Pirelli & arrangeMY

Pirelli UK Tyres Limited (PUKTL), a global leader in high-performance and premium tyre production, sought a UK-based Travel Management Company (TMC) to address inefficiencies in their existing travel arrangements. Their UK operations, consisting of a headquarters in Burton-on-Trent and a primary manufacturing site in Carlisle, required a streamlined and cost-effective travel solution to support their 1,300-strong workforce, including 180 frequent travellers.

Challenges

Prior to engaging arrangeMY, PUKTL relied on a globally appointed TMC, which presented several challenges:

• No online booking tool, resulting in inconsistent booking processes and limited spend control.
• Difficulty in tracking and reporting travel expenditure due to disparate systems.
• A cumbersome expense reclaim process requiring employees to submit manual expense reports.
• Inadequate approval processes for out-of-policy bookings, leading to overspending.
• Limited ability to negotiate and secure preferential rates for accommodation, rail, and air travel.

Our Solution

arrangeMY introduced a comprehensive travel management solution tailored to PUKTL’s needs:

1. Bespoke Online Booking Tool:

• Implemented a user-friendly booking platform, providing employees with a seamless way to book flights, hotels, and rail travel within policy guidelines.
• Enabled a structured approval process for bookings exceeding budget limits.

2. Cost Control & Policy Compliance:

• Developed and integrated a company-wide travel policy to ensure compliance and cost efficiency.
• Implemented an over-budget approval process to monitor and control spending.

3. Enhanced Booking Efficiency:

• Transitioned from fragmented booking methods to a centralised approach, ensuring all travel arrangements were processed through arrangeMY for better tracking.
• Reduced the manual workload for travellers by eliminating the need for expense claims through a billback system.

4. Preferred Supplier Agreements & Savings:

• Negotiated preferential rates for key accommodation locations:
  • Burton: Reduced from £97.00 to £79.00 (B&B)
  • Carlisle: Reduced from £81.00 to £78.00 (B&B)
  • Didcot: Reduced from £75.00 to £66.00 (B&B)
• Delivered an overall cost saving of £4,853 in the first year.

5. Policy & Adoption Success:

• Achieved 77% policy compliance within the first six months.
• Increased online booking tool adoption from 60.78% in the first month to an average of 83.51% over three years, with a peak monthly adoption of 89.45%.
• Improved annual online adoption rates:
  • Year 1 (2022): 73.60%
  • Year 2 (2023): 78.14%
  • Year 3 (2024): 83.51%

6. Event Management & Venue Sourcing:

• Sourced venues for PUKTL’s annual UK conventions, securing significant savings:
  • The Queens Leeds 2023: £70,000 booking with a negotiated saving of £4,575 (8.23%)
  • The Midland Manchester 2024: £103,000 booking with a negotiated saving of £6,680 (8.62%)
• Managed multiple corporate events, dealer meetings, and training sessions.

7. Financial & Invoice Integration:

• Established a tailored invoice system aligned with PUKTL’s financial processes, integrating travel, accommodation, and event management costs.
• Enabled direct feed into their financial software to simplify reporting and reconciliation.

Future Strategy

Based on the success of the UK travel programme, arrangeMY proposed a long-term agreement with a vision to expand support beyond the UK to global offices. The proposal includes:

• Preferential fee models with reduced transaction costs for flights, rail, and accommodation.
• Free integration into arrangeMY’s next-generation online booking tool.
• An annual rebate structure based on travel spend, incentivising further cost reductions.

Conclusion

By partnering with arrangeMY, PUKTL transformed its UK travel operations, achieving significant cost savings, increased policy compliance, and streamlined booking processes. With an expanding scope and growing adoption rates, arrangeMY continues to deliver exceptional value and efficiency, supporting PUKTL’s ongoing travel management needs.

Get in Touch

For more information or to discuss your requirements, contact our New Business Team at newbusiness@arrangemy.com.