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Digitalization

Business Travel
With Just One Click

Digitalization is a central topic in the “Pact for the Future.” Travel Management is leading by example; business trips can now be booked online and subsequently invoiced without a signature. An app is expected to follow shortly.

Whether it’s train tickets, flight tickets or an entire holiday package – in our private lives, almost all of us have booked a trip online at one point or another. For many employees of the Volkswagen brand, it has also become a matter of course to book their business trips online. “Around 80 percent of all bookings are made via our Travel Management System (TMS), xera, and the number is growing,” says Maria Peter-Nick, who has headed the Travel Management team since 2013.

Together with her team and the IT division, Peter-Nick has advanced digitalization in her department, all as part of the “Pact for the Future”. For over a year, it has now been possible for employees to invoice business trips without their own or their manager’s signatures. This significantly reduces the administrative burden. “Employees get their expenses paid much quicker than before,” says Peter-Nick about the advantages of the new signature-free business trip invoicing process. The new process has been positively received by most employees, reports Peter-Nick.

Currently, the Travel Management team is working on a travel app. This will provide employees with all the information about their upcoming trip at a glance, such as flight times or hotel addresses. “Printing travel confirmation notices will finally become obsolete,” says Maria Peter-Nick. This not only saves time, but paper and printer toner as well. Another benefit of the app planned for later this year is that employees are informed via push notifications if there are any changes in their travel schedule.

With one glance at their phones, they can see if their flight or their train is delayed.” In a further development stage, it will even be possible to make changes to travel bookings directly via the app, explains Peter-Nick: “We want business trips to be as easy to plan and book as employees are used to on personal trips.”

“We want to make business trips as easy as possible to plan, book and invoice.”

Maria Peter-Nick
Head of Travel Management


Introducing the travel app, however, is just one of many things that Travel Management is currently working on. The xera TMS will shortly be introduced at Volkswagen Saxony too. “The more subsidiaries have access to a standardized system, the better the conditions we can negotiate with airlines and hotel companies,” says Peter-Nick. Further subsidiaries will follow soon, including Volkswagen South Africa and Volkswagen Russia.