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Travel

Dynamic Site Messaging: Dynamic Site Messaging communicates travel policy or service provider information during the booking process. Messages are configured to display only when certain criteria are met, and can appear to users based on (but not limited to) chosen dates, departure or arrival cities, airline, flight class, hotel, car rental agency, car choices, and other criteria. Dynamic Site Messaging must be set up by your site administrator or Deem Support.

Pre-trip approvalIf enabled on your site, pre-trip approval offers an automatic method of controlling travel spending by designating approvers who can approve or deny your travel request. The feature audits your itineraries that include flights, hotels, or car rentals, and sends an email to your designated approver (or a secondary approver) for notification. The feature can also be set up to enable approvers to approve or decline the trip before ticketing occurs by clicking a link in the notification email. You can provide a reason for your trip to include in the emails to approvers. Approvers can click a link in the email to approve or decline the trip on a computer or mobile device. For details, see the "Pre-Trip Approval" section of Frequently Asked Questions (FAQs) About Trip Planning and Changing.

Canadian Rail travel: Train travel is now available in Canada using the VIARail service. See Selecting and Reviewing a Train Trip for details.

Flights: You can now search for Interjet B2B fares and purchase flights, and we added more Southwest Direct Access International airports. (To learn how to search for flights, see Searching for a Flight.)

Hotels: You can now see more room types across a variety of hotel brands and properties. When you search for hotels, available hotels appear first; sold-out hotels are sorted to the bottom. The hotel room cancellation policy appears prominently on the Hotel Search Results page. For more information about searching for hotels, see Searching for a Hotel.

Car Rentals: You can now search for and book car rentals with Silvercar, which now appears in the list of car rental agencies. (To learn how to search for car rentals, see Searching for a Car Rental.)

Car Service: The calendar entry for your car service reservation now includes the car service provider's phone number for assistance. Your mobile phone’s calendar may support tapping a phone number to make the call. (To learn how to reserve car service, see Reserving or Adding Car Service.)

Mobile App

Travel on the Mobile App

You can book flights, hotels, and car rentals from your mobile device. You can also:

  • Change trips before or after booking them. Hotel and car rental dates and times are automatically aligned to your flight selection.
  • Add a hotel or car rental to a flight booked online or offline, based on the selected flight search.
  • Cancel all or portions of your trip.
  • Use your company’s policies, preferences, negotiated rates, and preferred suppliers.
  • Compare and select seats across flight results.
  • Compare hotels with Trip Advisor ratings.

See Booking Travel with the Mobile App for details.

Expense on the Mobile App

March 2016:

Receipt Image Upload Performance Improvements:  Before the receipt is uploaded from the mobile app to Deem Expense, the image is compressed so the upload occurs as quickly as possible, while still maintaining receipt legibility. 

Calculating Mileage:  When the user inputs the From and To locations, the app will ask whether the trip is one-way or roundtrip, then automatically calculates the miles traveled. 

Ability to Submit a Zero Amount Line Item:  This feature will allow a user to enter line transactions and submit reports with a $0.00 amount:

February 2016:

National Provider Identifier (NPI) search by Doctor and Address:  Users can search by doctor and street address using the NPI Address Book on the Deem mobile app. A doctor or physician is a qualified practitioner of medicine, and the street address is their clinic address or area of practice. 

Image Preview Thumbnails:  PDF receipts now show a thumbnail image when the user views a line item on the mobile app. The user will be able to preview a thumbnail image of the receipt within the Digital Wallet and within the line item on the Expense Report submission and approval flows.

You can create expense reports directly on your mobile device, including:

  • Capturing receipts with Automated Receipt Processing, which combines optical character recognition (OCR) with human verification to ensure accuracy.
  • Using Intelligent Matching for merging corporate card transactions and receipts for the same expenses.
  • Entering transactions, including mileage transactions and ones with expense types that require attendees.
  • Allocating cost and itemizing transactions in un-submitted expense reports.
  • Adding receipts, editing transactions, and submitting final expense reports for approval.

See Using Expense with the Mobile App for details.

