travel managers cost

What Are Corporate Travel Managers? A Complete Guide to Their Roles and Skills

Corporate travel managers handle a company’s travel policies. They set travel budgets, organize travel arrangements, and support employees. Their responsibilities include managing booking procedures, overseeing expense management, and maintaining vendor relations. They seek innovative solutions to enhance corporate travel management processes and reduce costs.

Skills required for corporate travel managers include strong organizational abilities, effective communication skills, and a keen attention to detail. They must be adept at problem-solving and able to handle unexpected situations, such as flight cancellations or emergencies. Additionally, corporate travel managers should be knowledgeable about travel technology and booking platforms.

In today’s global business environment, the role of corporate travel managers is increasingly strategic. They not only facilitate travel but also contribute to employee satisfaction and operational efficiency. By optimizing travel processes, they help organizations save money while ensuring a smooth travel experience for employees.

As we delve deeper into the roles and skills of corporate travel managers, we will explore specific functions they perform, the challenges they face, and the tools that enhance their efficiency in managing corporate travel effectively.

Table of Contents

What Is the Role of a Corporate Travel Manager?

A Corporate Travel Manager is a professional responsible for overseeing and managing a company’s travel programs. Their key roles include planning, organizing, and optimizing travel arrangements to meet business needs while controlling travel expenses and ensuring compliance with corporate policies.

According to the Global Business Travel Association (GBTA), Corporate Travel Managers play a critical role in shaping a company’s travel strategy and improving the travel experience for employees. They align travel policies with organizational goals and work continuously to enhance efficiency.

Corporate Travel Managers manage various aspects, such as booking flights and accommodations, negotiating with vendors, and developing travel policies. They analyze travel data to identify trends and recommend improvements. Additionally, they provide support to travelers during trips, addressing any issues that may arise.

The Association of Corporate Travel Executives (ACTE) defines a Corporate Travel Manager as a strategic role that not only involves logistics but also focuses on employee satisfaction and safety during travel. This definition emphasizes the multifaceted nature of the position.

Factors contributing to the need for Corporate Travel Managers include growing global business operations, the complexity of travel logistics, and the need for cost-effective solutions. Businesses increasingly recognize the importance of travel management in achieving their goals.

A study by GBTA found that companies with effective travel management programs can save up to 30% on travel expenses. Additionally, the business travel sector is expected to grow by 5.4% annually, indicating a rising demand for skilled travel managers.

The impact of effective corporate travel management includes enhanced employee productivity, improved satisfaction, and reduced travel-related expenses. A well-structured travel program can lead to greater employee engagement and loyalty.

From an economic perspective, effective travel management supports business growth. It fosters connectivity, facilitates networking opportunities, and drives revenue through enhanced business operations.

For instance, United Airlines has shown that their corporate travel choices have resulted in streamlined operations, increased customer satisfaction, and reduced cancellation rates, showcasing the practical benefits.

To enhance corporate travel management, experts recommend implementing technology solutions like travel management software and mobile apps. These tools can streamline booking processes and provide real-time support.

Strategies include establishing clear travel policies, fostering relationships with trusted vendors, and regularly reviewing travel programs for efficiency. Incorporating feedback from travelers can also improve the overall travel experience.

In summary, Corporate Travel Managers play a vital role in businesses by ensuring efficient and cost-effective travel arrangements. Their expertise significantly impacts organizational success and employee satisfaction.

What Key Skills Are Crucial for Corporate Travel Managers?

Corporate travel managers are responsible for overseeing and coordinating travel arrangements for employees within a company. They ensure that travel is efficient, cost-effective, and aligned with company policies.

Key skills crucial for corporate travel managers include: 1. Strong negotiation skills 2. Financial acumen 3. Knowledge of travel management software 4. Effective communication skills 5. Organizational skills 6. Problem-solving abilities 7. Cultural awareness and sensitivity

With these skills in mind, it is essential to understand how each contributes to the effectiveness of a corporate travel manager.

Strong Negotiation Skills : Strong negotiation skills allow corporate travel managers to secure better rates with airlines, hotels, and other service providers. This capability helps to reduce costs significantly. According to a 2019 study by Travel Leaders Group, effective negotiation can decrease travel spending by up to 20%.

Financial Acumen : Financial acumen enables travel managers to create budgets and analyze travel expenses accurately. They must evaluate costs and set spending limits. A 2020 report from the Global Business Travel Association reveals that companies with robust travel budgets save an average of 15% on travel costs.

Knowledge of Travel Management Software : Knowledge of travel management software is essential for booking travel, analyzing data, and reporting expenses. Software like Concur or Travelport streamlines these processes. As noted in a 2021 study by Skift Research, 70% of companies that adopt advanced travel management tools report enhanced efficiency.

Effective Communication Skills : Effective communication skills help corporate travel managers interact with employees and vendors. Clear communication ensures that all travel arrangements meet employee needs and comply with corporate travel policies. A 2018 survey by CWT shows that companies with strong communication practices improve employee satisfaction by 25%.

Organizational Skills : Organizational skills are crucial for managing multiple travel arrangements and ensuring timely bookings. Travel managers often juggle different itineraries simultaneously. The Institute of Travel Management emphasizes that well-organized travel processes lead to increased employee productivity.

Problem-Solving Abilities : Problem-solving abilities allow travel managers to address issues such as flight cancellations or emergencies swiftly. A study by Business Travel News indicates that 85% of travelers encounter at least one travel problem per year, highlighting the need for effective solutions.

Cultural Awareness and Sensitivity : Cultural awareness and sensitivity enable travel managers to plan travel that respects diverse customs and traditions. This is increasingly important in a globalized business environment. A 2022 report by the World Travel & Tourism Council states that companies that consider cultural differences experience 30% higher employee engagement during international business trips.

How Do Corporate Travel Managers Help in Cost Management?

Corporate travel managers help organizations manage travel costs effectively by implementing strategies that optimize travel policies, negotiate vendor contracts, and track expenditures. These strategies include:

Implementation of Travel Policies: Corporate travel managers create and enforce travel policies that set clear guidelines on spending. They define limits for accommodation, transportation, and meals. A study by the Global Business Travel Association (GBTA) in 2021 found that companies with robust travel policies saved an average of 15% on travel costs.

Vendor Negotiations: Travel managers negotiate contracts with airlines, hotels, and car rental companies. They leverage volume bookings to secure discounts. According to a 2022 report by CWT, companies that employed dedicated travel managers achieved savings of up to 30% through effective negotiation.

