Topic Item Country/Business Units Country (1)

General 1a Total # of staff in the company

1b Total # of users who file claims/Expense Reports

List all types of expenses that employee can file

1c
claims for reimbursement.

Total # of Expense Reports (Expense Claim Forms) for

1d all expense types per month.
1d-1 # of Travel-related expense reports
How often do the travellers make the claims?
1d-1.1
(Per Trip, per month, per week)

# of local expense reports

1d-2 (e.g. transportation, entertainment, counter expense)

How often do the employees make the claims?

1d-2.1 (per month, per week)

1e How much is your annual T&E (Travel & Expense)

Spend? In USD
1e-1 % of T&E spend on air tickets
1e-2 % of T&E spend on hotels

1e-3 % of T&E spend on other items (please specify)

 1f How many back-end employees are involved in T&E
processing?

Pre-Trip 2a Do you need pre-trip approval?

Approval
If yes for 2a, please explain travel booking process
and pre-trip workflow?
2a-1
(e.g. traveler call agent to get quote > traveler to fill
in request form > dept head approve > agent to issue
ticket)

2a-2 Do you provide cash advance to traveler?

Please specify scenarios

If yes for 2a-2, please explain cash advance

2a-3 workflow?
(eg: Employee > Dept Head > Finance)
Do you need employee expense pre-approval for
2b other expenses? (e.g. entertainment, education
subsidy) Please specify

If yes for 2b, please explain approval workflow? (e.g.

2b-1 employee > HR for education / Dept Head for
entertainment)
 Do you have departmental/project budget that you
need to monitor in pre-approval stage? E.g. alert to
2c Department head if upcoming trip exceeding
remaining department budget and require special
approval

Travel What is/are the name of Travel Management

3a Company?

3b Do you use any payment solution (eg: AMEX BTA) for

air ticket payment? Please state payment mode

(Specifically for Japan only) Do you require Japan

Public Transport integration to capture per trip
3c expenses from IC card?
Please ignore if not applicable

Corporate
Card 4a Do you issue any corporate card?

4a-1 If yes for 4a, what is the card issuing bank?

4a-2 If yes for 4a, what is the card standard

(Visa/Master/AMEX)?
If yes for 4a, what is the liability types
4a-3 (CBCP/IBIP/IBCP)?

4a-4 If yes for 4a, what is the number of cards issued?

If yes for 4a, what is the payment type of the card?

4a-4a
(please answer sub-questions below)
 4a-4b - Bill to individual or Company?
4a-4c - Payment by Individual or Company?
Tax Do you have local VAT/GST requirement for tax
5a reclaims? E.g for tax reporting purpose

Travel
Allowance 6a Do you issue Travel Allowance/Per-diem?

If yes for 6a, could you send us (Concur) a copy of

6a-1 your travel allowance policy for reference?

Expense Policy Do you use the same expense entry form for all of
Standardizatio 7a your entities/BU?
n
7b Do all your entities/BU share the same expense
types?

7c Do all your entities/BU share the same cost allocation

hierarchy?

Do all your entities/BU share the same approval

7d logic?
Expense
Approval
Workflow
What is the general approval flow for expense
8b-1 report?

Does the approval flow depends on approver

8b-2 authorization limit?
Do you need the approval route to the cost owners
8b-3 when there is cost allocation?

Do you have departmental/project budget that you

need to monitor in expense approval?
8b-4 Eg: Alert to project manager if actual expense
exceeding remaining project budget and require
special approval of the budget owner

IT Systems What Accounting system are you using? And it's

9a
version
Do all your entities/BU share the same
9b instance/database of accounting system
By default, Concur produces a standard file for
interfacing with account system. Client needs to
build bridge program to transform it to custom
9c format specific to their environment. Instead do you
want Concur to build the custom file format for you
on integration?
 9d What HR system are you using?
Currently, are you using any system to manage the
9e Pre-approval and expense claim process? Which
brand?
Do you prefer to use your internal authentication (eg:
9f Active Directory) to sign in into Concur (i.e. Single-
Sign-On)?

Project Budget 10a Has project budget been allocated for this Travel &
Expense system? If yes, what is the range?

Project
Sponsor / 11a Which BU/who in the organisation will lead this
Owners Travel & Expense project?

Project Go live
date 12a When is your target go live date for the country?

Project What would you like to achieve by implementing the

Objectives Travel & Expense system?
13a (e.g. improve efficiency, increase control, enhance
policy compliance, better data consolidation &
analysis etc)
Any data analysis report do you need?
13b (e.g. spend by department, per trip cost, policy
compliance report)
 Do you feel it would be possible to reduce a certain %
of the expense with a Travel & Expense system which
13c can provide higher spend visibility and tigher policy
control? How much?
Country (2) Country (3) Singapore
239

All of the above + production

& other temp staff

Entertainment, travelling, OT
claims and other misc. exps

191

191. including 1d-2

Varies

Refer to 1d-1

Varies

US$320K

50%
25%
25% (eg:
entertainment/meals)
None as we outsource the
T&E payment process

Yes

Travelers to fill in Travel

Approval Form (TA) and the
department secretary will
help to obtain approval and
ticket booking after getting
the respective approval

Yes. Only production advance

is provided for production
team members for on-site
production events to cover
their travel expenses (approx
10-15 advances per year).

Employee > Line Manager >

Finance approval via email

No, except for entertainment

with Government related
clients

Entertainment: Employee >

Line Manager > COO (if it's
more than 2K USD)
We have departmental
budget but not monitor in
pre-approval stage

AMEX Travel

Airplus

N.A.

Yes. American Express to

selected management
N/A

AMEX

No idea

Est. 20

Company pay direct to AMEX

Bill to company
By company

No

Yes. Per trip not exceed

US$80 per day

Attached in email

Yes

Yes

No. Each country keeps it's

own project list for allocation

Yes
T&E Claims fill out by the
claimant => Ops approval =>
Finance approval => Case
create in Acenza (Payment
module) by outsourcing firm
=> Run payment run

Yes

No

Yes. Only for commercial

project expenses

SAP ECC 6.0 - FICO

Yes

Yes
SAP SuccessFactor

No. All manual

Yes

Not more than 100K USD

HR & Finance Dept - final

approval from CFO

Jan-16

Improve efficiency and

enhance company policy
compliance and better
analysis and reporting tool

Yes. Spendings by individual,

department, projects, etc.
20% from current expense
spending
Please describe / attach the approval workflow related to pre-trip approval and Expens
e Approval
Please describe / attach the approval workflow related to Trip - Per Diem Policy