AME248_Expense Management Benchmarking Study - Japan_v4

7/27/2019 AME248_Expense Management Benchmarking Study - Japan_v4

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2012 Expense ManagementBenchmarking StudyJapan


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Contents

Introduction 3

Study Demographics 4

Travel & Entertainment (T&E) Expenditure Benchmarks 5

Expenditure Analysis 5

Travel & Expense Management Policy 6

Travel and Expenses Policy 6

Eligibility Criteria or Corporate Cards 6

Mandate o T&E Supplier Categories 7

Using Corporate Cards or Personal Expenses 8

Non-Employee Travel & Expense Management Policy 9

Measurement o Travel & Expense Management Policy Compliance 10

Travel Management Companies (TMC) 11

Number o TMCs 11

Negotiation with Travel Suppliers 12

Expense Management Systems (EMS) 13

Use o Expense Management Systems 13

Use o Data Files in the Expense Process 14

Shared Services & Outsourcing 15

Payments 16

Party Responsible or Payment to Card Provider 16

Payment Transer Method 17

Remittance Method 17

Conclusion 18

About American Express Global Corporate Payments Consulting 18

Disclosure

The data contained in this document is not specific to individual companies anddoes not contain any personally identifiable inormation. This document containsconfidential and proprietary inormation o American Express. No disclosure may bemade without the express written consent o American Express.The inormation contained in this Benchmarking Study is based on benchmarkingconducted by American Express Global Corporate Payments Consulting inJulyAugust 2011 and the results shown here are correct as at the time o publishing.


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Expense Management Benchmarking Study

page

IntroductionAmerican Express is pleased to present this report based on the findingso a Study commissioned by the Global Corporate Payments AccountDevelopment team with the aim o obtaining insights into client practicesin the areas o:

e Travel & Expense Management Policy

e Travel Management Companies (TMC)

e Expense Management Systems (EMS)

e Shared Services and Outsourcing

e Payments

The Study was conducted across a sample o 45 local and multinationalcompanies in Japan. This report covers these findings and includescomparative reerences to the ull sample o 276 companies drawn romthe JAPA Region (Australia, Singapore, Hong Kong, India and Japan).

The Study is based on data compiled by the American Express GlobalClient Group and Account Development team members in response to aset o questions based on their knowledge o client practices. Clarificationand confirmation with client contacts were made when necessary.

The American Express Global Corporate Payments Consulting team hasconsolidated and analysed this data to provide insights into company BestPractices at a regional as well as country level. More detailed country-specific documents discuss findings or each country separately.

Throughout the document, Best Practice tables call out thepercentage of the sample in Japan that has implemented BestPractice within their organisations.

Yours sincerely

Melanie CochraneSenior Vice PresidentJAPAGlobal Corporate PaymentsAmerican Express


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Study Demographicss 276 companies were covered in the Study with over

72% o the sample having a multinational presence.

s The majority o companies covered in the Study haveless than 500 Corporate Cards with T&E Expenditureup to $5M USD.

s 45 companies were covered in the Japan sample,o which 17 were local companies and 28 weremultinationals.

Respondents by Market

Charge Volume

Number of Cards

Japan

Balance o JAPA Region

84%

16%

Japan JAPA Region

Local Companies 17 76

MultinationalCompanies

28 200

Total 45 276

2010 T&E Expenditure($USD)

Japan Total Local JapaneseCompanies

MultinationalCompanies in Japan

JAPA Region

05,000,000 51% 70% 40% 48%

5,000,00010,000,000 11% 6% 14% 18%>10,000,000 38% 24% 46% 34%

2010 Number ofCorporate Cards



JAPA Region

0499 31% 24% 36% 53%

5001000 18% 18% 18% 17%

>1000 51% 58% 46% 30%


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Expenditure Analysis

Expenditure Analysis

On analysing annual spend by these companies at aT&E commodity level, we have identified the ollowingbenchmarks in Japan and the JAPA Region:

Travel & Entertainment (T&E)Expenditure Benchmarks

Japans relatively high Restaurant and Entertainmentexpenditure is attributable to the practices o cliententertainment in that country. Airline spend at local

Expenditure Analysis Japan and JAPA Region

50%

52%

22%

14%

14%

9%

4%

2%

15%

18%

Japan

JAPA Region

0 10 20 30 40 50 60

Other T&E Commodities

Ground Transport

Restaurant & Entertainment

Hotel

Airline

Category Japan Total Local JapaneseCompanies


JAPA Region

Airline 52% 83% 38% 50%

Hotel 14% 8% 17% 22%

Restaurant &Entertainment

14% 2% 19% 9%

Ground Transport 2% 0% 3% 4%

Other T&E

Commodities

18% 7% 23% 15%

Japanese companies is 83% o total spend, whichreflects the popularity o centrally billed Airline productsin local Japanese companies.