Tracking and Analyzing Travel Expenditures: Corporate travel managers utilize travel management software to monitor spending. This software provides insights into travel patterns and identifies areas for cost reduction. A 2023 study by Expense Management Group reported that companies using travel management tools reduced overall travel expenses by 20%.

Supplier Relationship Management: They establish long-term partnerships with suppliers. Building strong relationships often leads to better terms, discounts, and improved service. This approach fosters reliability and consistency in travel arrangements.

Traveler Education and Support: Travel managers educate employees about travel policies and cost-effective options. They provide ongoing support and resources for travelers, helping them make informed decisions while on business trips.

Utilization of Technology: Corporate travel managers adopt technology for booking and reporting. Tools like mobile apps and online platforms streamline processes and enhance efficiency, leading to further cost savings. A study by Travel Leaders Group in 2023 indicated that companies that embraced technology for travel management saw a 25% reduction in administrative costs.

In summary, corporate travel managers play a crucial role in cost management by implementing effective policies, negotiating favorable contracts, analyzing expenditures, and supporting travelers, ultimately leading to significant savings for their organizations.

What Technology and Tools Do Corporate Travel Managers Rely On?

Corporate travel managers rely on various technologies and tools to streamline booking, enhance traveler experience, and manage costs.

• Online Booking Tools (OBTs)
• Travel Management Systems (TMS)
• Expense Management Software
• Communication Tools
• Data Analytics Platforms
• Mobile Applications
• Supplier Management Solutions
• Risk Management Tools

These tools serve different purposes but collectively enhance the efficiency of travel management. Their value may vary based on the specific needs and goals of a company. For instance, larger corporations might prioritize comprehensive travel management systems, while smaller businesses may opt for simpler online booking tools.

Online Booking Tools (OBTs) : Online booking tools enable corporate travelers to book flights, hotels, and transportation easily. These platforms standardize the booking process and often integrate company policies to ensure compliance. Examples include Concur and TravelPerk. According to a 2021 study by Skift Research, 67% of companies using OBTs reported improved traveler satisfaction.

Travel Management Systems (TMS) : Travel management systems assist businesses in managing travel logistics. These platforms provide comprehensive reporting and analytics features to track expenses and optimize travel budgets. Examples include SAP Concur and Expensify. The Global Business Travel Association stated that companies using TMS save an average of 15% on travel expenses.

Expense Management Software : Expense management software helps track and manage travel-related expenses more effectively. It allows employees to submit expenses, and managers to approve them, all while providing an audit trail. Tools like Certify and Abacus are popular in this domain, enabling companies to have real-time visibility into spending.

Communication Tools : Effective communication tools, such as Slack and Microsoft Teams, facilitate coordination among travelers, managers, and travel agents. These platforms enhance communication regarding itineraries or changes in plans. According to a report by Forrester Research, effective communication can reduce travel-related issues by 30%.

Data Analytics Platforms : Data analytics platforms provide insights into travel spending patterns and preferences. By utilizing these insights, companies can negotiate better rates with suppliers. For example, companies like TravelLeaders utilize analytics to guide clients on travel plans. The Harvard Business Review emphasizes that using data analytics in travel can lead to significant cost savings.

Mobile Applications : Mobile applications offer travelers immediate access to itineraries, bookings, and alerts regarding changes. Applications like TripIt and Kayak enhance the travel experience by providing organized information and real-time updates. According to a survey by MobileIron, over 80% of business travelers prefer using mobile apps during their trips.

Supplier Management Solutions : Supplier management solutions track relationships with hotels, airlines, and car rental services. Tools like Coupa help companies manage contracts and evaluate supplier performance. The importance of these solutions is underscored by a report from Deloitte, which highlights how improved supplier management leads to better negotiations and savings.

Risk Management Tools : Risk management tools assess and mitigate risks associated with corporate travel. These tools provide alerts regarding safety threats or disasters in travel destinations. Services like International SOS offer these capabilities, serving as a safety net for traveling employees. According to the International Air Transport Association, companies with effective risk management strategies report enhanced traveler safety.

Corporate travel managers leverage a diverse array of tools to optimize travel programs and improve the overall traveler experience.

How Do Corporate Travel Managers Enhance Employee Satisfaction?

Corporate travel managers enhance employee satisfaction by streamlining travel processes, improving safety, and providing personalized travel experiences. These factors contribute significantly to a positive work environment and help employees feel valued.

Streamlining travel processes: Corporate travel managers implement efficient booking systems. They utilize travel management software to simplify the booking process and minimize administrative tasks. According to a study by the Global Business Travel Association (GBTA) in 2021, efficient travel systems can reduce planning time by 30%. This allows employees to focus more on their work rather than travel logistics.

Improving safety: Travel managers prioritize the safety and well-being of employees during their trips. They monitor travel alerts and provide updated information about potential risks. A survey conducted by Travel Risk Management in 2022 found that companies with a dedicated travel safety program reported a 45% increase in employee confidence during business trips. This emphasis on safety generates a sense of security among employees.

Providing personalized travel experiences: Corporate travel managers strive to understand employee preferences. They consider factors like preferred airlines, accommodation types, and loyalty programs. A report by the Association of Corporate Travel Executives in 2020 indicated that 68% of employees expressed higher satisfaction levels when their travel experiences were tailored to their preferences. Customization makes employees feel valued and understood.

Offering support during travel: Travel managers serve as a point of contact for employees while they are on the road. They provide assistance with changes in travel plans or unexpected challenges. About 76% of employees in a study by Travel Leaders Group (2021) felt more supported when they had access to travel managers during their trips, which positively affected their overall satisfaction.

Fostering work-life balance: Corporate travel managers aim to create travel policies that support work-life balance. They encourage employees to mix business with leisure (bleisure travel) when feasible. Research by Deloitte (2022) showed that companies supporting this balance had a 20% higher employee satisfaction rate.

In summary, corporate travel managers play a vital role in enhancing employee satisfaction through streamlined processes, safety improvements, personalized experiences, travel support, and promoting work-life balance. These efforts contribute to a positive and engaged workforce.

What Challenges Do Corporate Travel Managers Typically Face?

Corporate travel managers face several challenges in their role. These obstacles can affect their ability to manage travel efficiently and cost-effectively.

• Budget Constraints
• Policy Compliance
• Data Management
• Travel Risk Management
• Technology Integration
• Supplier Relationships
• Environmental Sustainability

These challenges highlight the complexity of corporate travel management and the varying factors that contribute to a successful program.

