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Responsibilities for Travel Managers are Changing

Posted by on Sep 15, 2016 in Travel & Expense Management Consultancy | 0 comments

It’s clear the day-to-day responsibilities for Travel Managers are changing. It is becoming increasingly crucial that Travel Managers become masters of data: not just their own company’s travel data, but also industry knowledge of practices, trends and technology. With cost savings taking front of mind, the Travel Manager’s role will evolve to encompass communication management, meeting management and even collaboration management. Travel Managers will take responsibility for offering virtual solutions to employees. Whilst there is much value in person-to-person communication, virtual alternatives will determine the appropriate action for business engagements. Is your business equipped for this eventuality? – Shirley Le Roux (GM...

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Expense Management in a Modern Day Company

Posted by on Jul 6, 2016 in Travel & Expense Management Consultancy | 0 comments

This month our digital media strategy focuses on Expense Management automation and covers many different facets throughout the month. Today’s blog focuses on the fact that according to an Aberdeen survey conducted in 2012, over 80% of companies globally for the last 4 years recognise that T&E Expense Management is no longer a back office function or responsibility due to the strategic nature of the spend and the dire need to track behaviour and spending, however, very few companies have actually made inroads into driving automation and most rely on the third parties involved in T&E, to assist with automation! We decided to highlight just a few reasons why automation is essential and why it needs to be driven and owned by the company concerned, we trust that you will find the blog informative and we are always available for comment or suggestions. I believe that all too often when Companies consider T&E, they focus on the actual request and the booking thereof, subsequently focus tends to wan when it comes to expense claims and the processes attached to the submission of expense claims. Fraud occurs in expense claims in two major areas,namely: Submitting a fictitious claim; Charging for items that were actually personal in nature – hotel bills Billing for travel that never occurred i.e. cancelled airline tickets, seminars or events Seeking reimbursement for items that were never purchased i.e. gifts for clients Collusion amongst employees who both claim mileage when it was actually in a shared vehicle Outright falsifying or manipulation of receipts – taxi’s etc. Inflating business expenses; Claiming for meals in excess of policy or for items not reimbursable under policy i.e. alcohol, sports tickets. Adding tips to meals when tips are already included Adding tips to reimbursements that were greater than the tip given Flying in higher yielding airline classes when lower classes were in fact available Using inflated mileage totals when seeking automotive travel reimbursements The above may seem menial but it is a definite reality, some Companies report that 14% of all fraud occurs in just this area alone! This should be reason enough to ensure that your T&E processes are automated, to ensure that your company funds are protected. What must your automated solution do for you; Not just include the visibility of your company policy, but ensure that limits are built in with auto escalation to approvals in the event of suspected abuse Be able to monitor changes to pre-approved orders after the booking has taken place. Be able to monitor the change in destinations to ensure that a pre-approved London trip does not get changed to a destination such as the Bahamas, detection on value alone is not enough...

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Process expense claims differently

Posted by on Mar 2, 2016 in Travel & Expense Management Consultancy | 0 comments

“This year’s Budget, Honourable Speaker, is focused on fiscal consolidation. We cannot spend money we do not have. We cannot borrow beyond our ability to repay. Until we can ignite growth and generate more revenue, we have to be tough on ourselves.” – Finance Minister Pravin Gordhan According to the Budget Speech given on the 24 February 2016, fiscal consolidation is the main objective for this year. The TraveluXion Application is certainly a tool that can provide solutions to the topic at hand. This is just one example of how the TraveluXion Application can contribute. It’s time to get smarter about cost-savings, but consider this alternative way of thinking about employee expenses before you commit your company to change. How do you process expense claims? There is a difference between processing expenses and managing expenses. Intelligent corporations know that business is more effective if employees are as productive as possible. Manual processes to claim expenses on printed bits of paper or spread sheets is labour intensive, increases the risk of fraud and abuse, and limits how much you can control spending. On the other hand, managing expenses using an automated solution gives you control and frees up your finance team allowing them time to focus on matters that really count. Historically organisations faced a challenge in recording all T&E expenditure, as Travel agency reports are usually provided 30 days later and can only report upon what the agency invoices to the corporation. The TMC cannot report upon expense claims as these are handled internally within the organisation and are usually allocated to various GL codes. The convergence of this data has always been problematic. TraveluXion’s end to end Application: Ensures all travel expenses are captured with a post trip approval process flow, linked to the original trip request and costs. Allows for company acceptable tolerances as defined by policy. Permits a traveller, upon return from a trip or during their trip, to log onto the Application and scan expense claims to submit for post trip approval. Tracks typical expenses that may be out of pocket expenses, cash advances, entertainment, travel date changes that may have been paid by a personal (not company) credit card, and any other payments made on a personal credit card that require reimbursements. Facilitates & reconciles cash advances for Hotel reservations into Africa that do not permit credit card payments. Furthermore the TraveluXion approval framework, for expense reimbursements, ensures that duplicate claims are not processed, thus eliminating the occurrence of expense claim fraud and...

