Outtask System Update

10/26/2012
Concur Travel Service Guide
E-Receipts
Overview ............................................................................................................... 2
Benefits ................................................................................................................. 2
How It Works ........................................................................................................ 3
E-receipts Coverage .......................................................................................... 4
Setup .................................................................................................................... 5
TMC and Company Implementation .................................................................. 5
Line Item E-receipt Parsing .............................................................................. 19
FAQ’s .................................................................................................................. 20
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Overview
Smart Expenses completely shatters the notion of the traditional expense report.
By combining the industry’s only completely seamless interface that links travel
booking and expense reporting into one service with Smart Expenses, Concur
enables business travelers to book their trip and then literally never have to do
another thing with their expenses. An industry-exclusive innovation from Concur,
Smart Expenses are available to all Concur clients at no additional charge.
Concur has taken advantage of e-receipts; complete, live, electronic data that
contains the entire record of a supplier transaction including folio data that looks
exactly like the supplier’s paper. Now for the first time, the three sources of
expense information – itinerary data captured at the time of booking, corporate
card charges incurred by the employee and e-receipts captured directly from the
supplier can all be easily reconciled within one travel and expense management
process.
Through the power of Smart Expenses, Concur automatically gathers and
reconciles all electronic data generated during the process of booking and
conducting business travel. When all three sources of data match, Smart
Expenses takes these trusted transactions and automatically completes the
expense report.
Benefits
The E-receipts program benefits corporate employees in the following ways:
 Once travelers complete the E-receipt activation, e-receipts generated by
their transactions with participating suppliers will be automatically
collected and matched with itineraries and expense reports.
 Travelers can access and print these e-receipts at any time from their trip
library.
 If the travelers company uses Concur Premier, e-receipts will be
automatically matched with their itineraries and expense reports helping
them to avoid keying in folio data and submitting paper receipts for
expense reports.
 For the vast majority of typical expense report transactions, Smart
Expenses eliminates the need for employees to edit or companies to audit
an expense report.
The E-receipts program benefits corporate travel reporting in the following ways:
 This process enables travel and procurement managers to make
decisions from complete reporting – independent of agencies, corporate
cards and distributors.
 The ease of use drives compliance to the corporate travel policy.
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
Expense reports can be automatically completed, audited, and posted for
payment – all within corporate policy – with absolutely no human
intervention.
How It Works
Concur identifies participating suppliers during the booking process with an “Ereceipt Enabled” icon, which greatly increases the inclination to select an
electronic receipt capable supplier. Travelers know that selecting these
highlighted options enables automated expense reimbursement.
Concur identifies the profiles of corporate clients that are subscribing for the
electronic reporting service and sends them to participating suppliers. Once the
trip is complete and the payment is made, the supplier matches the reservation
with electronic receipts. This electronic receipt information, including folio data,
is then sent back to Concur and displayed to the business traveler and manager
so they do not need to collect or audit paper receipts.
Reporting / E-Receipt Data Feed
Any
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Concur
Cliqbook
Travel
PNR’s
Ca
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Sca Feed
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F ax
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Concur
Receipt
Services
Match
E-Receipts
One Touch Business Travel
Concur
Expense
Lookup
Expense
Reports
--------Smart
Expenses
The electronic receipt is automatically matched to the agency itinerary and credit
card feed. This matching process creates a “Trusted Transaction” and allows for
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keyless, paperless expense reimbursement and global corporate reporting.
Corporate client subscribers authorize Concur to collect reservation and receipt
data connected with expense reports, and travelers are always given the option
to remove specific data that will not be included in the expense report process.
E-receipts Coverage
Vendor Agmt
Req?
Yes: A client
should contact
their Hertz
account
manager to
request the
“Concur
Agreement”
form in order for
Hertz to enable
e-receipts.
Vendor
Type
Country Support
Hertz
Car Rental
Avis / Budget
Car Rental
No
An Avis or Budget customer based in US,
Canada, Australia, New Zealand, and
South America that is participating in the ereceipt program will receive an e-receipt for
a rental from any property on the
Avis/Budget platform, regardless of the
geographical location of the rental property.
