Join this session to learn how to manage the entire lifecycle of a business trip with SAP Cloud for Travel and Expense. See how automation and integrated processes can help to streamline travel expense management, facilitate corporate travel policies and conform to local tax and legal accounting requirements for travel expenses. Learn how to accelerate reconciliation and reimbursement for travel expenses. Discuss how to get visibility into your travel expenses and how to take control of your travel costs.

1. #AribaLIVE
Streamline Your End-to-end
Travel Management Process with
SAP Cloud for Travel and Expense
Pia Luebeck, Solution Owner, SAP
Benno Eberle, Solution Marketing, SAP
@SAPCloudTravel
@EberleBenno
9.4.2014
© 2014 Ariba – an SAP company. All rights reserved.
@ariba

2. Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Customer successes
• Questions
© 2014 Ariba – an SAP company. All rights reserved.2

3. Travel Expenses a Top Priority Topic
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2nd largest
controllable
expense

4. Challenges in the Travel and Expense
Management Process
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Manual, paper-based
process
Missing transparency
Issues with
enforcing travel
policies
Painful reimbursement process
Slow payout of travel expenses
Slow approval processes
IT complexity
Increasing Travel cost
Challenge being compliant
with travel policies
and legal guidelines
Delays in expense
reimbursement
Limited reporting
capabilities
Lack of usability

5. Travel and Expense Benchmarking
PayStream Advisors Study
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Travel and Expense Benchmarking:
Improving T&E Processes through Automation, April 2012

6. Average Expense Report Processing Cost
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Process
entirely manual
$20.18
Some automation $14.89
Fully
automated
$7.60

7. Pillars of Optimization
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CFO Line managers
Business
Travelers
Travel
Cost
Process
Cost
Compliance(lowers
Risk)
Costcontrol&
transparency
Simplifyuser
experience
Manage Policies

8. Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Customer successes
• Questions
© 2014 Ariba – an SAP company. All rights reserved.8

9. Travel Management Stakeholder’s Needs
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Designed for CFOs
to better manage expenses
and cash flow
Designed for line managers
for effective use of travel budgets
and auditors
to effectively audit travel spends
Designed for travelers
to meet their business goals

10. Designed for Travelers to Meet Their
Business Goals
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Plan
• Request trip
Expense
• Capture expenses
• Submit expenses
• Get reimbursed
Book
• Book trip
• Manage itinerary

11. Designed for Line Managers and Auditors
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Budget
• Maintain
team budgets
• Control
team budgets
Analyze
• Team travel cost
• Team budgets
Expense
• Audit expenses
• Approve expenses
• Audit travel spend
Trip
• Approve requests

12. Designed for CFOs to Better Manage
Expenses and Cash Flow
© 2014 Ariba – an SAP company. All rights reserved.12
Control
Travel Costs
Facilitate
Corporate Compliance
Increase
Process Efficiency
Increase
automation,
standardization, and
incorporate travel expenses
into cash management
processes
Enforce
corporate policies, and
legal and company-specific
tax regulations for
travel expenses
Manage
travel spend and
cost of processing travel
expense reimbursements

13. Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Customer successes
• Questions
© 2014 Ariba – an SAP company. All rights reserved.13

14. Control Travel Costs from Planning
through Expense Reimbursements
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Manage travel spend and the cost of
processing employee travel expense
reimbursements
• Control travel spend
• Increase usability for travelers
• Gain visibility

15. Simplify Usage and Save Time
with Mobility
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• Designed for mobility
• Reducing paper-based, offline
processes
• Focus on usability for
business travelers
• Capture expenses on trip
iPhone/iPad, Android, Windows Phone 8, Blackberry

16. Facilitate Corporate Compliance
© 2014 Ariba – an SAP company. All rights reserved.16
• Enforce corporate travel policies
• Conform with local tax and legal requirements
of accounting for travel expenses
(21 country versions available!)
• Supports various industry requirements
(i.e., Pharmaceuticals – Sunshine Act)
• Facilitate approvals and auditing for trips
and expenses

17. Country Versions out of the Box
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USA UK Germany France
IndiaChinaCanada
Austria Switzerland
MexicoAustralia
Spain
Brazil Denmark
NetherlandsItaly
• 21 dedicated country versions
supporting specific regulations for both local tax and local legal
requirements out-of-the-box
• With the International template
the solution is ready to be used in more than 100 countries
Belgium
New Zealand Ireland Sweden Norway

18. Increase Process Efficiency
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Increase automation and
standardization, and
incorporate travel
expenses into your cash
management processes

19. Benefit from Traxo Itinerary Support
during Traveling
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• Consolidate your
bookings coming from
various channels
• Enjoy Traxo support during
your trip
• Transparent reporting

20. Easier Sunshine Act Compliance
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• Search the MedProID®
practitioner database
• Easy access to healthcare
provider information for your
expense attendee lists
• Helps to comply with Sunshine
Act by using up-to-date
practitioner data

21. Integrated System Landscape
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- Receipt itemization
- E-Invoice
Bookingstatus update
Importof credit card feeds
Creationof itineraries
FI:ExpenseReport &JournalEntries
- Reimbursementdata
- FI G/L postings
HCM:Expense Report
- Reimbursementdata
- Taxable amounts(payroll)
FI:Updates
- Paymentstatus update
-Exchangerate update
CO:Masterdata
- Costcenter,Project
- InternalOrder, Sales Order
HCM:Master Data
- Paymentstatus update
SAPERP
Mileage calculation
Scanning and
OEM Partners OCR
SAP Cloud for Travel
and
Expense
Open tootherERP
systems
Easy orchestrationof onlineand file-based
integrations with contained tools:
Web Services, XML,XLS etc.
Out-of the boxAccess to HCPData
(SunshineAct)
Runs on HANA
Integration Tools
SAP -SF
Employee Central
- Employees
- Reporting line structures
Out-of the box

22. Session Agenda
• Challenges of expense management process
• Various stakeholders to be considered
• How to improve
• Customer successes
• Questions
© 2014 Ariba – an SAP company. All rights reserved.22

23. Customer Successes
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Travel & Logistics ManufacturingAutomotive High Tech
Utilities Pharmaceuticals Professional Services Oil & Gas

24. © 2014 Ariba – an SAP company. All rights reserved.24
UST Global
Saving Millions of Travel Expense

25. Demo
Let us go through
an end-to-end
process
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26. Questions
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