TRAVEL & EXPENSES
Employees often need to book trips on short notice or with non-standard hotels, flights, dates, or times. The current system is too rigid, creating friction in booking, expense reporting, and reimbursements.
TOOLS AND APPLICATIONS
ConcurTEO
MAIN TASKS
Managers tasks Learning tasks
ONE TIME TASKS
- Learn about travel policies
- Learn about corporate credit card
- Apply for and activate corporate credit card (if needed)
- Policy: Global Travel
- Policy: Car rental, meals
- Policy: Corporate credit card usage
SET INTERVAL
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FUNCTIONAL SPECIFIC
- Install the Concur mobile app; activate SSO
- Add credit card to Concur
- Add frequent flyer / loyalty program to Concur
- Update my travel profile
- Change my language in Concur
- Set up delegations before holiday/absence period in Concur
AD HOC
- Book a flight/hotel/etc.
- Cancel a flight/hotel/etc.
- Get reimbursed for travel/expenses; create a claim
- Add additional approver to expense report
- Recall a submitted claim
- Resubmit a rejected expense report
- Check status of a claim
- See old claims
- See comments in audited claim
- Move expenses to a new expense report
- Review corporate credit card transactions
- Approve or reject an expense report
PAIN POINTS & QUOTES
PAIN POINTS
- The system isn't adapted to the variety of real-world cases
- The system is rigid when it comes to dates
- The issues above end up causing problems with reimbursements
QUOTES
“This is it one of the worst experiences because I have to book against company guidence, I got stuck into company policy”
“You can't book a train as, in the system you have to book it 2 weeks in advance, but you can really do it. It is absurd”
OPPORTUNITIES
- Add all the possible booking and expense scenarios into the system
- Review the issues around dates and make the system as flexible as possible
- Revisit the reimbursement policies to avoid delays