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Travel & Expense Management Policy

Introduction

There are many variables or companies to considerwhen developing a Travel & Expense Managementpolicy. Well-inormed decisions based on ullinormation and complete data integrity canassist greatly in reducing costs and increasingbusiness efciency.

Key aspects o policy reviewed in the Study include:

s Travel and Expenses Policy

s Eligibility Criteria or Corporate Cards

s Mandate o T&E Supplier Categories

s Using Corporate Cards or Personal Expenses

s Non-Employee Travel & Expense Management Policy

s Mandating preerred suppliers

s Measurement o Travel & Expense ManagementPolicy Compliance

Findings

Travel and Expenses Policy

A Travel and Expense Management Policy is key to guidingemployee behaviour and is a basic component o a BestPractice Corporate Card program. In the regional sampleo large companies, 97% had a policy in place, and policyusage was consistent across all countries.

s Japan met the regional average, with 100% o

companies in the sample having a Travel andExpenses policy.

Eligibility Criteria forCorporate Cards

When considering eligibility criteria or CorporateCards, providing or a broader coverage o employeeswho travel or entertain or business purposes ensuresgreater compliance, and increases spend visibility andemployee satisaction.

48% o companies in the JAPA sample provide Cards toall employees who incur T&E or business expenses. Inother companies, criteria or Corporate Card eligibilityis linked to management level, spend volume, oremployee discretion.

s In Japan, 40% o companies provide CorporateCards to all employees who incur T&E orbusiness expenses.

It is Best Practice to base the eligibility criteria orCorporate Cards on all employees who have T&E orbusiness expenses as it ensures one expense processor all employees.


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Mandate of T&E Supplier Categories

Mandating the use o a preerred TMC, Card Providerand Hotels is Best Practice and helps to controlcosts and drive better deals. In the case o Airlines,companies may choose to mandate best ares ratherthan preerred Airlines.

The Study shows that in the JAPA Region:

s 98% o companies mandate a TMC

s 66% o companies mandate a Card Provider

s 59% mandate an Airline

s 56% mandate a Hotel

In terms o the results or Japan:

s Multinational companies trends were similarto regional trends but local companies had asignificantly lower mandate or Airline, Card Providerand Hotel.

s There is an opportunity or local Japanese companiesto review their sourcing arrangements in these areasas significant savings may be achieved.

Mandate of T&E Supplier Categories Japan

Mandate of T&E Supplier Categories

98%

100%

66%

60%

44%

36%

59%

56%Japan

JAPA Region

0 20 40 60 80 100

Hotel

Airline

Card Provider

TMC

Mandate Category Japan Total Local JapaneseCompanies


JAPA Region

TMC 100% 100% 100% 98%

Card Provider 60% 47% 68% 66%

Airline 44% 18% 61% 59%

Hotel 36% 12% 50% 56%

A urther finding is that most companies have preerredAirline and Hotel arrangements to take advantage onegotiated ares and rates.

However, a large proportion o companies still allowtravellers to choose the best available options inthese categories.


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22%

33%

14%

26%

0 5 10 15 20 25 30 35

JAPA Region

Multinational Companies in Japan

Local Japanese Companies

Japan Total

Use of Corporate Cards for Personal Expenses

Using Corporate Cards for Personal Expenses

The results o the Study highlight dierences incompany Travel & Expense Management Policies,particularly regarding whether Cardmembers areallowed to incur personal expenses on theirCorporate Cards.

On a regional basis, 26% o companies allow CorporateCards to be used or employees personal expenses.However, despite enabling a measure o employeeconvenience, this is not Best Practice.