Budget Constraints : Budget constraints refer to the limitations on spending allocated for corporate travel. Companies often impose strict budgets that travel managers must adhere to, which can limit options for accommodations, transportation, and other travel expenses. A study by the Global Business Travel Association in 2022 revealed that 53% of travel managers rank budget constraints as their top challenge.

Policy Compliance : Policy compliance involves ensuring that employees adhere to company travel guidelines and policies. Travel managers must frequently educate staff about these policies, which can vary greatly between companies. Inconsistent adherence to policy can lead to increased costs or potential risks.

Data Management : Data management encompasses the organization and analysis of travel data, including expenses, travel patterns, and vendor performance. Travel managers need effective tools to capture and analyze this data. Poor data management can lead to inefficiencies or inaccurate reporting, as highlighted in a 2021 report by Phocuswright.

Travel Risk Management : Travel risk management addresses the safety and security of travelers. This involves identifying potential risks related to travel destinations and implementing necessary precautions. According to a 2020 survey by International SOS, 79% of travel managers identified travel risk management as a vital concern in their roles.

Technology Integration : Technology integration pertains to the adoption and utilization of software and tools that streamline travel booking and management processes. Complexities arise from the need to align various technology platforms, which can hinder efficiency. A report from SAP Concur in 2019 stated that 67% of corporate travel managers struggle with integrating technology across different departments.

Supplier Relationships : Supplier relationships involve maintaining connections with airlines, hotels, and other vendors. Understanding the evolving market landscape and negotiating competitive rates can be challenging. Corporate travel managers must continuously evaluate supplier performance to maintain positive relationships.

Environmental Sustainability : Environmental sustainability is increasingly important in corporate travel planning. Managers need to consider eco-friendly options, such as sustainable accommodations and alternative modes of transport. A survey by Booking.com in 2023 indicated that 62% of business travelers are more inclined to book sustainable travel options, making this a pressing concern.

These challenges illustrate the multifaceted nature of a corporate travel manager’s role. Addressing each challenge effectively can enhance overall travel management and contribute to an organization’s success.

How Do Corporate Travel Managers Stay Informed About Travel Trends?

Corporate travel managers stay informed about travel trends by utilizing various resources, networking, and engaging with industry publications and organizations. This approach helps to maintain up-to-date knowledge of changes in the travel landscape.

Industry Publications: Managers regularly read industry-specific publications such as Travel Weekly and Business Travel News. These resources provide insights on trends, policy changes, and best practices in corporate travel management.

Networking: Travel managers attend industry conferences and networking events. By connecting with peers and industry leaders, they gain firsthand knowledge of emerging trends and innovative practices.

Data Analytics: Many corporate travel managers use data analytics tools to track travel patterns and preferences. Analyzing this data helps them identify trends that affect travel budgeting, planning, and traveler satisfaction.

Technology Updates: Keeping abreast of technological advancements is crucial. Managers explore new travel management tools and platforms. For example, a report from the Global Business Travel Association (GBTA) in 2022 noted a 30% increase in companies adopting artificial intelligence in travel management.

Feedback from Travelers: Travel managers solicit feedback from employees regarding their travel experiences. Understanding traveler perspectives helps to identify areas for improvement and adapt to changing expectations.

Social Media: Many corporate travel managers monitor social media platforms for real-time updates and trends. Following influencers and travel experts on platforms like Twitter and LinkedIn can provide valuable insights into consumer behavior and preferences.

By incorporating these strategies, corporate travel managers can effectively stay informed about travel trends and adapt their strategies to meet the evolving needs of their organizations.

What Certifications or Training Programs Can Enhance a Corporate Travel Manager’s Career?

To enhance a corporate travel manager’s career, various certifications and training programs are available. These programs improve skills, increase industry knowledge, and provide a competitive advantage.

• Certified Corporate Travel Executive (CCTE)
• Global Business Travel Association (GBTA) Certifications
• Travel and Tourism Management Certificate
• International Air Transport Association (IATA) Training
• Airline Travel Management Certificate
• Meetings and Events Management Certification
• Leadership and Management Training
• Negotiation Skills Training

These certifications and training programs provide significant advantages, but corporate travel managers may debate the best combination of certifications to pursue.

Certified Corporate Travel Executive (CCTE): The Certified Corporate Travel Executive (CCTE) credential represents advanced knowledge in corporate travel management. It covers essential topics such as travel policies, expense management, and risk mitigation. This certification is awarded by the Global Business Travel Association, which has a strong reputation in the industry. Obtaining a CCTE can enhance credibility among stakeholders and demonstrate expertise. Success stories from CCTE holders show that this certification often leads to promotions and increased responsibilities.

Global Business Travel Association (GBTA) Certifications: Various certifications offered by GBTA cater to different skill levels and areas of focus, including travel management and procurement. The GBTA’s courses cover industry trends, sustainability, and technology advancements. Professionals who complete GBTA certifications often benefit from enhanced job security and networking opportunities, as they join a community of industry professionals.

Travel and Tourism Management Certificate: The Travel and Tourism Management Certificate provides foundational knowledge in travel operations, marketing, and destination management. This certificate is suitable for travel managers new to the industry or seeking to broaden their skills. Analysis of job listings reveals an increasing demand for certified professionals in travel and tourism, indicating its growing relevance.

International Air Transport Association (IATA) Training: IATA offers training on various aspects of air travel, including ticketing, pricing, and regulations. This training is particularly valuable for corporate travel managers responsible for air travel arrangements. Organizations recognize IATA training as a mark of excellence, which can differentiate individuals in a competitive job market.

Airline Travel Management Certificate: The Airline Travel Management Certificate focuses specifically on airline operations and regulations. This certification equips managers with knowledge about fare structures, route planning, and customer service. Industry reports indicate that professionals with this certificate often command higher salaries and possess better job opportunities in airline partnerships.

Meetings and Events Management Certification: Meetings and Events Management Certification covers planning and executing corporate events effectively. Many organizations consider event management as a critical skill for travel managers. Those with this certification are often tasked with enhancing the overall travel experience for employees attending conferences and corporate gatherings.

Leadership and Management Training: Leadership and management training prepares corporate travel managers to lead teams effectively. This training encompasses skills such as decision-making, team dynamics, and conflict resolution. Studies by the Center for Creative Leadership have shown that good leadership practices can improve employee retention, making this training beneficial for career advancement.

Negotiation Skills Training: Negotiation skills training is vital for travel managers who negotiate contracts with airlines, hotels, and service providers. Professionals with strong negotiation skills typically achieve better rates and terms for their organizations. According to a report by the Harvard Business Review, strong negotiation skills correlate with higher job performance and increased executive-level positions.

