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Central Square Technologies

Central Square Technologies

LOCATION

Lake Mary, Florida

EMPLOYEES

2000

SPEND

$40M annual travel spend

MANAGED TRAVEL PROGRAM

None

TRAVEL MANAGER

None. VP Finance asked us to create and implement solutions for a managed travel and expense program. At the end of the project, we assisted in the placement of a Travel Manager.

BEFORE

  • Employees booked their travel on any website and paid with their own credit card

  • Online travel agency, Egencia, was put in place to service employees who needed assistance, but was not generally used

  • No corporate credit card or purchasing card was in place

  • No expense tool, traveler just used an Excel spreadsheet to submit expenses with paper receipts

  • No purchase order system or PO process in place

  • Employees were left to use their best judgement to buy business travel

  • Travel policy needed a rewrite to include Expense and Payments

SCOPE OF WORK

  • Create a strategy for the program

  • Fix the online booking tool and service configuration for Egencia

  • Identify the pain points for employees to book travel in the U.S. and Canada

  • Implement Coupa Expense and Coupa Procure to Pay (P2P)

  • Integrate the tools for single sign on, human resources data feed and ensure data integrity

  • Source air, hotels, and ground transportation to leverage spend and reduce expenditures

  • Create new travel and expense policy

AFTER

  • Interviewed internal stakeholders to identify the actual pain points and reconfigured the Egencia tool

  • Sourced, negotiated, and contracted rates with Egencia, airlines, hotels, car rentals and other services

  • Created a custom solution for pre-trip approval. The approval was obtained in Salesforce and then converted to the Egencia pre-trip approval process to streamline in one tool

  • Partnered with Bain Capital Procurement team to capitalize and load the negotiated rates for Central Square travelers to use

  • Implemented Coupa Expense and Coupa P2P

  • Created an internal site for the employees to find the information about their travel and expense program

  • Hired and trained the new travel manager

  • Launched the new travel and expense program across North America

RESULTS

  • Employees can easily find their information about Travel, Meetings and Expense on their intranet

  • There is an online booking tool for employees to book their travel that enables the organization to approve travel before it occurs, to ensure employees are safe

  • Payments have been converted to corporate cards to alleviate the burden of personal debt on the employees

  • Sourced and negotiated rates for air, car and hotel are all now available for employees to consume

  • Employees now have one contact who is responsible for the Travel program, the Travel Manager

  • Client is now able to automate the procurement and expense reimbursement processes to one tool, savings the travel and expense program $10M

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“We knew we had some work to be done on the travel and expense program. Immediately thought of Karoline, from her work in the business travel arena. Get Travel Solutions helped us move the business forward with changes that we weren’t even aware of as pain points. They did a great job of gathering the stakeholders for their individual input and built a program that made business travel seamless.”

Steve Sharlow

VP, Finance (formerly, Central Square)