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Eight ways travel expense management consultants benefit your business

Posted by on Dec 28, 2015 in Travel & Expense Management Consultancy | 0 comments

Managing corporate travel can be time consuming and the travel spend can easily get out of control if your business does not have good systems in place. Although big corporates have entire teams, or departments of people, dedicated to making travel arrangements, getting approval and conducting recons for reimbursements, there can still be errors and delays in reporting. Using travel procurement software is a great way to consolidate your travel programme which can save your business a lot of time and money. If your company does not have the expertise or knowledge to formulate and manage business travel, it may be a good idea to consult with a company like TraveluXion, who can guide you in your formulation of travel policy, risk management or management of travel spend. There are many advantages to using the services of expense management experts, such as: Helping you get a handle on the rising costs of your business travel programme. Consolidating all the important information around business travel and the reporting post-trip. Balancing the unique requirements of your business to achieve cost control. Demystifying all the products and services available in the travel and expense space. Helping to eliminate your paper requisition process and replacing it with a more robust solution. Assisting you with the structure for proposals or tenders for T&E services. Reducing the amount of time you spend on travel administration. Helping you understand the best practices and offering you expert independent opinion. Effective and easy-to-use travel management spend products and services from TraveluXion TraveluXion are the industry leaders in procurement spend management software. Their software and consulting services offer the best in travel management controls and they understand the needs of your corporation. A key part of their sales cycle is to assist and refine the business processes around the procurement of all business travel related expenditure. They really understand the industry and would love to simplify your corporate travel management. Contact them to find out more about how their solutions can transform your...

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Simplifying your travel expense reimbursements

Posted by on Dec 14, 2015 in Travel & Expense Management Consultancy | 0 comments

Organising travel arrangements for employees needing to conduct business in other areas, whether domestic or international, is no quick task. It starts with searching for flights, at the right price, at the right time and then checking availability. Then there’s accommodation, transfers, travel allowances and the myriad of other details that go into booking a corporate trip. On top of it all, once you have the costs, you might still need to get approval and have the expenses signed off by senior management, which can also be time-consuming and complicated. Once it’s all approved, booked and the travel underway you breathe a sigh of relief, only to be faced with a mountain of slips in foreign currency when the traveller returns. It’s an unfortunate reality that fraudulent use of travel allowances occurs, especially in bigger corporates where the offender may think he won’t be caught if he upgrades to a better suite in the hotel, or takes a bunch of friends out for dinner and picks up the tab. Keeping track of all the expenditure and working out how much to reimburse can be a nightmare which takes up significant time in your day that could be spent more productively. The travel expense management software from TraveluXion has been designed with you in mind Our expense management solution captures the entire trip costs, from initial quotation, costs escalations and expense claims for true end-to-end reporting. This allows companies to track and measure their direct and indirect travel expenditure with their own travel technology, while providing a convergence of data, real time reporting and visibility. TraveluXion is business travel procurement simplified. The advantages of using corporate travel software are numerous When you start to look at the many ways travel expense software can benefit your business, it really makes sense to get it now. All the processes are simplified – from shorter expense approval cycles, to improved compliance and reduced labour costs. The online booking technology with Amadeus reduces the time spent trawling the internet for cheap flights, while the real time reporting is a bonus few companies could ignore. Why don’t you contact TraveluXion today to find out how their travel and expense management systems can benefit your company? In addition, they offer a consulting service, should your company need expert advice from industry experts, on any aspect of corporate travel...

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How to Demystify Travel Expense Reporting

Posted by on Nov 16, 2015 in Travel & Expense Management Consultancy | 0 comments

If there is anything a corporate traveller or account manager hates, its expense reporting. Expense reports in most organisations are delayed, perhaps because they are despised. Many employees view them as a hassle they’d rather do without. However, they continue to become even more vital with the increasing need for corporate travel within organisations. Investing in travel expense management software can help demystify the entire process. How to reap the benefits of corporate travel software Automation. Corporate travel management services provide you with travel expense software that allows you to automate the entire process. Travel expense management software enables travellers to submit their expense reports from any device i.e. PC, tablet, laptop or mobile phone. They can report expenses as they are incurred making the expense reporting process easier and faster. Educate employees. In order to ensure your organisation truly benefits from the application of consulting services for travel technology, it is vital employees understand company policy and what would be considered hard or soft violations. Professional consulting services ensure that employees are provided with the information they need on a regular basis. Travel expense management consultants will answer any questions employees may have and ensure doubts have been clarified. This should be done on a regular basis. Discourage manual reporting. Ensure employees understand the reporting procedure and discourage data entry in any other form. Ensure the consulting services for travel procurement are the only means through which corporate travel bookings and expense reporting can be made within the organisation. By applying the simple steps outlined above, any organisation can reap the full benefits of travel and expense management services and software. Corporate travel management software can help your organisation improve the corporate travel procurement process and save a lot of money in the long run. For more information contact us...

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