Expense

March 2016: 

Ability to Submit a Zero Amount Line Item:  This feature allows users to enter line transactions across all expense types, and submit reports with a $0.00 amount. When a $0.00 amount is entered, the system will generate a warning message, but will still allow the user to create the transaction. The user will also be able to submit the entire expense report even if there is only one line transaction, and with a zero amount. See Adding and Editing Expense Report Line Items for details.

February 2016:

Sorting Transactions by "Charged To" on the Expense Report:  Users will be able to sort transactions either by company or employee sort transactions using the "Charged to" column on the expense report view page. This sort will behave like existing sortable columns on the report, which also includes date, type, description and amount.  

January 2016:

Drag and Drop Functionality:  Deem has restored the familiar drag and drop functionality available prior to intelligent matching. Drag and drop unmatched receipt transactions onto transactions that do not already contain a receipt. When dragging over, the outlined line item reflects the drop location.  See Adding Receipts to the Digital Wallet for details.

Expense Type Name Search:  Searching for Expense Types using the type-ahead feature is available. Simply enter the name or a portion of the name to see results matching the entry.

Itemized Line Improvement:  When itemizing a line item in a report, we now copy any matching custom fields to each itemized line. Only the custom fields that are identical in both the parent and child are automatically copied.  See Itemizing an Expense Report Line Item for details. 

2015 Enhancements

Adding Approvers "On the Fly": If your administrator enabled the "on the fly" approver option, you can approve a report and then forward the report to another approver who is not the designated approver for the report. The "on the fly" approver can review and approve the report the same way as the report's designated approver. See Approving or Denying an Expense Report for details.

Enabling Approvers "On the Fly": As an administrator, you can turn on the option to allow approvers to add approvers "on the fly". See Setting Up Approvals for details.

Direct deposit for expense report reimbursements: In order to enable faster reimbursements, sites can activate Automated Clearing House (ACH) direct deposits for the payer workflow. As batches are finalized, Expense can immediately trigger disbursements from the company bank account and make the appropriate reimbursements directly into the employee bank account. For payer instructions, see Processing a Batch of Expense Reports. As a submitter of expense reports on a site enabled for ACH, you can edit your profile to opt-in to direct deposit by providing your bank account information. See Personal and Business Information for instructions.

Associating expense types with cost segments: An Admin Access administrator can now specify the cost segments that should appear in an expense report based on the expense type, so that submitters can more easily and accurately select the appropriate cost segments. To create a new cost segment or edit an existing cost segment and associate expense types with it, see Setting Up Cost Allocation for instructions. To create a new expense type or edit an existing expense type and associate cost segments with this expense type, see Setting Up Expense Types for instructions.

Creating a new cost allocation: As an expense report submitter, you can create a new cost allocation in an expense report if an appropriate one doesn't exist. See Allocating Cost for an Expense Report Line Item for instructions on allocating cost and adding a cost allocation. The Admin Access administrator must first set the option for the cost segment to allow employees to enter allocation codes for that segment. See Setting Up Cost Allocation for details on setting this option.

Merging corporate transactions with receipts: Intelligent Matching automatically combines transactions and receipts that represent the same expenditure. Users no longer have to manually attach receipts to all corporate card transactions in expense reports, or spend time comparing them. See Viewing Transactions in the Digital Wallet for details on viewing transactions and receipts in the Digital Wallet.

Automated Receipt Processing: Automated Receipt Processing combines the elements of optical character recognition (OCR) with human verification to ensure the critical information from individual receipts is automatically input into expense reports with a high level of accuracy. For instructions on capturing receipts, see Adding Receipts to the Digital Wallet.

Selecting cost allocations faster and easier: You can now select cost allocations by starting to type the cost allocation. Suggestions appear for easy selection. See Creating an Expense Report for instructions on setting the cost allocations for a report, and see Allocating Cost for an Expense Report Line Item for instructions on setting cost allocations for specific transactions.

Using the currency set in your profile for expense reports: The currency you set in your profile, as described in Display Settings, is now used for expense reports automatically. You can change the currency for an expense report as well. If the currency is different than the currency used by the company, report totals appear in both currencies.