In conclusion, pursuing relevant certifications and training programs is a strategically beneficial move for corporate travel managers seeking to excel in their careers.

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Blog / Business Travel / 7 Business Travel Management Companies to Streamline Travel

Business Travel

7 business travel management companies to streamline travel.

A seamless travel experience is no longer a challenge with this curated guide to the top business travel management companies. Whether optimizing expenses, ensuring policy compliance, or prioritizing traveler wellbeing, these robust solutions consolidate separate platforms into one powerful tool, making travel easier for every stakeholder.

Review the industry's frontrunners' key features and standout offerings, including AltoVita, Navan, Spotnana, TravelPerk, SAP Concur, Egencia, and American Express Global Business Travel to elevate your corporate travel experience with insights into the best travel management companies.

Top Business Travel Management Companies at a Glance

• American Express Global Business Travel

What Challenges Do Business Travel Management Companies Solve?

Business travel management companies are at the forefront of addressing critical challenges in corporate travel. Here's a quick overview:

• Accommodation, Flight, and Car Booking: Streamlining the often cumbersome process to find and book flights, corporate housing, and car rentals for business travelers.
• Travel Policy Compliance: Ensuring all travel activities align with company policies, promoting consistency and adherence to established guidelines.
• Personalized Travel Experiences: Catering tobusiness travelers' diverse preferences and needs through customized approaches.
• Global Compliance: Navigating diverse international regulations and compliance standards by providing tools and expertise.
• Travel Risk Management Solutions : Mitigating potential risks associated with travel, offering security measures prioritizing the safety and wellbeing of business travelers.
• Reporting and Analytics: Providing comprehensive reporting tools for valuable insights into travel expenses, patterns, and potential cost savings.
• Technology Integration: Seamlessly integrating travel management tools with existing company systems and technologies.
• Environmental Sustainability: Meeting sustainability goals in corporate travel by actively promoting and facilitating eco-friendly travel choices.
• Expense Management: Streamlining the tracking and management of expenses associated with business travel.

Key Features to Consider

The right business travel solutions can drastically improve corporate travel, enhancing employees' experiences, unlocking productivity, and achieving substantial savings. Here are key features to consider when evaluating different travel options:

Breadth of Inventory

A comprehensive range of travel options is essential. Look for platforms that offer a diverse inventory of accommodations, flights, and transportation options, ensuring travelers have choices that align with their preferences and needs.

Accommodation Options and Cost Savings

Opt for solutions with a vast inventory of vetted business travel accommodations . A platform with many options can cater to different budgets and preferences, ensuring cost-effective and comfortable stays.

Comprehensive Reporting and Analytics

Ensure the platform provides detailed insights into travel expenses, patterns, and potential cost-saving opportunities. Robust reporting tools empower travel managers with the data needed to make informed decisions, optimize expenses, and enhance overall travel program efficiency.

Duty of Care

Prioritize a travel management company that will emphasize safety and support traveler wellbeing with features such as real-time tracking, emergency support, and tools that enable proactive risk assessment.

Travel Policy Controls

The best travel solutions provide robust travel policy controls, or the ability to set and enforce travel policies ensures compliance, cost control, and consistency in travel-related decision-making.

Customer Support and Flexibility

Prioritize solutions with exceptional customer support and flexibility to cater to the unique needs of your business travelers.

Implementation Time

Consider the implementation time required for the solution. Opt for platforms that provide services that offer a swift and efficient onboarding process, minimizing downtime and allowing your organization to benefit from the new travel management capabilities quickly.

Technology Integration

Recently acquired travel solutions should seamlessly integrate with existing company systems and technologies to save time, minimize disruptions and enhance workflow.

User-friendliness

An intuitive and easy-to-navigate interface is crucial for widespread adoption within your organization.

With several top-notch business travel management solutions, keeping an eye on these features will lead to a more streamlined, efficient, and cost-effective corporate travel experience.

Top Corporate Travel Management Companies

1. altovita.

AltoVita is a B2B travel trailblazer specializing in managing corporate travel and housing solutions. With their cutting-edge technology platform, they've simplified the whole corporate travel and housing process, making it as stress-free as possible. They truly stand-alone among corporate housing companies for the sophistication of their technology.

AltoVita targets corporate travelers and travel managers and helps them connect with property management companies, property managers, and homeowners. AltoVita's award-winning technology creates a cloud-based bridge between the highly fragmented property distribution system and Global 2000 companies, SMEs, and business travelers. As a result, it's reduced the legacy 48- to 72-hour corporate housing bidding process to a few minutes.

Through the AltoVita platform, all stakeholders, from corporate travelers to individual business travelers to the global mobility manager, can filter and compare properties based on location, amenities, and budget–and then instantly book. 

Standout Features

• Real-Time Availability and Booking for Business Travelers: Business travelers can instantly book suitable corporate apartments from AloVita's accommodation inventory. Once the booking proceeds, a travel manager is notified for approval, and the system will confirm availability—the booking confirmation is then sent to the travelers securing the business accommodation.
• Dashboard and Reporting on Corporate Travel: AltoVita helps companies become more cost-effective and save on lodging. The AltoVita platform makes reporting on business needs accessible, allowing maximum visibility and data analysis of your corporate accommodation activity and spend.
• Diverse Business Travel Accommodation Options: The AltoVita platform offers diverse accommodation types for business travel. With over 7 million serviced apartments listed across 35.000 destinations worldwide, travelers can book accommodation for any business travel anywhere.
• Traveler's Business Trip Safe and Compliant: Travelers can review the range of safety and security measures in each destination and select business accommodation options confidently, ensuring safety, quality, and security.
• Dedicated Customer Service and Success Teams: AltoVita's human-centric services start with its people. Its global team, with local know-how, strives relentlessly to guarantee that AltoVita offers unparalleled business travel accommodation services to our customers and guests.

Navan is a force in the corporate travel sphere that's completely reimagining how easy booking and managing corporate travel and expense can be. It integrates three separate platforms — travel management, expense management, and payments — into one platform. From EAs and finance teams to travel managers and employees, Navan empowers people to focus on the things that matter most to them while providing companies with real-time visibility, savings, and control.