Carlson
Hotel
No
Worldwide (700 properties in 33 Countries)
Enterprise
Car Rental
No
Customers based in the United States and
Canada will receive e-receipts from enabled
car rental properties in US (including Puerto
Rico), Canada, the UK, Ireland and
Germany.
National, Alamo
Car Rental
No
National and Alamo will provide car rental ereceipts for rentals from properties located
in the United States and Canada.
Intercontinental Hotels
Group
Hotel
No
United States
Worldwide
-Radisson
-Country Inns & Suites
-Park Inn
-Park Plaza.
Canada
-Intercontinental
-Crowne Plaza
-Hotel Indigo
-Holiday Inn
-Holiday Inn Express
-Staybridge Suites
-Candlewood Suites
Choice Hotels
-Comfort Inn
-Comfort Suites
-Quality Inn
-Sleep Inn
-Clarion
-Cambria Suites
-Mainstay Suites
-Suburban
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Australia
Hotel
No
United States and Canada
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-Econo Lodge
-Rodeway Inn
Hilton
Hotel
No
All properties in United States, some
properties in Canada and Mexico
Hotel
No
Worldwide
Hotel
No
Marriott provides e-receipts for more
than 3,000 properties in the United
States and Canada.
La Quinta
Hotel
No
United States
Taxi Magic
Taxi
No
See www.ridecharge.com for a current list of
supported cities.
-Hilton Hotels
-Hampton Inn
-Hilton Garden Inn
-Conrad Hotels
-Doubletree
-Embassy Suites
-Homewood Suites
-Waldorf Astoria
Starwood
-Le Meridien
-Four Points
-Westin
-The Luxury Collection
-Aloft Hotels
-Sheraton
-Element
-St Regis
-W Hotels
Marriott
-Marriott
-JW Marriott
-Renaissance
-Courtyard
-Residence Inn
-Fairfield Inn
-SpringHill Suites
-TownePlace Suites
-Ritz-Carlton
-EDITION
-Autograph Collection
Setup
TMC and Company Implementation
IMPORTANT: The "Enable car folio feed" setting in the Car Search Options
section of the travel configuration has been replaced by the new "EReceipts Enabled" setting in the E-Receipts section of the travel
configuration. There is now a single option for all e-receipt providers (car
or hotel). The new "E-Receipts Enabled" setting allows travelers to opt-in
to receive e-receipts. Any customer currently using the "Enable car folio
feed" option will need to enable the new "E-Receipts Enabled" setting and
opt-in beginning January 18, because they must accept a new legal
agreement from Concur.
There is a new message displayed on the Company Notes tab of the travel
homepage inviting Travel Administrators to enable the automatic collection of
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electronic receipts and folio data, or "e-receipts," from participating suppliers.
This message is only visible to users with the Travel Policy Administrator
permission:
Click on the link to the e-receipt admin page in the message. Company
Administrators can enable e-receipts on a travel configuration basis by clicking
on the "Enable e-receipts" setting. Company Administrators can also opt
selected Corporate Ghost Cards in by clicking on the "Enable e-receipts" setting.
The E-Receipt Admin screen can alternatively be accessed via Administration>Company Admin->E-Receipt Admin:
Travel System Administrators can alternatively enable e-receipts for a specific
travel configuration by clicking on the new "E-Receipts Enabled" setting in the EReceipts section of the travel configuration:
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Companies and agencies using Concur Travel & Expense should enable the
“Accept Itinerary Air Ticket as Air E-Receipt” checkbox to allow the system to
automatically move their air itinerary information into their expense report,
viewable just like an e-receipt:
The setting “Require credit card for car reservations” must also be enabled to
receive e-receipts (Hertz):
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Company Administrators can alternatively opt in selected Corporate Ghost Cards
by clicking on the "Enable e-receipts" setting for an individual card in Company
Admin->Corporate Ghost Cards (This is not required):
Once e-receipts are enabled for a travel configuration, users in the travel
configuration will see a notice on the travel homepage prompting them to sign up
for e-receipts:
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Click on the “E-Receipt Activation” link, and the user must accept the E-Receipt
Activation and Use Agreement. They can also view sample e-receipts there:
Text (top)
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Text (bottom)
Once a user accepts, they cannot opt themselves out. They can opt a particular
card out though - for example if they have a personal card they use for vacations
and they don’t want any receipts from that card to ever show up in their company
expense reports:
The user profile page identifies which cards are opted into the program (defaults
to all cards once you opt in):
If you edit a card, there is a "Receive e-receipts for this card" setting for the
individual card:
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User Administrators can opt a user out of the program – however, they cannot
opt a user into the program, since the user must accept a legal agreement to
participate. The user could opt all of their cards out of the E-receipt program if
they no longer wish to participate.
There is an “Enable E-Receipts” setting on the User Detail screen for an
individual user:
When the “Enable E-Receipts” setting on the User Detail screen is unchecked
and disabled, there is a message that explains that only the user can opt
themselves in because they must accept a legal agreement to participate:
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When a user that has opted in books a hotel for an e-receipt enabled provider,
they will see a special icon:
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When a user that has opted in books a car for an e-receipt enabled provider, they