Allowing personal expenditure on Corporate Cardsskews company reporting and may result in increasedexpense processing costs as corporate and personalexpenses need to be separated.

s Local Japanese companies are more likely toallow personal expenses on Corporate Cardsthan the regional average, with 33% allowingpersonal expenses.


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Non-Employee Travel & Expense Management Policy

Many companies engage significant numbers o non-employees, (including contractors and consultants),who incur travel costs on behal o the company in thecourse o their business. While the majority o thesecompanies choose not to provide them with a CorporateCard, Best Practice in this area is to ensure that all non-employee Airline and Hotel expenditure is booked usingthe companys TMC and is paid or using a corporatepayment solution. This allows the company to ensuretheir contracted rates are used and that expenditure ontravel incurred or the company is reported in relevantCard and Travel reporting systems.

In terms o the JAPA Region, the Study ound that:

s 46% o companies in the sample pay or Airlineand Hotel charges centrally, and reimburse otherexpenses to contractors and consultants aterwards.

s 42% o companies require contractors andconsultants to invoice the company or expenses,which are then reimbursed by Accounts Payable(AP). This process is used extensively in Indiaand Japan.

s 12% o companies use a Corporate Card process topay or non-employees expenses.

Companies based in Japan reveal some dierences tothe JAPA Region sample, including:

s 38% o multinational companies in Japan pay

or Airline and Hotel charges centrally andreimburse other expenses to contractors andconsultants aterwards.

s 100% o local Japanese companies in the samplerequire contractors and consultants to invoicethe company or expenses, which are thenreimbursed by AP.

Non-Employee Travel & Expense Management Policy Japan

Non-Employee Travel & Expense Management Policy

33%

53%

46%

42%

9%

14%

0%

3%

0 10 20 30 40 50 60

Provide Individual LiabilityCorporate Cards

Provide StandardCorporate Card

Invoiced or T&E expensesand paid by AP

Pay Air/Hotel, reimburseother expenses

Japan

JAPA Region

JapanTotal

LocalJapaneseCompanies

MultinationalCompanies inJapan

JAPARegion

Pay Air/Hotel, reimburse other expenses 33% 0% 38% 46%

Invoiced or T&E expenses and paid by AP 53% 100% 46% 42%

Provide Standard Corporate Card 14% 0% 16% 9%

Provide Individual Liability Corporate Cards 0% 0% 0% 3%


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Measurement of Travel & Expense Management Policy Compliance

Implementing a Travel & Expense Management Policyis an important part o a Corporate Card program.The extent to which policy compliance is reviewed ormeasured increases the likelihood o policy adherence.

In the JAPA Region, companies use reporting, auditingand external consultants to measure compliancewith policy, with many companies using more thanone method. Best Practice is to use a combinationo methods to measure compliance, including CardReporting, TMC Reporting and Audit o Expense

Reports.The results reveal that o the companies studied inthe JAPA Region:

s 23% use a combination o Card Reporting, TMCReporting and Audit o Expense Reports, which isconsidered Best Practice.

s 61% use one or more tools but not all threepreerred options

s 16% have no process to measure policy compliance.

The findings or Japan reveal that:

s Companies are more likely (40%) to use no processto measure policy compliance but interestingly thepercentage that uses the Best Practice combination(26%) is in line with the regional average.

s This presents an opportunity or Japanese

companies to become more rigorous in theircompliance measurement, which will drive savingsin their T&E procurement programs.

Best Practices Travel & Expense Management Policy Japan

Best Practice Benefits JapanTotal

LocalJapanese

Companies

MultinationalCompanies in

Japan

JAPARegion

Provide Corporate Cards toall employees who incur T&Eor business expenses

Greater compliance,spend visibility andemployee satisaction

40% 18% 50% 48%

Mandate TMC, CardProvider and Hotel Suppliers

Keep costs in check anddrive better deals

26% 7% 38% 44%

Dont allow personalexpenses onCorporate Cards

Reporting showscorporate spend only.Reduces risk o carddelinquencies

78% 67% 86% 74%

Use corporatepayment solutions

or non-employees

Ensures correct reportingo corporate expenditure.