• New Distribution Capabilities: Navan leads the industry in NDC with 10 European airlines available on the platform. When American Airlines released its NDC, Navan was one of the only TMCs to offer it on day one.
• AI-Powered Insights & Hotel Concierge: Navan is the first travel company to integrate generative AI across its product set with the launch of AI-powered virtual assistant Ava, which paved the way for its hyper-personalized hotel concierge with Concierge by Ava . The feature learns users' travel patterns and analyzes dozens of other real-time factors to serve up the most relevant options and make booking more manageable than ever.
• Navan Expense Budgets revolutionizes how finance teams and budget owners manage their financial plans, offering a seamless, integrated, and flexible budgeting solution within Navan Expense.
• Navan's Rail Alternative feature lets travelers know when there's a viable rail alternative during a flight search. When there is, travelers can easily swap their view of flight schedules and see rail options instead.
• VAT on Item makes it easier to collect accurate tax information for business expenses and, therefore, to reclaim VAT. This is a game-changing feature for expensers and finance teams that must navigate the complicated world of VAT.

3. Spotnana

Spotnana is the newest entrant in the corporate travel management sector and is already recognized for its innovation and commitment to enhancing the business travel experience.

Spotnana caters to a diverse client base, offering solutions to businesses seeking travel management and a comprehensive travel program. Its main selling point is leveraging travel data to provide actionable insights for strategic decision-making. It gives users the tools to efficiently manage global travel policies, traveler safety, and carbon emissions while maximizing operational efficiency by moving beyond PNR comments and manual processes. 

• Actionable Insights: Spotnana provides in-depth travel data analysis, offering actionable insights to optimize travel spend and enhance the overall travel program.
• Travel Risk Management: Spotnana prioritizes traveler safety with real-time risk alerts and an integrated risk management system.
• Integrated Traveler Wellbeing Solutions: Spotnana then goes beyond conventional risk management by incorporating integrated traveler wellbeing solutions, including features that promote business travelers' physical and mental health during their journeys.

4. TravelPerk

TravelPerk is a European startup that seeks to revolutionize the corporate travel management industry by offering a comprehensive suite of travel management solutions to businesses of all sizes. TravelPerk's main selling point is its user-friendly platform that seamlessly combines online booking tools, expense management, and traveler support.

• All-In-One Platform: TravelPerk offers an integrated platform, allowing businesses to manage everything from booking flights to expense reports on a single interface.
• Mobile App: With a user-friendly mobile app, TravelPerk ensures that companies and travelers can manage trips on the go.
• Traveler Support: The platform prioritizes traveler wellbeing and safety with direct communication features and support for personalized travel arrangements.

5. SAP Concur

SAP Concur , a powerhouse in corporate travel management, is trusted by many businesses for its comprehensive software suite that's widely used across diverse industries. SAP Concur streamlines the entire corporate travel experience from managing expenses to facilitating travel arrangements.

• Policy Compliance: The platform ensures policy compliance, offering tools that empower businesses to enforce and adhere to their travel policies effectively.
• Integrated Expense Reports: SAP Concur streamlines the expense management process by providing integrated tools for creating, submitting, and managing expense reports.
• Connected Apps: With a suite of connected apps, SAP Concur offers a holistic travel management solution, saving time and providing easy access to essential tools.

A prominent player in the business travel management sector, Egencia's long-standing service and reputation makes it a common choice for businesses looking to streamline the travel management process. sWith robust policy compliance tools and proactive risk management features, Egencia prioritizes personalization and safety.

• Policy Compliance Tools: Egencia provides robust tools to enforce and ensure policy compliance in business travel, including features that help businesses set and monitor travel policies to ensure that employees adhere to established guidelines.
• Proactive Risk Management: Egencia stands out for its proactive approach to risk management. The platform integrates real-time risk alerts and supports travelers in case of unexpected events.
• Customizable Travel Experiences: Egencia offers a high degree of customization in travel experiences. Businesses can tailor travel arrangements to meet their employees' unique preferences and needs, providing a personalized and comfortable travel experience.

7. American Express Global Business Travel

American Express Global Business Travel , a stalwart in corporate travel management, is a go-to choice for businesses requiring top-tier travel management services.

Amex GBT is used by many clients, from small businesses to multinational corporations. Its main selling point lies in providing travel services and a complete suite of management solutions for a seamless and efficient travel program. Amex GBT is a comprehensive solution with pre-negotiated rates optimizing travel spending, robust traveler tracking ensuring safety, and a global network providing consistent support.

• Pre-Negotiated Rates: Amex GBT leverages its industry standing to secure pre-negotiated rates for its clients, optimizing travel spend and ensuring cost-effective travel.
• Traveler Tracking: With robust traveler tracking features, Amex GBT offers real-time visibility into the whereabouts of traveling employees, enhancing overall traveler safety.
• Global Network and Support: Amex GBT provides a comprehensive global network, making it a standout choice for businesses with international operations. The platform supports businesses navigating diverse international travel regulations and ensures consistent service across different regions.

Key Takeaways

In business travel management, where every decision counts, the right business travel services can redefine the entire experience for every stakeholder from travel managers to employees on the front line. In the search for the ideal solution among many online booking tool providers in the travel industry, the spotlight turns to AltoVita, a game-changer in managing business travel accommodation.

Here's why AltoVita stand outs:

Tailored Expertise: While others aim to be a jack-of-all-trades, AltoVita specializes in what matters most — accommodation — to ensure business travelers experience comfort, convenience, and a home away from home.

Customer-Centric Approach: AltoVita goes beyond being a service; it's a partner invested in the success of each trip and business travel program.

Comprehensive Solutions: From cost-effective options to luxurious stays, AltoVita offers a diverse inventory to suit every budget and preference.

Efficiency Unleashed: AltoVita isn't just about where your team stays; it's about unlocking efficiency throughout the entire accommodation process by streamlining bookings, offering user-friendly interfaces, and integrating seamlessly with existing travel management tools.

Elevate your corporate travel program with AltoVita — where expertise meets excellence, and every stay is a testament to our commitment to your success.

Experience the AltoVita advantage and redefine how you manage your business travelers' accommodations today.

The Power of Integrating Short and Long Stays for a Holistic Corporate Accommodation Programme

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Evolution Of Travel Managers: The Unsung Heroes Of Cost Reduction

Travel managers are no longer just bookers. They're strategic partners driving cost savings, enhancing traveler experiences, and ensuring compliance. Learn how to elevate your travel management game.

WegoPro Team

In the past, travel managers were primarily seen as logistical coordinators, tasked with the mundane but essential duties of booking flights, hotels, and car rentals. However, the landscape of corporate travel has undergone a dramatic transformation in recent years. Today, the role of a travel manager has evolved into a strategic position that demands a sophisticated skill set.

From optimizing travel budgets to ensuring employee safety and satisfaction, travel managers now play a pivotal role in driving organizational success. This evolution has been fueled by a confluence of factors, including advancements in technology, economic fluctuations, and the increasing complexity of global business operations.

