Proposal of Online Travel Booking System-V2.0

Proposal for New Travel Agents & Automation of
Employee Travel Administration

Index
S No. Content
1 Current Landscape of ETRS
2 Driving change in buying behavior, visibility & Policy Compliance
3 E-Travel System
4 Expense Reimbursement System
5 On-boarding of New Travel Agent(s)

Current Landscape of ETRS
 Single window travel administration  Single Travel Agent
 To bring visibility of travel expense &  Online Travel Management Tool with Travel desk
introduce cost control mechanism support & integrated with ERP.
 To ensure 100% travel policy compliance  Online Expense tool linked with Travel tool &
Raymond SAP system
 Integrated Expense Management
 Corporate Tie-ups with Airlines (economy of scale)
 Savings 3-10% in travel expenses
(apple to apple)  Tool driven Policy Adherence
 Enhanced employee experience  Bring conscious Consumption +Cost consciousness
 Faster decision making on policies, practises  Timely Cost decisions basis pattern emerging from
& costs as per business needs ‘Real time Review Mechanism’ and smart MIS
ETRS (Driving change in buying behavior, visibility & Policy Compliance)
Approvals for all Online Travel Requisitions
Online Travel Requisitions for GM and above will trigger only an

intimation to the reporting managers
Ability to choose from mapped approvers
Time caveat of a ± 1 hour
Lowest logical airfare will be issued by the Travel desk within the
said time frame.
Use of corporate deals to reduce cancellation cost
Use of corporate deals for free meal selection & seat selection
E-Travel System
About this Tool High Level Process Flow
• Automated Flight and Rail Ticket booking system for employees Employee Accesses
E-Travel Portal
• Synced with:
o Travel booking vendor @
o HR Database and policies
o Finance Database and policies Employee needs Employee fills out the
to travel outside travel details (date,
Tool Details and Key Features city through rail or time etc.) and checks
air auto-populated
• Access Level: All Employees personal details
• All HR and Finance policies mapped in the system and automatic prompts
for bookings being “Out of Policy” Travel vendor
• ERP Linkage: Yes. Automatically fetches data from SAP and Peoplesoft receives the request
E-Travel portal auto
to ease the booking process and auto populate the repetitive fields and approval and
triggers the approval emails
issues and mails the
• Easy re-issue and cancellations as per policy to approvers, who then
ticket to the employee
approve the travel request
• Scalable to more users : Yes
• Reporting Capabilities: BU wise reports and visualisations on travel Governance Model
data analysis (SAP Summary report, gap between travel date and
booking date analysis etc.) • Server: Server managed by Accenture and can be extended to on-
board more users
• Regular automatically triggered email reminders to approvers, employees • Tool Maintenance: Periodic maintenance of the tool is done by the
and other stakeholders external developer
• Tool upgrades: No regular upgrades. Depends on a case to case
basis.
Expense Reimbursement System
About this Tool High Level Process Flow

• Automated travel and other expenses reimbursement system Employee accesses Expense
reimbursement portal to claim expenses
• Synced with:
o HR Database and policies @
o Finance Database and policies
Employee fills out
Employee incurs expense details, attaches
Tool Details and Key Features expenses while on a invoice and checks auto-
business trip populated personal and
• Access Level: All Employees payment details
• All HR and Finance policies mapped in the system and automatic prompts for
expenses being “Out of Policy”
Once Finance approves, Approval emails auto
• ERP Linkage: Yes. Automatically fetches data from SAP and Peoplesoft to
payments get posted in triggered to approvers and
ease the reimbursement process and auto populate the repetitive fields
SAP and are paid to the Finance who then approve
• Scalable to more users : Yes employee the expense request upon
• Reporting Capabilities: BU wise reports (SAP status reports, entity wise checking the invoices
reports of expenses)
• Linked to SAP for posting and payment of expenses (batch posting every 30 Governance Model
mins) • Server: Server managed by Accenture and can be extended to on-board
• Regular automatically triggered email reminders to approvers, employees and more users
other stakeholders • Tool Maintenance: Periodic maintenance of the tool is done by the external
developer
• Tool upgrades: No regular upgrades. Depends on a case to case basis.
On-boarding of New Travel Agent(s)
 Separate window will be given to Travel  ETRS to provide separate login to Travel Agent
Agent for Booking
 Central repository of all Ticket Copy.
 Window for soft copy ticket copy upload Employee/Admin can refer Ticket copy in future.
and mail to employee
 To ensure 100% travel policy compliance  Billing system will be provided to Agent to upload
invoice/credit note against Booked Ticket.
 Separate window for Billing of Booked Ticket
 Systematic validation of Ticket Amount Vs Invoice
 Separate window for Credit Note upload Amount. Capture Service Charge with GST
 MIS and Reconciliation of Ticket Vs  Single MIS to Travel Agent / Admin / Finance
Invoice/Credit Note
 Integrated with SAP and S/4 Hana for direct
 Workflow for Invoice verification booking of Invoice / Credit Note.
Thank You
Change Request

Proposal of Online Travel Booking System-V2.0

Uploaded by

Copyright:

Available Formats

Proposal of Online Travel Booking System-V2.0

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Proposal of Online Travel Booking System-V2.0

Uploaded by

Copyright:

Available Formats

Proposal for New Travel Agents & Automation of

Employee Travel Administration

1 Current Landscape of ETRS

2 Driving change in buying behavior, visibility & Policy Compliance

4 Expense Reimbursement System

5 On-boarding of New Travel Agent(s)

 Single window travel administration  Single Travel Agent

 Enhanced employee experience  Bring conscious Consumption +Cost consciousness

Approvals for all Online Travel Requisitions

Online Travel Requisitions for GM and above will trigger only an

Ability to choose from mapped approvers

Time caveat of a ± 1 hour

Use of corporate deals to reduce cancellation cost

About this Tool High Level Process Flow

About this Tool High Level Process Flow

You might also like