Minimises process cost

47% 0% 54% 59%

Measure policy complianceusing Card and TMCReporting and Audit oExpense Reports

Ensures consequencesor non compliance, andhigher compliance rates

26% 25% 26% 23%


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Number of TMCs

Consolidating TMC expenditure to a single mandatedsupplier will typically result in volume discounts and thehighest value or money. In the JAPA Region, 80% ocompanies have a single, mandated TMC.


s 89% o companies have a single, mandated TMC.

s The remaining 11% o Japanese companies have 2 ormore TMCs.

Travel Management Companies (TMC)

Introduction

TMC relationships have a high impact on the value ormoney that companies receive or their travel-relatedspend. A vital part o the travel-procurement process isnegotiating the best rates with suppliers in the industry.A undamental requirement or negotiating the bestdeals is a clear understanding o current expenditurepatterns.

The Study ocused on 2 key questions:

s The number o TMCs a company uses or travelbookings

s The data used in the travel supplier negotiationprocess.

TMC Breakdown

80%

89%

2%

0%

0%

11%

5%

3%

3%

3%

3%

1%

Japan

JAPA Region

0 20 40 60 80 100

5 or more TMCs

4 TMCs

3 TMCs

2 TMCs

1 Single Mandated TMC

0 Managed Internally / via Internet


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Number of TMC Providers Japan

Best Practices Travel Management Companies Japan

Negotiation with Travel Suppliers

When negotiating with travel suppliers, Best Practiceis the use o Card Reporting and TMC Reporting toestablish an accurate picture o expenditure in majorcategories. There can be gaps in spend recognisedusing each reporting method.

For example, where a Hotel booking is made outsidethe TMC, but paid or using the Card, the Hotel spendwould be recognised on the Card Reporting but not TMCReporting. By comparing both reports a ull pictureo current expenditure is revealed, which enablesmaximum volume discounts to be obtained.

In Japan, benchmark inormation highlights that:

s 43% o multinational companies used both Card andTMC Reporting, in line with the JAPA Region average.

s No local Japanese companies in the sample usedthese reports or travel supplier negotiations,indicating an opportunity or them to drive

incremental savings in their T&E ProcurementPrograms.



JAPA Region

0 Managed Internally /via Internet

0% 0% 0% 2%

1 Single Mandated TMC 89% 92% 88% 80%

2 TMCs 5% 0% 8% 11%

3 TMCs 0% 0% 0% 3%

4 TMCs 3% 0% 4% 3%

5 or more TMCs 3% 8% 0% 1%




JAPARegion

Single mandated TMC Volume discounts and highestvalue or money

89% 92% 88% 80%

Use Card and TMCReporting to managetravel suppliernegotiations

Accurate picture o expenditurein major categories will enablemore eective suppliernegotiations and volumediscounts

28% 0% 43% 41%


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Use of Expense Management Systems Japan

Expense Management Systems (EMS)

Introduction

The reconciliation o T&E expenses by travellers iswidely considered to be a time-consuming and thereoreexpensive process, which can be significantly improvedby using an automated EMS.

Our Study reviewed the types o EMS (packagedEMS purchased rom a vendor, in-house developed

EMS or manual process) used by companies and alsoestablished whether this was urther automated orCardmembers by using a data file rom Card Providersystems to pre-code expense data.

Findings

Use of ExpenseManagement Systems

Using a packaged EMS is good practice as it helps tominimise the time taken by travellers and back-ofcesta in the reconciliation process, as well as allowingout o the box implementation o best-in-classexpense processes.

Data files rom a Card Provider allow the pre-codingo expenses when combined with an EMS. Thecombination o a packaged EMS with data files isregarded as Best Practice.

In the JAPA Region 88% o companies regionally usean automated process, either a packaged EMS romone o the leading vendors, or an in-house EMS built orinternal requirements.


s Local Japanese companies in the Study had notinvested in packaged EMS. 75% o local companiespreerred to use in-house EMS to meet theirrequirements. The remaining companies (25%)preerred to use a manual process.

s Multinational companies in Japan were more likelyto use a packaged EMS (68%) than an in-houseEMS (24%). This may be due to global systems andprocesses in place in these companies.

