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Expense

Travel Data Integration Workshop

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Travel Data Integration

Emburse Enterprise receives Travel data feeds from Travel Management Company (TMC)

This data can be auto-merged / merged with corporate card transactions
Provides the ability to analyze booked vs actual spend (if merged with corporate card)

Optional travel receipt integration

Dependent upon what the TMC can provide to Emburse Emburse Enterprise
TMC must support one of the following integrations:

Travel Receipts via HTML Email
REST API - Receipt Web Service

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How are travel transactions paid?

Centrally via invoice
Employee corporate credit card
Centrally-paid corporate credit card
Employee pays on their own
Mixture of payment methods

Individual Corporate Cards
Ghost Cards / Centrally Billed Accounts*
Personal Credit Card*

*Travel Data CANNOT be merged as the user won’t receive a credit card transaction

Centrally via Invoice

Not tied to the traveler and transactions won’t come into Emburse Enterprise
CR Admin would have to disburse the travel transactions so they show in the traveler’s eWallet

Employee Corporate Credit Card

Are these cards flowing into the users’ eWallet?
Travel would need to be merged to ensure user’s do not expense the travel data separately which would result in a duplicate charge.

Centrally-paid corporate credit card

Statement is paid regardless of approved expense reports
Travel data would not need to be matched to a credit card
Would be loaded as firm paid transactions and shown within the eWallet (usually Air/Rail/Fees). Credit card transactions are not loaded
Emburse Enterprise’s outstanding credit card reminder emails and analytics reports can be used to assist in the monthly reconciliation process

Employee pays on their own

Travel data would save users’ time versus manually entering travel as an out of pocket

Mixture

When there is a mixture of payments we are not able to enforce the merge of the travel data since in 2 of the scenarios, the individual user hasn’t received a credit card transaction in CR
Will need TMC to confirm what is paid on the centrally billed card so that can be marked as firm-paid

How should the travel agency fees be handled?
If a person’s credit card is used, the credit card transaction should suffice within Emburse Enterprise, therefore the travel feed should delete the agency fees.
If personal credit card was not used, who pays for it and how should we handle it?

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What travel information is required?

Firm Paid or Non-Firm Paid

Deletable or Not

TMC provides Unique ID

This enables travel transactions to show in travelers’ eWallet

Detailed for reporting

What are the expense types that will be sent from the travel provider?

Mapped to Emburse Enterprise expense types
UDAs needed on the expense forms

Basic for accounting system and allocation

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Travel and VAT Functionality

Is VAT functionality being used?

Recommended to exclude the VAT amount from the travel data feed and account for it in ERP system

Process:

Invoice entered in accounting system with net travel amount (inclusive of admin fees) to a control account. VAT amount to a VAT account
Travel data posted in Emburse Emburse Enterpriseas the net amount of the travel + admin fees (exclusive of VAT)
Emburse Emburse Enterprise VAT rules to exclude/ignore travel data items
Emburse Emburse Enterprise Export is updated to send the allocation line and a negative line for the travel data to the control account

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Incorporating PreApproval

Do you want travelers to submit a Pre Approval (via PreApproval Module) prior to booking travel?

Option 1

Expense Owner (EO) submits Pre Approval (PA) requesting approval for trip
EO receives email confirming PA has been fully approved
EO contacts travel agency to book travel details. PA updated with actual travel amount
Travel transaction will go to the expense owner’s eWallet with the PA number
Traveler attaches corresponding PA to the expense report

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Incorporating Preapproval - continued

Option 2

EO submits PA requesting approval for trip
PA routing - final routing rule sends PA to internal role to book travel
Internal person books travel and approves the PA with note of exact amount booked
EO gets email confirming PA has been fully approved and knows travel is booked
Travel transaction will go to the expense owner’s eWallet with the PA number
Traveler attaches corresponding PA to the expense report

Option 3

EO submits PA requesting approval for trip
PA routing – add watcher rule to send notification to someone at travel agency
Travel agency books travel based on approved PA
EO gets email confirming PA has been fully approved and knows travel is booked
Travel transaction will go to the expense owner’s eWallet with the PA number
Traveler attaches corresponding PA to the expense report

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Travel Data before CC data received

Travel data is typically received before a credit card transaction
Travelers will see these under the All or Travel Data tabs
Travelers will need to wait until the credit card transaction is received before applying the travel

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Trips

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Export

For firm paid travel items, the export is configured to include an additional offset line to a clearing account.
This is accomplished by having another column specifying the GL (clearing account) to be used.

This GL will contain the whole amount
Individual line items will offset against GL to be balanced (equal zero)

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How to Roll out

Is this a new travel provider?
Are you live?
Will there be a pilot rollout?

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Humanize Work