15%
Consistent mix of expense management
systems in use over time:
Certify Annual Travel & Expense Management Survey 2013-2016

26. Expense Reporting’s Hidden Costs
$6.85
fully automated
$17.31
semi-automated
$26.63
manual
PayStream Advisors 2015
• Man hours to create, review and approve reports
• Hard costs for paper, printing and postage
• Time required for reconciliation and reimbursement
• Storage fees to archive expense reports
• Lost productivity and lost opportunity

27. Calculating Cost and Lost Opportunity
Time spent
per reportX
Hourly wage
or salary
Individual Employee:
Sales Representative:
= Overhead cost
per report
Time spent
per report÷Total available
selling time = Lost selling
opportunity (%)

28. Current T&E System by Company Size
Web-based solution (Concur, IBM, etc.)
Microsoft Excel/spreadsheets
Pen and paper
Homegrown solution
ERP/accounting package (Oracle, SAP, etc.)
MANUAL SYSTEMS: 70% small businesses, 26% enterprise
22%
55%
10%
5%
8%
37%
37%
9%
4%
13%
46%
16%
4%
6%
28%
SMALL
BUSINESS
MID-SIZE
BUSINESS ENTERPRISE
Certify Annual Travel & Expense Management Survey 2016

29. Expense Technology Migration
37%
SMALL
BUSINESS
46%
MIDSIZED
COMPANIES
53%
ENTERPRISE
Certify Annual Travel & Expense Management Survey 2016
62% of all companies planning to make the
switch will do so in the next 12 months

30. Top Goals for Improving T&E Reporting
Certify Annual Travel & Expense Management Survey 2016
25%
28%
32%
40%
66%
Reimburse employees faster
Improve employee compliance rates to corporate policy
Gain reporting and analytics around T&E spend
Provide system accessibly from anywhere (online, mobile)
Simplify process for employees and managers

31. T&E Policy Compliance
73%85%of all companies report having a
written T&E policy in place
of those companies
are manually reviewing
for policy violations
Manual policy review is inefficient,
prone to error and fraud
Certify Annual Travel & Expense Management Survey 2016

32. Businesses under 100 employees have
a 28% higher median fraud loss than
those with 100+
Association of Certified Fraud Examiners 2015

33. Polling Question 3
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?

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FIVE T&E STRATEGIES TO REMOVE
FRICTION AND FOSTER GROWTH

35. #1 Policy: Make Enforcement Automatic
• Set hard/soft policy controls: apply spending caps,
reporting requirements (meal attendees, receipts,
etc.), vendor preferences, and more
• Eliminate duplicate receipts/expenses: automatic
system reviews identify duplicate expenses, flag out-
of-policy expenses, reduce fraud, and save money
• Manage expense reporting on time: set a schedule
to automatically build reports, notify employees and
managers, and submit expenses (specific to Certify)
Flagged violation, notifying manager
amount exceeded policy limit

36. For the average company, an estimated
20% of total T&E spend is considered
out of policy
Aberdeen Group 2014

37. #2 Mobile: Make it Easy for Employees
• Optical character recognition/auto-fill: snap photos
of receipts, automatically parse data into reports
• Mobile report creation: build expense reports from
the road as receipts are captured and saved
• Remote approvals: managers can review and
approve reports from any location to reduce delays
Top features for mobile T&E reporting:

38. Mobile T&E reporting reduces processing
costs 65%, delivers quicker report
approval and reimbursement times
Aberdeen Group 2014

39. #3 Travel: Control Cost Before it’s Expensed
Pre-Trip Approval:
Requires authorization prior to booking;
configured by employee, policy, etc.
Lowest Logical Fare:
Automatically identifies best available
rates for proposed itinerary
$
• Category spending limits (i.e. amount
not to exceed)
• Preferred travel vendors for air, hotel
and car rental
• Acceptable classes of service for flights
Controllable costs via integrated travel booking:
• Advance purchase and connecting flight
requirements
• Ancillary fees (upgrades, boarding, airline
clubs, etc.)
• Changing or cancelling flights

40. Companies that track and apply
unused tickets can save 5-8% of
total annual travel budget
2015 GBTA Ancillary Fee Handbook

41. #4 Integrations: The Key to Efficiency
• Accounting systems: automate key accounting
functions and streamline workflow
• Corporate credit cards: direct control over
employee spending, faster reconciliation
• Corporate systems: reduce data entry and errors
across multiple redundant systems
• ACH reimbursement: direct deposit for more
efficient reimbursement, simplified accounting

42. T&E automation increases employee
productivity 29% via reduced data
entry, mobile tools and other
timesaving efficiencies
Aberdeen Group 2014

43. #5 Reporting: Can’t Control What You Can’t See
• Spending: analyze company spend by expense
category, department, individual employee,
monthly reimbursements, etc.
• Compliance: review processed and in-progress
reports, policy violations, identify risk and
offenders, and improve policy compliance rates
• Workflow: monitor people and process;
documented path of approvals ensure expenses
are reviewed/approved according to guidelines

44. Lack of visibility into spending is the
top T&E improvement goal for 51%
of companies
Aberdeen Group 2014

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QUANTIFYING THE BENEFITS AND ROI
OF T&E AUTOMATION

46. Automation Gets Results

47. Automation Drives ROI
Certify Annual Travel & Expense Management Survey 2016
Businesses of every size are quickly realizing ROI:
47

48. 58%
53%
33%
26%
22% 22%
Improved
efficiency/expense
reporting process
Reduction in processing
costs (less paper,
postage, storage etc.)
Mobile accessibility Increased employee
productivity
Elimination of payment for
duplicate expenses
Reduction in
overhead/staffing
requirements
How ROI is Achieved
What are the ways you’ve achieved ROI on your
automated expense management system?
Certify Annual Travel & Expense Management Survey 2016
48

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QUESTIONS?

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51. Thank You!
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