will see the same special icon:
Concur Travel & Expense users can see these e-receipts in two travel reports.
Hotel Receipt Detail report:
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Receipt pop-up:
Car Rental Receipt Details report:
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Receipt pop-up:
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Integrated travel and expense customers can see the e-receipts in the expense
application itself:
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These receipts show up as e-receipts in expense reports. They are automatically
found and matched to the correct expenses:
Additional e-receipt examples:
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Line Item E-receipt Parsing
Concur uses line-item codes for e-receipt parsing for vendors who have provided
Concur with line-item codes. This will will allow automatic recognition of line-item
meaning regardless of the language the description is written in.
Configuration
This feature applies only to e-receipt enabled companies.
The e-receipt will display with descriptions in French or English or whatever is
provided.
Line items will all be parsed into the correct category during load.
!
IMPORTANT: This is supported for Marriott and Starwood fully now.
LaQuinta will be coming soon.
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FAQ’s
Which suppliers currently provide e-receipts?
Avis Budget Group
Choice Hotels Group
Enterprise/National/Alamo
Hertz
Hilton Hotels
IHG
La Quinta
Marriott
Taxi Magic
Starwood
All air suppliers create a receipt from your itinerary that is populated in the
expense report.
What contractual requirements are there for the e-receipt program?
As the world’s largest outsourced expense management service provider,
Concur is responsible for adhering to data privacy and security regulations for the
expense reporting process. Concur has entered into agreements with its
subscribers which require the protection of corporate and personal information.
Consequently, no additional agreements are required for the transmission of
electronic information pertaining to Concur’s clients. However, Concur has a
standard access agreement available for all suppliers to cover any and all
business interaction through the Concur Connect.
Are individual travelers able to remove personal expenses or folio items
from Concur reporting?
Yes. Travelers can remove electronic receipt items that have been received
before, or at any time during the reporting process. Individual travelers even
have the opportunity to mark bookings as “personal” in the front end so they are
not included in the receipt collection process. Because Concur controls the
entire travel booking and expense reporting process, complete control can be
maintained over data security.
Does Concur have a standard file format and transmission styles for
reporting?
Yes. However, Concur is capable of using several different file formats and
transmission options. The only requirement is that data transmission must
adhere to PCI and CISP security as well as Concur’s SAS70 type II controls.
What information is included in the reporting feed; and are we permitted to
use it for more that e-receipt matching?
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Concur reporting includes transactions for all Concur clients subscribing to the
receipt program and they are sent to specific suppliers. Suppliers are free to use
the data because it pertains to corporate travel programs related to specific
suppliers only. This data feed provides a global view on all reservations for your
services made by Concur clients participating in this program.
What is Concur Connect?
Concur Connect is a set of interfaces delivering content from multiple distribution
and supplier systems. It enables business travelers to access more services
online while automating the allocation of their expenses.
What are some additional benefits to participating in the reporting program
and Concur Connect?
In addition to benefiting from enabling a superior level of service to corporate
clients through this program, there are several marketing and promotional
benefits for suppliers providing content to Concur, including:
 Feature and presentation opportunities in the Concur Connections client
newsletter
 Participation in the Concur User Conference with an audience of 1000+
corporate travel buyers
 Joint marketing and panel opportunities at trade shows and events
sponsored by Concur
 Custom outreach programs to Concur’s 5000+ client base
 Highlights within the Concur® Concur Travel & Expense Travel online
procurement tool
Are e-receipts displayed on a chain or property level basis for hotels?
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Travel previously displayed the e-receipt-enabled icon based solely on hotel
chain, so that it would display for all Starwood properties since Starwood
provides e-receipts. Now we are displaying them on a property basis.
Note the following:

Starwood provides a complete list of enabled properties worldwide.

Marriott provides a complete list of enabled properties.
NOTE: Marriott
is still in beta test status and not generally available.

IHG is e-receipt enabled for all properties in the US and Canada. There is
also a list of enabled properties in Australia.

Hilton is e-receipt enabled for all properties in the US. There is a small list
of exceptions, such as Hilton Las Vegas. There is also a list of enabled
properties in Canada and Mexico.

La Quinta provides e-receipts for all properties in the US, Canada, and
Mexico.

Choice provides e-receipts for all properties in the US and Canada.
How do we participate in Concur Connect?
To participate in Concur Connect please contact Peter Kraus, Director of Travel
Services – [email protected] – 757.303.7383.
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