As organizations grapple with rising travel costs, heightened security concerns, and the demands of a mobile workforce, the need for skilled travel managers has never been greater.

The Complex Role of a Travel Manager

A travel manager's responsibilities extend far beyond the traditional role of booking flights and hotels. They are tasked with crafting and implementing comprehensive travel policies that align with an organization's goals while ensuring compliance with relevant regulations. Effective expense management is another critical aspect of their role, requiring meticulous tracking, reconciliation, and policy enforcement.

Additionally, travel managers play a pivotal role in negotiating favorable rates with suppliers, optimizing travel itineraries to maximize efficiency and cost-effectiveness, and providing exceptional traveler support to enhance the overall employee experience.

Beyond these operational duties, modern travel managers are expected to be strategic business partners. They leverage data analytics to identify trends, uncover cost-saving opportunities, and measure the travel program’s return on investment (ROI). This data-driven approach enables them to make informed decisions and optimize travel spending.

Moreover, in today's complex and uncertain business environment, travel managers are increasingly responsible for risk management. This includes ensuring traveler safety through comprehensive duty-of-care programs, mitigating potential disruptions, and developing contingency plans.

From Transactional to Strategic: A Decade of Evolution

The travel industry has undergone a seismic shift in the past decade, reshaped by a confluence of technological advancements, economic fluctuations, and global events. These transformative changes have had a profound impact on the role of travel managers.

Traditionally, travel managers were primarily focused on the transactional aspects of travel, such as booking flights, hotels, and car rentals, and processing expense reports. These tasks were often time-consuming and administrative in nature.

However, the advent of online booking tools and robust expense management software has significantly automated these processes, freeing travel managers to dedicate their expertise to more strategic and value-added activities.

Today, the role of a travel manager has evolved from a purely operational function to a strategic business partnership. Data-driven decision-making has become paramount, with travel managers leveraging advanced analytics to optimize travel programs, identify cost-saving opportunities, and measure performance against key performance indicators (KPIs). Furthermore, the emphasis on traveler experience has grown exponentially, requiring travel managers to focus on enhancing traveler satisfaction, loyalty, and productivity.

This evolution has been driven by several factors, including the increasing complexity of global business travel, the growing importance of cost management, and the need to mitigate risks associated with employee travel. As a result, travel managers must possess a unique blend of skills, including strategic thinking, data analysis, negotiation, and relationship management.

How Travel Managers Benefit Organizations in Cost-Efficient Corporate Travel

Effective travel management is a cornerstone of cost control for organizations with a significant travel footprint. By implementing and enforcing robust travel policies, travel managers can guide employee behavior, optimize travel choices, and reduce unnecessary expenditures.

Negotiating favorable rates with airlines, hotels, and car rental companies is another critical component of cost management. Travel managers can secure significant savings on travel expenses by leveraging the organization's buying power and building strong relationships with suppliers.

Furthermore, optimizing travel itineraries through careful planning and routing can contribute to substantial cost reductions. This involves identifying the most efficient travel options, consolidating trips where possible, and avoiding peak travel times to minimize expenses.

Data analysis is a powerful tool that empowers travel managers to make data-driven decisions and uncover hidden cost-saving opportunities. Travel managers can pinpoint areas where cost reductions can be achieved without compromising traveler satisfaction by analyzing travel patterns, identifying peak travel times, and understanding spending habits. This might involve implementing travel restrictions during peak periods, encouraging the use of alternative transportation options, or negotiating volume-based discounts with suppliers.

To measure the impact of their cost-saving initiatives, travel managers rely on key performance indicators (KPIs) such as average ticket price, hotel rate, and overall travel spend. Travel managers can assess the effectiveness of their strategies and identify areas for improvement by tracking these metrics over time. Additionally, comparing travel expenses to industry benchmarks can provide valuable insights into the organization's performance relative to peers.

Travel Manager’s Toolkit and Support Network

To excel in their role, travel managers require a robust toolkit comprised of technology, knowledge, and strong relationships. Technology has become an indispensable asset, with travel management platforms, expense management systems, and data analytics tools serving as the backbone of efficient operations. These tools streamline processes, improve accuracy, and provide valuable insights into travel data.

For instance, travel management platforms enable centralized booking, policy enforcement, and real-time tracking of travelers, while expense management systems automate expense reporting and reconciliation. Data analytics tools offer powerful capabilities to analyze travel patterns, identify cost-saving opportunities, and measure performance against key metrics.

Building and maintaining a strong support network is equally crucial for travel managers. Cultivating relationships with suppliers, travel agents, and internal stakeholders is essential for achieving organizational goals. Travel managers can negotiate favorable rates, access expert travel advice, and ensure seamless travel experiences for employees by fostering collaborative partnerships.

Additionally, industry associations, conferences, and online resources provide invaluable opportunities for professional development, knowledge sharing, and networking with peers. Travel managers can enhance their skills and stay ahead of the curve by staying informed about industry trends, best practices, and emerging technologies.

WegoPro: Empowering Travel Managers for the Future

WegoPro offers a comprehensive and innovative solution tailored to the evolving needs of travel managers. The SaaS-based travel management platform empowers travel managers to optimize their programs and stay ahead of industry trends by providing a robust suite of features, including real-time data analytics, mobile accessibility, and seamless integration with existing systems.

Through advanced data analytics, travel managers can gain valuable insights into spending patterns, identify cost-saving opportunities, and measure the overall effectiveness of the travel program. The platform's mobile capabilities enable travelers to book, manage, and modify their itineraries on the go, enhancing flexibility and convenience.

Additionally, WegoPro's seamless integration with existing corporate systems streamlines workflows reduces data entry errors, and improves overall efficiency. WegoPro frees up travel managers to focus on strategic initiatives and deliver exceptional traveler experiences by automating routine tasks and providing a centralized platform for managing all aspects of corporate travel.

Moreover, WegoPro's emphasis on data and analytics enables travel managers to demonstrate the value of the travel program to the organization. Travel managers can effectively communicate the impact of their efforts on cost savings, employee satisfaction, and overall business performance by providing actionable insights and measurable results.

In conclusion, WegoPro equips travel managers with the tools and capabilities needed to navigate the complexities of modern corporate travel. Travel managers can enhance their strategic role within the organization, drive cost savings, and ensure a seamless travel experience for employees by embracing this platform.

