Six Tips For Improving Travel Reimbursement System In Enterprises

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Cost control, the first response of financial staff is to help companies reduce costs and reduce unnecessary expenses.

But in the case of platinum consulting, it seems that the effectiveness of travel cost control is much greater than that of the above case. The excellent travel cost control scheme also has multiple advantages such as improving the efficiency of the audit of the finance department, improving the utilization ratio of the company's funds and giving consideration to enhancing employee satisfaction.

According to the previous travel expenses control and management forum sponsored by platinum financial training, platinum has perfected several excellent travel cost control methods and processes. This time we selected six typical travel cost control tips to develop cost control ideas for you.

Method 1: improve efficiency by reducing approval.

Most enterprises often encounter the situation of excessive budgets on staff's business trip, but the following are often some reasonable reasons.

For example, the sales staff and the top leaders of the company visit the customers together. The standard of accommodation must be "high or low", which will exceed the budget for the grass-roots sales department.

For example, a sales colleague often takes over the customer's order as soon as possible.

For this case, the finance department can set up a list of whitelist or blacklist.

If the sales staff and the superiors are on a business trip to improve their accommodation standards, they are automatically classified as white lists, and they can be approved without examination and approval.

Conversely, if the sales business entertainment fee exceeds the standard, then it can be blacklisted.

By adjusting the white list and blacklist regularly, the number of exceptions can be reduced.

Method two: reduce expenditure through big data management.

It is common knowledge that booking a ticket in advance is usually given a more discounted discount. But because of the large number of travel documents, enterprises often do not understand the level of discount in the market.

Through the online travel booking platform, we can analyze the average discount rate and median fare of a certain route for a period of time, and examine the price level of the airline tickets ordered by staff.

At the same time, enterprises can also make horizontal comparisons between the internal departments of the company through this method.

For example, maintenance department ticket prices may be higher, which is usually due to once the customer requests, then immediately start to repair the customer company, can not make early booking.

However, the responsibilities of the marketing department and the sales department may be similar. If the average discount rate of the marketing department is ten percent off and the sales department is thirty percent off, then it is possible to ask the corresponding departments why there is such a difference, and then find out the reasons.

Through continuous research and analysis, we can promote the excellent practices, improve the deficiencies, and continuously improve the company's internal travel policy.

Method three: reduce costs by using reasonableness review.

As discussed in this article, the control of travel expenses is generally not achieved by lowering the company's standard of hotel reservation and air ticket travel, because such a method can easily lead to employee complaints, but it will outweigh the gains.

In other words, the pre planning of the rationality of travel can get twice the result with half the effort.

For example, the Ministry of Finance found that sales colleagues often travel from Shanghai to Nanjing to visit customers.

In the absence of early planning, it may be the first day of departure in the afternoon, one night in the evening, second days in the daytime, and third days in the morning to return to Shanghai.

But if you know the visit arrangements ahead of time, and make a reasonable plan to make the trip, then the company can save nearly two days' rent.

The company can even reward some of the corresponding accommodation expenses that are reduced by reasonable planning, such as visiting customers in Nanjing. If there are additional allowances on the same day, the allowance can be less than the corresponding accommodation cost. This will not only save accommodation costs, increase employee motivation, but also increase the working time of one working day.

Replacing the reserve fund with the business card mode can reduce the occupation of the company's funds and ease the pressure on the capital flow.

In particular, when employees are employed by non local employees, such employees are usually unable to handle a higher credit card, while the corresponding employees may travel for a long time and pay a large amount of travel expenses to affect the actual problems of the employee's normal life. At this point, the company can get a higher credit limit through the unified business card processing, and then solve the above problems.

However, the hidden danger that business card can't ignore is that if the employee maliciously overdraws consumption, the company should bear the corresponding repayment obligation.