62%

41%

44%

15%

26%

12%

Japan

JAPA Region

0 10 20 30 40 50 60 70 80

Manual Process

In-house EMS

Packaged EMS


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Use of Data Files in the Expense Process

The Study reveals that in the JAPA Region:

s 51% o all companies use data files.

s 90% o companies with a packaged EMS used datafiles rom their Card Provider to pre-code inormationor Cardmembers.

s O those without a packaged EMS, this use odata files was lower (47% or in-house EMSand only 13% or manual processes).


s 71% o companies with a packaged EMS used datafiles in the expense process.

s O companies with an in-house EMS or manualprocess, 36% were actively considering or opento the option o moving to a packaged EMS. This ispossibly because packaged EMS systems enablelower maintenance costs, allowing best-in-classprocesses to be implemented without large time

investment rom internal IT resources required tomaintain in-house systems.

Best Practices Expense Management Systems Japan

Use of Expense Management Systems Japan



JAPA Region

Packaged EMS 41% 0% 68% 62%

In-house EMS 44% 75% 24% 26%

Manual Process 15% 25% 8% 12%




JAPARegion

Packaged EMS with

Data Files

Process efciency, reduction

in paperwork, asterreconciliation and payments

29% 12% 46% 56%


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Shared Services & Outsourcing

Introduction

The Study reviews the usage o two approaches to themanagement o T&E processes.

s Shared Services Centres a consolidation approach,where activities associated with a process arebrought together in a single location. For example,a company may process all business units expense

claims in a single location

s Outsourcing an extension o the Shared Servicesconcept, where unctions previously completedby the business or Shared Services Centre arecompleted by a third party.

Back-ofce financial unctions or example, CorporateCard administration are a natural fit or SharedServices Centres as they touch the whole businessand require ongoing administrative work. Theseunctions can benefit rom the economies o scale,automation and control that can be enabled by a SharedServices or Outsourcing model. Implementation o apackaged EMS system is oten the first step taken by

companies moving T&E unctions to a Shared Servicesor Outsourcing model, as the packaged EMS providesprocess standardisation across the business.

The Study reviewed:

s The usage o Shared Services and Outsourcingacross the sample.

s Use o Shared Services and Outsourcing to manageCard-related unctions.

s Dierences in EMS usage across businesses with andwithout Shared Services Centres.

Findings

Internal or outsourced Finance Shared Services Centresare in place or more than hal (52%) o companies inthe JAPA Region.

In Japan:

s 42% o companies use Shared Services Centres.

s There are opportunities or companies with SharedServices Centres to move Card-related unctions,or move more Card-related unctions, into theShared Services Centre, which is Best Practice. Ocompanies in Japan with Shared Services only,44% use the Centre or 1 or more Card-relatedunctions such as Payments, Expense Reporting,Receipts and Auditing.

s Companies with Outsourced Shared Services aremuch more likely to have a packaged EMS in place(80%) than those with no Shared Services at all(33%). This is due to the process standardisationthat needs to occur or outsourced centres to

be eective.

Best Practices for Companies with Shared Services/Outsourced Centres Japan



MultinationalCompaniesin Japan

JAPARegion

Move Card related unctionsto Shared Services/Outsourcing centres

Reduce administrativework in business units

44% 33% 46% 50%

Packaged EMS is

implemented when movingto Shared Services orOutsourcing

Ensure consistency and

automation o processacross the business

53% 0% 62% 70%


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Payments

Introduction

When implementing or changing a corporate paymentsolution, many companies are interested in benchmarksregarding the type o payment process used.

The Study has reviewed company practices as theyrelated to the ollowing aspects o the payment process:

s The party (Cardmember or Company) responsibleor paying the Card Provider.

s The payment transer method used to make paymentto the Card Provider.

s The method used to send a remittance advice (irequired) to the Card Provider.

These practices have been correlated with the averageClient-Held Days (CHD), which measures the averagetime taken by companies to pay their Card Provider.Higher CHD adversely aects rebates and incentivesand may also indicate a higher incidence o latepayment ees or liquidated damages.

Findings

Party Responsible for Payment toCard Provider

An important policy decision regarding Card paymentsis deciding who will be responsible or paying theCard Provider.

The possible options are:

s The company pays the Card Provider in ull, andmanages Expenses internally aterwards.

s The company pays the Card Provider or ApprovedBusiness Expenses ater the Expense Reportprocess.

s The company pays the employee or ApprovedBusiness Expenses ater the Expense Report

process, and the employee pays the Card Provider.The Study ound that in the JAPA Region:

s 73% o companies paid the Card Provider.

s 27% o companies paid Cardmembers

s The astest payment method is to pay charges in ull,which takes on average 3.7 days less than payingCardmembers on approved expenses.