FAQs on Corporate Travel Managers

Q.1 . How can I measure the ROI of my travel program? Ans . Tracking key performance indicators (KPIs) like average ticket price, hotel rate, and overall travel spend is crucial for measuring the ROI of your travel program. You can assess the effectiveness of your travel management strategies and identify areas for improvement by analyzing these metrics over time.

Q.2 . What are the biggest challenges facing travel managers today? Ans . Travel managers face a multitude of challenges, including tight budgets, ensuring traveler safety, maintaining policy compliance, and navigating the increasingly complex travel landscape. Balancing cost efficiency with traveler satisfaction is also a significant hurdle.

Q.3 . How can I improve traveler satisfaction? Ans . To enhance traveler satisfaction, focus on offering a wide range of travel options, providing exceptional customer service, and leveraging technology to streamline the booking process. Additionally, consider implementing policies that prioritize traveler well-being and productivity.

Q.4 . What role does data play in travel management? Ans . Data is the cornerstone of effective travel management. It empowers you to make informed decisions, identify cost-saving opportunities, and optimize travel programs. You can enhance traveler satisfaction by leveraging data analytics and demonstrating the value of your travel program to the organization.

Q.5 . How can I negotiate better rates with suppliers? Ans . To negotiate favorable rates, leverage your company's buying power, build strong relationships with suppliers, and analyze historical spending data. You can identify opportunities for volume discounts and other cost-saving measures by understanding your organization's travel patterns.

Q.6 . What is the importance of travel policies? Ans . Travel policies are essential for guiding employee behavior, controlling costs, and ensuring compliance with company regulations. A well-crafted travel policy can streamline the booking process, reduce expenses, and mitigate risks.

Q.7 . How can I prepare for future challenges in the travel industry? Ans . To future-proof your travel management career, stay informed about industry trends, embrace emerging technologies, and build strong relationships with suppliers and internal stakeholders. Continuous learning and adaptability will be key to success in the evolving travel landscape.

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What Is Corporate Travel Management?

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A Complete Guide to Corporate Travel Management

Organize Your Employees’ Travel Itineraries and Manage Business Travel Efficiently

Investopedia / Joules Garcia

Travel is a major expense item for many companies, and while teleconferencing via Zoom and other online platforms may have eliminated the need for some trips, it remains essential for a wide range of business purposes, such as industry conferences and trade shows, critical sales calls, and certain meetings.

Corporate travel management (CTM) is one way that companies large and small can attempt to control and cut down on their travel costs. If you’re considering implementing a corporate travel management program for your business, here is what you need to know about how it works.

Key Takeaways

• Corporate travel management is a way for companies to try to control their travel costs and cut back on them if necessary.
• Some companies handle this function themselves, while others outsource it to specialist companies.
• Corporate travel managers can be involved in setting itineraries, booking flights and hotel rooms, and managing other travel-related costs.
• Today, many companies are concerned with not only the financial costs of employee travel but also its environmental impact.

Corporate travel management refers to processes that businesses put into place to oversee their employees’ travel and entertainment (T&E) expenses and ensure that they comply with the company’s policies. That can include approving (or rejecting) travel plans, arranging itineraries, purchasing tickets, and auditing expense reports.

A large company might have a separate department dedicated to corporate travel management, while a smaller one may assign the tasks to their human resources and accounting departments. Still others may outsource these functions to third-party travel management companies.

While the COVID-19 pandemic resulted in significant cutbacks in business travel, an October 2023 survey by the Global Business Travel Association found that 84% of companies said their business travel had “largely” or “mostly” returned to pre-pandemic levels.

Companies can choose to exert varying degrees of control over their employees’ travel, from fairly general guidelines on spending limits to very specific, step-by-step procedures, including which travel suppliers to use. Here are some of the matters they may take into consideration.

Itineraries

A business travel itinerary is a summary of a proposed trip, including travel dates and times, flight numbers, hotel bookings, meeting appointments and contact information, and so forth. Corporate travel managers may develop itineraries in collaboration with employees, making sure that each aspect complies with company policies. A written itinerary is also a handy reference for employees to bring with them on their trips.

Transportation

Corporate travel managers will often make transportation arrangements on behalf of employees, much like a travel agent might for someone’s personal vacation. Because they may control a high volume of business, they can have more leverage in negotiating with suppliers, such as airlines or rental car companies. They may also have special arrangements with certain suppliers, and the company might require its employees to use those suppliers whenever possible.

Even if they don’t have such arrangements in place or much power to negotiate prices, they may have tools at their disposal for searching out deals and discounts that individual employees don’t have. For example, they may have access to an online global distribution system (GDS), such as Amadeus, Sabre, or Travelport, allowing them to compare multiple carriers at the same time.

Accommodations

As with transportation providers, corporate travel managers can help arrange hotel bookings, often securing discounts that would be unavailable to employees individually. Hotel prices and availability are also provided on GDS platforms, which can save employees a lot of time and effort calling around to book a room.

Meetings and Events

For companies planning meetings and other events, corporate travel managers can book venues and assist attendees with their travel arrangements. Some companies may have separate travel management and event planning departments or merge the two into a single department. They can also farm out these functions to third-party companies that specialize in arranging events and have deep experience and contacts in that area.

Costs and Reporting

Since keeping costs under control is a major reason for implementing a corporate travel management program, setting spending policies and enforcing them is one of the managers’ key responsibilities. Employees must generally submit expense reports at the conclusion of their travel, which travel managers can then review.

Keeping accurate records, and receipts where necessary, is also important for tax reporting purposes. Companies can generally deduct employees’ travel expenses if they have a clear business purpose and are “ordinary and necessary” and not “lavish or extravagant.”

In many cases, companies will provide corporate credit cards for employees to use during their travels. Corporate credit cards can make it easier for companies to collect the information they need for reporting purposes, and spare employees the cost and bother of putting travel expenses on their own credit cards and having to wait for reimbursement.

Policy Compliance

Most companies of any size will have a written travel policy that they expect their employees who travel for business to become familiar with. This document will cover matters such as any required approval process before starting on a trip, spending limits, preferred travel suppliers, expenses that are reimbursable (or not), rules on the use of a corporate credit card, and how to fill out and submit an expense report at the conclusion of a trip. Written travel policies serve the dual purpose of controlling company costs and saving employees unwelcome surprises over expenses that the company won’t reimburse them for.

Beyond specific travel-related policies, corporate travel can be affected by broader company policies. For example, a 2023 Deloitte study reported, “Climate concerns will likely put a cap on corporate travel gains for several years to come. Four in 10 European companies and a third of U.S. companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets.”

