T&E, MICE
Global Travel & Expense Transformation
Harmonized travel and expense processes globally through policy updates, digital tools, and strategic sourcing of TMC services.
Industry
Manufacturing, FMCG
Direct/Indirect
Indirect
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Sourcing Context & Procurement Challenge
Travel and expense (T&E) management was decentralized, with inconsistent policies, multiple tools, and high non-compliance. Employees faced cumbersome processes and unclear booking rules. The procurement challenge was to unify T&E globally – without increasing overhead – and deliver both savings and better user experience. Executive Assistants would each book at their travel agency of choice.
Procurement Objectives & Strategic Levers
Key goals included >30% cost savings, a unified T&E platform, and improved policy compliance. Strategic levers included a global Travel Management Company (TMC) tender, digitization of expense claims, and harmonized travel policies across regions. Success depended on finding a balance between control and traveler autonomy.
Sourcing Strategy & Execution Approach
Procurement launched a full TMC RFP and selected one primary partner with regional subproviders where appropriate. We introduced a digital booking and expense app with pre-approval workflows and real-time reporting. Stakeholder alignment was critical, especially with Finance and HR. Training and change management were embedded into the rollout plan.
Results & Values Delivered
T&E spend dropped by 33%. Policy compliance improved from 61% to 91%, driven by automated policy enforcement, creating transparency and mobile accessibility. Reporting dashboards gave leadership real-time insights into travel spend and behavior.
Role & Contribution
We led the global sourcing strategy, from vendor selection to contract design and stakeholder alignment and also oversaw the integration of digital tools and facilitated workshops across continents to drive adoption. Our role included defining KPIs and ensuring executive sponsorship throughout the transformation.
Conclusion & Reflections
T&E optimization is less about negotiation and more about behavior. Procurement must design for adoption. The most valuable lesson: user-centric design in procurement processes unlocks both compliance and cost savings – without sacrificing employee experience. Including and involving Executive Assistants was key for the success in this project.