The results or Japan reveal the ollowing picture:

s 34% o companies paid the Card Provider.

s 66% paid Cardmembers or expenses, significantly

higher then the JAPA Region average.s Local companies were most likely to have a process

where the Cardmember was paid or approvedexpenses (88%), and the Cardmember paid theCard Provider.

Party Responsible for Payment Japan

Company pays in full priorto Expenses Process

Pay Card Provider forapproved businessexpenses

Pay Cardmember approvedexpenses, Cardmemberpays Card Provider

Japan Total 7% 27% 66%

Local JapaneseCompanies

6% 6% 88%


8% 40% 52%

JAPA Region 14% 59% 27%


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Remittance Method

Where payment needs to be made or multipleCardmembers, and is not made in ull, the electronicremittance method enables the automatic allocation opayments to Cards. Other methods such as email (withull Card numbers obscured) and ax are processedmanually by the Card Provider.

The Study ound that in the JAPA Region:

s 53% o companies pay using the electronicremittance method, with Australian and Japanesecompanies most likely to use this method.

s

Electronic remittance is the astest payment method.s On average, companies using electronic remittance

have Client-Held Days that are 3.5 days better thanthose using ax.

The Study results or Japan show:

s 78% use electronic remittance and 22% use aaxed remittance.

Payment Transfer Method Japan

Payment Transfer Method

For companies that pay the Card Provider directly, thereare three payment options:

s Electronic Funds (Wire) Transer (EFT)

s Direct Debit

s Cheque

Findings or the JAPA Region reveal that:

s 92% o companies use Electronic Transer methodssuch as EFT or Direct Debit, with the remaining 8%using cheques.

s Companies using Direct Debit pay on average 7.5days aster than those paying by cheque.

The Study results or Japan highlight the ollowing:

s The usage o Direct Debit is much higher than theregional average (69% vs 23% regionally).

s Companies that use Direct Debit have lowerCHD on average compared to those that use EFT/Wire Transer.

s Local Japanese companies are more likely to useDirect Debit (88%) than multinational companies inJapan (56%).

EFT/Wire Transfer Direct Debit Cheque

Japan Total 31% 69% 0%

Local JapaneseCompanies

12% 88% 0%


44% 56% 0%

JAPA Region 69% 23% 8%


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Best Practices Payments Japan




JAPARegion

Company makes thepayment to Card Provider

Company controls paymentprocess and can manageoutstanding balances on Cards

34% 12% 48% 73%




JAPARegion

Send payment andremittance adviceelectronically

Payments are transmittedand allocated most efciently.Lower Client-Held Days optimiserebates and incentives

78% 88% 71% 49%


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page 19


About American Express Global CorporatePayments Consulting

Global Corporate Payments Consulting delivers valueto Global Corporate Payments clients by identiyingand leveraging cost-saving opportunities via Card,Purchasing and Expense Management programs.With more than 25 years consulting experience,Global Corporate Payments Consulting delivers

customised cost-management solutions that createpositive economic value or our clients organisations.Our customised solutions are designed by a team oindustry experts with in-depth experience in travel andentertainment management, corporate purchasing,research and senior-level management consulting.

ConclusionWe trust that the 2012 Expense ManagementBenchmarking Study has proved useul to you in termso providing visibility and insights into Best Practicesin Japan and the JAPA Region. We also hope that theseBest Practices will assist you and your Company inmaking urther improvements and enhancements toyour own policy and practices.

I you would like to find out more about how to applythese Best Practices in your own Company, or i youare interested in any other aspect o the BenchmarkingStudy, please contact your American Expressrepresentative.

For the ull Study on the 276 companies included in theJAPA Region, please visitwww.americanexpress.com/ems2012

Scan the QR code with your smartphone to be taken directly to the web page.


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Copyright 2012 American Express Company. All rights reserved.

JAPAN: americanexpress.com/japan | American Express International, Inc.Incorporated with Limited Liability in Delaware, U.S.A. Registered Trademark o American Express.

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AME248_Expense Management Benchmarking Study - Japan_v4

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