Seamless travel management for the public sector
End-to-end travel processes with the Public Sector travel management system
Public institutions, from state to local authorities, have their own approval, monitoring and invoicing processes. PASS has developed the modular travel management system Public Sector (TMS Public Sector) on the basis of these specific requirements. It supports all those involved in a business trip (travelers, co-signatories, authorizers, travel offices, administrative offices, authorized representatives) and ensures seamless travel management for public authorities in all the individual steps without media disruptions (application, authorization, booking, and settlement).
Public Sector TMS as a central hub that ensures compliance
Our Public Sector travel management system is the central interface for all parties involved in a business trip. The integration of external systems makes it possible to fully automate the entire process, whereby the web solution consolidates the planning, authorization, booking, and billing of business trips in one process chain. Thanks to workflow-based processing, the business travel management software can be tailored to your requirements with just a few adjustments.
Each application and expense report is reviewed using an integrated Rules Engine that stores federal and state travel policies and administrative regulations. In this way you are able to ensure compliance. The guidelines and rules can be easily adapted, with the help of the integrated Rules Engine. In this way, the travel management system guarantees flexibility and individuality.
- Greater employee satisfaction due to process automation
- Improved controlling by the travel department
- Less time required for application for and billing of business trips
- Faster co-signing and approval processes
- Compliance with the legal requirements, thanks to the Rules Engine
- Higher efficiency of the travel department through process automation
Completeness
A complete itinerary is generated with routes and accommodations.
Consistency
Automatic creation of travel expense reports without media discontinuity.
Clarity
Ease-of-use thanks to intuitive graphical user interface oriented towards modern design.
Transparency
Transparent process thanks to an integrated report generator and the historization of all transaction data.
Time savings
Time savings for all participants through automated processes from planning to billing.
Cost savings
Necessity of the examination by the travel agency no longer necessary thanks to rule-compliant business trips.
Integrated rules engine
Ensuring adherence to compliance guidelines
When it comes to management of business trips in the public sector, the regulations are highly complex and include those of the federal government as well as state regulations. The special provisions of the respective authorities may also need to be taken into account. The Public Sector travel management system makes easy work of this, with our ‘Rules Engine’, based on Drools, an open source solution. This allows for definition of arbitrary “if-then” relationships. Specific examples include:
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If a business event is held within two kilometers of the place of employment or the employee’s home, then no daily allowance will be granted.
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If a private car is used as part of a business trip, then a distance compensation of up to a maximum of €100 can be paid out.
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If a business trip starts after 4 p.m. and ends before 8 a.m. on the following calendar day, without an overnight stay, then the entire duration of the trip must be ascribed to the calendar day with the overweighing absence.
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If the stay at the same external place of business lasts longer than seven days, then from the eighth day on, the same remuneration will be paid as would be the case for a temporary posting (separation allowance).
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If the business trip exceeds a certain duration, then the solution automatically integrates an overnight stay in the travel plan.
Public Sector TMS keeps a close eye on costs
For rail travel, the Public Sector TMS uses the bookings made as a reference period and automatically informs the applicant if ordering a BahnCard25 or BahnCard50 rail card would be economical. The business trip that has not yet been approved is also included in the economic analysis, so that the approval process for the business trip only starts after the BahnCard has been ordered and a new travel plan has been created taking the new BahnCard into account.
Integrated PASS XX1 interface
For booking travel funds
The XX1 interface developed by PASS is integrated in the travel management system Public Sector. It enables you to directly access travel resources and book them within the business travel system, without having to switch to a different website. PASS can integrate a variety of service providers in the Public Sector TMS, e.g. the hotel provider Corporate Rates Club (CRC), which specializes in managing hotel bookings and billing concerning hotel bookings for cost-conscious business travelers with conference business. In addition to online hotel bookings and payment services tailored to the needs of business travelers, CRC offers its customers optimization of processes and resulting cost savings.
When choosing the means of travel, the business travel booking tool takes into account the general requirements for economical and cost-effective budgeting.
The Public Sector TMS consistently meets the complex requirements for management of business trips in the public sector and is an end-to-end solution for the entire business travel process.
Anyone who opts for a mass product has to adapt their processes in line with the relevant service provider’s ideas. At PASS, we focus on adapting our solution to our customers’ processes.
Currently, connection to the ProFiskal financial system is possible via a defined interface. Connection to other financial systems can also be realized if required. In addition, csv export is available in the standard product for all data fields for completed trips. The csv data can then be imported to a financial system.
| License purchase | Software leasing | SaaS | |
|---|---|---|---|
| Special features/services | License including extensive maintenance services | License including extensive maintenance services | Product license (incl. hosting of the software in our data centers in Aschaffenburg and Bad Mergentheim, Germany) |
| Billing | One-time license fees and annual maintenance fees | Monthly license fees (incl. maintenance fees) | Monthly usage fee |
License purchase
- Special features/services:
License including extensive maintenance services
- Billing:
One-time license fees and annual maintenance fees
Software leasing
- Special features/services:
License including extensive maintenance services
- Billing:
Monthly license fees (incl. maintenance fees)
SaaS
- Special features/services:
Product license (incl. hosting of the software in our data centers in Aschaffenburg and Bad Mergentheim, Germany)
- Billing:
Monthly usage fee