In 2018, the company Kronos Titan wanted to change its processes for travel claims and expense reimbursement. The company's existing processes were manual, paper-based and time-consuming. With a desire to digitize and simplify their routines, and to improve the working day for both HR, managers and employees, the choice fell on the Concur solution and the partner became Sariba.
The setup and customization started around the turn of 2018/2019, and it went live as a full-fledged solution in the summer of 2019. We have had a chat with Andrea Raveng, HR Payroll Facilitator, in Kronos Titan, to hear more about the project and whether the result is according to expectations.
We were able to adapt Concur to Norwegian standard with calculations for both driving and dietary allowance according to the state's rates (The State Special Agreement).
We had a manual form for completing refunds in connection with travel and expenses. This was very cumbersome when it had to be delivered on paper. In addition, the flow became long in the event of any corrections, as the paper-based document had to be sent back and forth. When we started work on the project, our goal was to put in place a digital solution. The most important thing here was that the requirements for the content of an expense report had to be met. In addition, we wanted all employees to have access to register their own expense reports and expenses, without having to make calculations and calculations of diet and mileage. The wish was therefore for the digital solution to calculate this automatically. We also wanted a 2-step verification/approval of all expense reports.
We had a manual form for completing refunds in connection with travel and expenses. This was very cumbersome when it had to be delivered on paper – Andrea Raveng
Today we have a full-fledged digital solution. All employees use Concur to deliver expense reports, and we have a 2-step approval flow that works optimally. In addition, dietary and mileage allowances are calculated automatically, which simplifies the work of the payroll officer. The workflow also works much better, as the report is downloaded and sent to the payroll system, where it is then automatically implemented and paid out via payroll.
We have had close dialogue with Sariba throughout the project, from start to finish. Sariba has ensured that the programming against payroll is working, and that they have ensured that all rates and calculations are correct. They have assisted us in testing, and we have had close and good dialogue all the way to implementation. Sariba is still helping us when there are legislative changes. Then they ensure that this is taken care of and they assist us in testing, so that the system is up to date and ready for use at all times. We are very grateful for all the help in getting this system in place, as well as for ongoing assistance with changes/other issues. The solution is currently fully implemented and is certainly in the expectation.
Concur was already in use for several of the foreign companies in our organization, and it was a wish from the group that we should have a common, international solution. The choice therefore fell on Concur, and our project was to adapt the existing solution to Norwegian standards. As most people know, we have very special tax rules here in Norway, and this had to be taken into account in the setup. We needed assistance from someone who understood both the State's Special Agreement and the Norwegian set-up of Concur, and the choice therefore fell on Sariba. Sariba has long and good experience in setting up SAP Travel, and also has consultants who are certified within Concur. This therefore felt like a safe choice.
We are very grateful for all the help in getting this system in place, as well as for ongoing assistance with changes/other issues.
Want to know more about Concur Travel by Sariba? Feel free to contact Steinar Sabbasen.