Setting the expense type automatically with corporate cards: To simplify creating expense reports, the Type dropdown menu for Visa, MasterCard, or American Express corporate card transactions is pre-populated with the expense type previously used for this kind of transaction. You can override this default expense type by choosing a different one from the dropdown menu. For instructions, see Adding and Editing Expense Report Line Items.

Splitting cost allocation for a line item: You can now split the allocation for a line item by the amount (in currency) or by percent to more than one cost segment. For example, if you hosted a company meal for multiple departments, you can split the cost of that meal to allocate costs to each department. See Allocating Cost for an Expense Report Line Item for details.

Adding a Delegate Approver: As an approver, you can set up one or more delegates who can approve expense reports on your behalf. For example, if you are a manager about to go on vacation, you could assign an administrative assistant as a delegate approver to approve reports until you get back. See Personal and Business Information in your profile for details. 

Printing receipts with expense reports: You can now print a PDF of an expense report that includes all receipts for the report. See Printing or Deleting Expense Reports for details.

Attendee tracking: You can now search for and select attendees from company and global address books in order to include them for meals and other expense types, and automatically calculate the amount per attendee. For details on creating or editing line items and using the Attendees field, see Adding and Editing Expense Report Line Items. Administrators can set up site-wide company and global address books, upload contacts into company address books, and turn on attendee tracking for expense types – see Setting Up Company Address Books.

Assigning approvers to cost allocations: As an Expense administrator, you can assign approvers to cost allocations, such as projects. Each submitted expense report that references the cost allocation must then be approved by the cost allocation approver as well as by the submitter's approver. See "Assigning Approvers for Cost Allocations" in Setting Up Cost Allocation for details.

Linking a profile field to a cost segment: As an Expense administrator, you can choose the profile field, such as Department or Cost Center, to link to a cost segment. Expense report submitters see this cost segment as a default when creating expense reports. See "Adding or Editing a Cost Segment" in Setting Up Cost Allocation for details.

Generating spending reports and adding a custom batch export: Site administrators with Partner Dashboard access can generate reports for monitoring and evaluating spending, and integrate a custom export file into the Expense Payer Batch file export flow. Log into the Partner Dashboard and click the Help link for access to the Reports tab, and for instructions on entering a support case to integrate a custom batch export.

Shopping

Shopping offers a consumer-like e-commerce shopping experience for purchasing office-related products that direct employees to supplies with the best pre-negotiated pricing from approved merchants. Organizations can now control spending with a  hierarchical approval workflow that engages higher-level approvers for more expensive purchases while enabling lower-level managers to approve less expensive purchases. 

If hierarchical approval is enabled for a site, those of you who are not designated as approvers (that is, as self-approvers) can no longer click the Checkout button to purchase an order. If you are not an approver, or not self-approved for a threshold amount, and the purchase order exceeds the threshold for approving, the Checkout button is replaced by the Create Requisition button, so that you can create a requisition. This requisition must be approved before you can click Checkout for the order.

In addition, the Orders page now appears with the My OrdersMy Requisitions, and Staff Requisitions tabs. You can click the My Requisitions tab to see a list of pending, approved, and denied requisitions. After creating a requisition, an email is sent to one or more approvers who must approve it before you can finish checking out. If the requisition's status is Pending, it has not yet been approved. If the status is Denied, the requisition has been denied.

As an approver, you are notified of a requisition by email, and can either click the link in the email or navigate in Shopping to the Staff Requisitions tab on the Orders page. The approver can click Approve to approve the requisition, or Deny to deny it. The approver can also accept part of the requisition, adjust quantities, or deny particular items without rejecting the entire requisition.

For details on how to create a requisition, see Adding to and Viewing Your Shopping Cart. For details on how to view orders and requisitions, approve or deny requisitions, or follow up on an approved requisition, see Accessing Orders and Requisitions.

Platform

Name changes: Rental Car is now Car Rental, and Purchase is now Shopping.

CalendarBetter Google calendar integration provides access to the newest Google calendar features. If your Google calendar and travel plans are out of synch, you can push upcoming travel plans to the calendar after booking a trip. For details, see Setting Up Your Calendar.

Help: The "Help" link now provides a complete user guide with instructional videos. See the Help home page. 


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