Sandy Hicks, University of Colorado Joseph Jacobson, Concur

1. NAEP Business Affiliate Corporate Showcase: ConcurTravel & Expense Management for Higher Education Sandy Hicks, University of ColoradoJoseph Jacobson, Concur

2. Why Concur for Higher Ed? Dedicated team Tailored services Implementation Client advisory Best practices Change mgmt

3. What we know about Higher Ed Lack of mandate Departmental nuances Delegates Change management Lack of visibility

4. What we know about Higher Ed GSA compliance Traveler authorization Budget/Grant insight P-card reconciliation Duty of care

5. Manual or semi-automated = Picture of inefficiency Pay Employee Check Budget Book Flight Mgr. Approval Expense Report Pay Invoices AP Approval Book Hotel Other Purchases Per Diems Request Travel Pay Credit Card Send to AP Delegate/Proxy Track Receipts Copy Receipts Rent Car Reporting AP Review Mileage

6. Disparate systems = Barriers and data gaps Travel Expense Invoice P-card

7. Multiple systems = Redundancies Travel Expense Invoice P-card System B System E System C System D System A

8. Single solution = Efficiency & visibility Travel Expense Invoice P-card Same Platform | Same Experience | Consolidated Data

9. University of ColoradoManaged Travel & Expense ProgramSandy Hicks, CPPBAssistant Vice President & Chief Procurement Officer

10. University of Colorado Anschutz Medical campus Denver campus Colorado Springs campus Boulder campus

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.

12. Strategic Goals • Streamline the procurement and payable functions of the University • Lead the University in the use of technology to better perform the administrative functions of procurement and payables • Enhance the services provided by the PSC to its customers - the campus departments and vendors.

13. Focus on Travel

14. Approach University Travel analysis • Increasing demand to purchase fares online • Mainly buying full rate airfares • Travel agency fees higher than peer institutions • Cost savings through direct vendor contracts

15. Approach Travel Council creation

16. Travel Council Recommendations

17. Benefits of Concur Travel • Customized online booking with agent support • Cost savings from direct vendor contracts • Travel agency fee reduction • Simplify the creation of expense reports • Leverage Concur Expense System integration • Integration with one travel agency (best practice)

18. Features of Concur Travel • “One-Click” Expense report creation from Travel • 24 hour travel reservation access • University contracted rates • Consolidated view of all airlines • Supplier provided “e-Receipts” • Concur Mobile integration • Instant delivery of travel itineraries

19. RFP Process • PSC met with existing approved agencies • RFP committee comprised of Travel Council • Highly competitive process (12 responses)

20. Change Management • Transition to Christopherson Business Travel • New agency contact information • Create new travel profile • Training for Concur Travel online booking • Online and agent assisted bookings • Simplify expense report process

21. Christopherson Business Travel • Local company, 28+ years in Denver • Dedicated CU agents and account team are local • 42 employees • Experience with university travel and Concur • Certified Women-Owned Small Business

22. Christopherson Business Travel • March 30, 2011 began booking travel • May 1, 2011 Concur Travel goes live • Resulting in 55% reduction in fees • Online: $9.00 • Agent Assisted: $20.00

23. Results Achieved Concur utilization

24. Results Achieved First Year Transaction Fee Savings • On-line tickets $168,872 • Agent assisted tickets $141,288

25. Travel Policies Internet Airfare Purchase outside Concur employees first must: Compare the full cost (including fees) of the outside site’s fare with fares in Concur Print the list of Concur fares (or, for international travel, reference the quote from CBT) Attach itemized receipt/proof of payment and comparison quote printout to the expense report 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 The expense cannot be reimbursed until after the trip is completed.

26. Airline Contracts Frontier Airlines • First contract • Revenue goal: $1M/year • 250 Ascent memberships • Results! • 11% revenue increase • Revised contract

27. Airline Contracts Southwest Airlines • Committed to fly 5000 segments • Discounts tiered based on fare class United Airlines • Unsuccessful first negotiation • Offer: 2% discount for 300 MORE flights per month • Result: United revenue decline was $1M; requested meeting one year later • Offer: 2% discount with no volume commitment

28. Airline Contract Results Achieved

29. Preferred Hotel Program Over twenty local hotels included in program Benefits • University specific pricing • Complimentary breakfast • Free wifi • Free parking • Free bike rental

30. Airport Parking Contracts Four providers included in program Benefits • Uncovered rates starting at $4.00 • Covered rates starting at $7.00 • Valet rates starting at $6.75 Savings up to 50% off of published rates

31. Travel Card • Corporate Liability Travel Card • $432,920 additional rebate to University

32. Concur Enhancements • Utilization of Mileage Calculator • Unposted Travel Card Charges Report

33. Concur Travel & Expense Survey • System-wide survey on satisfaction of Concur Travel & Expense and TMC • Released October 29 to campuses • Results: • 1370 responses • 92% satisfaction with TMC • 79% satisfaction with Concur Travel • 76% satisfaction with Concur Expense Overall, positive results with some areas for “quick wins”

34. Next Steps

35. Current Travel Program Initiatives

36. Questions