According to the platinum financial training, the enterprise can negotiate with the bank to exempt the repayment responsibility. The general operation procedure is to notify the bank company employees to leave the job as far as possible as early as possible. In practice, the bank should be notified in writing. At the same time, the company should also find out the arrears and urge the employees to pay the arrears as soon as possible.

Method five: control through a pparent and pparent travel policy.

The administrative levels of some companies are rather complex, and there are even more than ten levels.

To meet the needs of all administrative levels, separate travel standards should be drawn up for each administrative level.

The level of economic development in different parts of the country is different. The standard setting for each region is rather complicated. A large number of standard setting work will make the finance department unable to bear heavy burden, and the slow updating of policies may lead to a failure to conform to the actual economic and price development, resulting in greater complaints from employees.

Platinum recommends that enterprises with more administrative levels simplify their travel standards as much as possible, classify similar administrative levels into similar standards and streamline the process as much as possible.

Method six: improve efficiency by reducing manual audit.

The company can improve efficiency by introducing customized travel cost control software.

Typically, a typical travel electronic reimbursement system will cover the following five functions: 1. online application functions, including travel applications and travel applications; 2. online approval functions; 3., centralized management of travel providers, including air tickets, hotels and other suppliers in all purchase lists; 4. cost control functions, write down reimbursement criteria to systems, such as accommodation standards in different cities or different countries, and subsidy allowance standards to corresponding areas, and at the same time, the choice and approval of different travel distances corresponding to the pport can be controlled by the system.

5. budget control, managers can see the corresponding department's overall travel budget, expenditure and balance during the approval period.

Thus, every examination and approval is well documented.

In case of exceeding the standard situation, the finance department must make separate approval and increase the budget.

Otherwise, the cost approval will be frozen.

Through the electronic reimbursement system, the key points of financial audit can be reduced from nearly 10 to 3.

Before implementing the electronic reimbursement, the financial need to be examined is: whether the examination and approval authority is in conformity with the requirements; whether the approval is complete; third, whether the auditor's signature is true; whether the cost center is filled in the wrong way; whether it is timely reimbursement; whether the total amount is correct; whether the cost is over standard or not; and so on, are the 10 essentials.

After using electronic reimbursement, finance only needs to examine the reasonableness of special matters, the true situation of invoices, the consistency of invoice amount and reimbursement amount and so on.

Through the application of the travel electronic system, the finance department can greatly improve the work efficiency, speed up the reimbursement schedule and improve employee satisfaction.

At the same time, from the Komatsu (China), Riel Sheng (China), China Travel express, well-known software service providers, "Infor" and other well-known corporate financial managers and industry travel experts will be gathered in Shanghai in September 12, 2014 to participate in the 2014 "business travel cost control and Control Forum" held by platinum. The forum aims to bring a great feast to the financial colleagues who are puzzled by the reimbursement of travel expenses.

The forum will explore topics such as "best practices for travel cost control in pharmaceutical industry", "case sharing of budget management and control of enterprise travel expenses", "selection of service providers and service quality evaluation system" and "how to make good use of travel management tools to enhance management efficiency" and other topics. This is also the first time that the most experienced financial managers and well-known travel service experts are gathered in the industry to bring the only Summit Forum for financial management and control of enterprises in China, and will surely bring you a high quality brainstorming.

1. multi industry Benchmark travel expense standard: the medicine, quick elimination, manufacturing industry finance director shares with the Taiwan, reveals the industry traveling expense standard, helps you explore the enterprise internal traveling expense control space.

2. one-stop travel control solutions: from the travel cost budget making, travel management and reimbursement system, tax and anti commercial bribery risk, and reimbursement system and business travel management supplier selection, from a comprehensive perspective to provide you with one-stop travel control solutions.

3. round table discussion on the hottest travel control issues: all participants will participate in the discussion of hot topics in the form of round table discussions. You are both participants and distributors. Diversity issues and opinions will collide with wisdom sparks.

4. bring together several well-known travel service providers and wish you a one-stop shopping solution.