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Sandy Hicks, University of Colorado Joseph Jacobson, Concur NAEP Business Affiliate Corporate Showcase: Concur Travel & Expense Management for Higher Education Slide 2 Concur for Higher Ed? Why Dedicated team Tailored services Implementation Best practices Change mgmt Client advisory Slide 3 about Higher Ed What we know Slide 4 about Higher Ed What we know Slide 5 Picture of inefficiency Manual or semi-automated = Book Flight Book Hotel Rent Car Other Purchases Track Receipts Expense Report Copy Receipts Mgr. Approval Send to AP Review AP Approval Pay Employee Pay Credit Card Pay Invoices Reporting Check Budget Request Travel Per Diems Delegate/ Proxy Mileage Slide 6 Travel Expense Barriers and data gaps Disparate systems = Invoice P-card Slide 7 Redundancies Multiple systems = System B Travel Expense Invoice P-card System A System C System D System E Slide 8 Efficiency & visibility Single solution = Travel Expense Invoice P-card Same Platform | Same Experience | Consolidated Data Slide 9 University of Colorado Managed Travel & Expense Program Sandy Hicks, CPPB Assistant Vice President & Chief Procurement Officer Slide 10 University of Colorado Denver campus Anschutz Medical campus Colorado Springs campus Boulder campus Slide 11 Procurement Service Center Mission Statement The PSC provides leadership to the University of Colorado in the procurement of goods and services and in paying debts to vendors and travelers by combining sound business controls with efficient and timely service. Slide 12 Strategic Goals o Streamline the procurement and payable functions of the University o Lead the University in the use of technology to better perform the administrative functions of procurement and payables o Enhance the services provided by the PSC to its customers - the campus departments and vendors. Slide 13 Focus on Travel Legislative Authority, 2005Regents, November 2009Hired Strategic Sourcing Analyst, March 2010University spends $20M + on travel annually Slide 14 Approach University Travel analysis o Increasing demand to purchase fares online o Mainly buying full rate airfares o Travel agency fees higher than peer institutions o Cost savings through direct vendor contracts Slide 15 Approach Travel Council creation AthleticsCIRES College of Arts & Sciences, Boulder College of Engineering & Applied Science, Boulder College of Liberal Arts & Sciences, Denver LASPPharmacology School of Medicine Slide 16 Travel Council Recommendations On-line Booking tool Implement Concur Travel Travel Agency RFP that supports Concur Travel Corporate Liability Travel Card Slide 17 Benefits of Concur Travel o Customized online booking with agent support o Cost savings from direct vendor contracts o Travel agency fee reduction o Simplify the creation of expense reports o Leverage Concur Expense System integration o Integration with one travel agency (best practice) Slide 18 Features of Concur Travel o One-Click Expense report creation from Travel o 24 hour travel reservation access o University contracted rates o Consolidated view of all airlines o Supplier provided e-Receipts o Concur Mobile integration o Instant delivery of travel itineraries Slide 19 RFP Process o PSC met with existing approved agencies o RFP committee comprised of Travel Council o Highly competitive process (12 responses) Slide 20 Change Management o Transition to Christopherson Business Travel o New agency contact information o Create new travel profile o Training for Concur Travel online booking o Online and agent assisted bookings o Simplify expense report process Slide 21 Christopherson Business Travel o Local company, 28+ years in Denver o Dedicated CU agents and account team are local o 42 employees o Experience with university travel and Concur o Certified Women-Owned Small Business Slide 22 Christopherson Business Travel o March 30, 2011 began booking travel o May 1, 2011 Concur Travel goes live o Resulting in 55% reduction in fees o Online: $9.00 o Agent Assisted: $20.00 Slide 23 Results Achieved Concur utilization 45% July 2011 54% July 2012 60% Jan 2013 Slide 24 Results Achieved First Year Transaction Fee Savings o On-line tickets $168,872 o Agent assisted tickets $141,288 Slide 25 Travel Policies Internet Airfare Purchase outside Concur employees first must: 1.Compare the full cost (including fees) of the outside sites fare with fares in Concur 2.Print the list of Concur fares (or, for international travel, reference the quote from CBT) 3.If total cost of the external internet site fare is less than the Concur/CBT fares, travelers can proceed with the purchase using a personal credit card. Airline tickets are not allowed to be purchased on the Travel Card 4.Attach itemized receipt/proof of payment and comparison quote printout to the expense report 5.The expense cannot be reimbursed until after the trip is completed. Slide 26 Airline Contracts Frontier Airlines o First contract Revenue goal: $1M/year 250 Ascent memberships o Results! o 11% revenue increase o Revised contract Airfare TierDiscount > $25012% $150 - $2507%$25012% $150 - $2508%