Travel Support and Assistance

In addition to helping employees with the logistical and financial aspects of travel, corporate travel managers can provide other forms of support, including help in a medical or other emergency. Many large corporate travel departments and third-party companies have support services available 24/7, just in case.

As mentioned, companies don’t have to take on all (or any) of these responsibilities themselves but can hire another company to handle it for them. While that represents an added cost, a company that specializes in corporate travel is likely to bring greater expertise to the role and may find cost savings that would otherwise go unnoticed.

Companies can also buy travel management software programs that allow employees to book their own travel arrangements and that may link to the company’s accounting software to simplify expense reporting. Such software can also flag and even reject any expenses that don’t comply with company rules.

If they don’t have access to professional GDS platforms, travel managers can also make use of regular consumer booking sites, such as Expedia and TripAdvisor.

Challenges of Corporate Travel Management 

While corporate travel management will often benefit a company from a financial perspective, it does present challenges.

For example, because it takes away some of the autonomy that employees may have become accustomed to in planning their own trips, it can cause them to feel mistrusted or micromanaged and make travel seem like more of a burden. In addition, for corporate travel management to be effective, it requires that the people who oversee it know what they’re doing, which may require not only training but also frequent refresher courses to keep up with the rapidly changing travel industry.

A good corporate travel management policy will lay out as specifically as possible the company’s rules for arranging flights and other transportation, booking hotel accommodations, and expensing other reimbursable travel-related costs, such as meals and entertaining. Any caps on costs should be regularly revisited and revised as necessary to keep up with inflation and changes in the marketplace.

The policy should describe a clear process for having travel approved in advance, if that’s required, and submitting expense reports after the trip for timely reimbursement.

An effective policy will also strive to avoid situations in which lower-level employees feel they are subject to stricter or more penny-pinching rules than higher-ups.

Finally, it’s important that employees be encouraged to read the policy and know the rules. They may also be given the opportunity to provide feedback on ways that the rules can be improved next time the policy is revised.

Corporate travel managers not only play a role in monitoring how a company’s money is being spent and looking for ways to cut its costs. They also often have a major say in setting the company’s annual travel budget, based on previous years’ needs and anticipated pricing changes throughout the travel industry.

Today that may involve weighing in on when a virtual meeting can substitute for an in-person one. A 2023 Morgan Stanley survey of 100 global corporate travel managers found that they planned to replace 17% of their corporate travel with virtual meetings in 2024 for reasons “ranging from cost savings to lower carbon footprints.”   

Why Is Corporate Travel Important?

While many companies learned during the COVID-19 pandemic that they could sometimes substitute virtual meetings for in-person ones, they have also found that travel can more than justify its cost in many instances . As Harvard Business School Associate Professor Prithwiraj Choudhury remarked in a recent interview on the university’s website, “Even in a hybrid world, even in a world of work-from-anywhere, we still need to occasionally meet colleagues in person for social purposes.” In addition, face-to-face meetings can help establish more profitable and productive relationships with a company’s key customers and suppliers.

Who Handles Corporate Travel?

Companies handle corporate travel in a variety of ways. Many have created internal departments dedicated to corporate travel management, while others outsource that role. However, many companies still leave most of the decisions to individual employees. One 2023 survey by Morning Consult Research Intelligence reported, “Over half (51%) of those who travel frequently for work book on their own using a platform of their choice.”

What Does Corporate Travel Include?

Corporate travel can include both domestic and international trips that have a business purpose. It generally doesn’t include employees’ everyday commuting. Commuting costs are not tax-deductible for employees, but companies can choose to subsidize them up to certain limits through what the Internal Revenue Service (IRS) calls qualified transportation benefits. Those benefits are not taxable to the employee, but the employer doesn’t get any tax deduction for providing them.

Corporate travel is expensive, but many companies find that its benefits outweigh the costs. Corporate travel management is one way that companies can try to keep those costs under control and get the most value from their travel budgets. While many companies have embraced corporate travel management programs, others still leave most decisions to their individual employees.

Global Business Travel Association. “ Global Business Travel Industry Sees Rebound in 2023 with Shifting Challenges and Opportunities for 2024 .”

American Express. “ What Is Corporate Travel Management and Why Do You Need It? ”

Internal Revenue Service. “ Topic No. 511, Business Travel Expenses .”

Deloitte. “ Navigating Toward a New Normal: 2023 Deloitte Corporate Travel Study .”

Oracle NetSuite. “ What Is Corporate Travel Management? ”

Morgan Stanley. “ 2023 Outlook: Business Travel Bounces Back .”

Harvard Business School. “ Why Business Travel Still Matters in a Zoom World .”

Morning Consult Research Intelligence. “ Business, but Not as Usual ,” Page 18.

Internal Revenue Service. “ Publication 15-B: Employer’s Tax Guide to Fringe Benefits ,” Page 22.

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Agency Fees: Are You Getting What You Pay For?

November 8, 2018 | Blog , For Travel Managers

When customers are choosing a new travel management company , there is one aspect that is always a point of contention: fees. Contract negotiations can be delayed over a dollar here or two dollars there. Despite most travel management companies moving to a more consolidated pricing model, with fewer line items, companies are still getting hung up on the cost of transaction fees. But transactions and issuing tickets are just the beginning. A travel management company can offer so much more in the way of value to your organization, especially if you’ve chosen a travel management company that has demonstrated they understand your goals and objectives. Here are three aspects of travel management that validate services fees:

1) A Travel Management Company provides Control Travel, as a spend category, has changed over the last decade. It has gone from its own department, with dedicated and experienced travel managers at the helm, to being under procurement, sourcing, or even HR. Ownership of the travel process has been overwhelming for these internal departments, and many don’t know where to start when it’s time to change or improve. This is where a corporate travel management company is invaluable. The right TMC will dissect the current program and make the necessary recommendations that influence and change traveler behavior. Even better, the best TMCs provide innovative technology and tools that can further optimize and automate policy compliance. This is the foundation of any well-run travel program.

2) A Travel Management Company provides Safety When disaster strikes, do you know where your travelers are? Can you communicate with them quickly and easily? Can you put a price tag on the lives of your employees? In an emergency, minutes count and it’s vital to have the right information and tools at your disposal to ensure the safety of all your travelers and employees. A travel management company will work within your company culture to increase compliance first. When travelers book within the policy, your travel management company can quickly identify which people are affected and provide location information. A travel management company can also provide technology to make communication quicker and more effective.

3) A Travel Management Company provides Savings When evaluating the cost of a travel management company, it’s important to remember that over 98.5% of your travel spend lies “below the surface,” in ticket costs, meals, parking, ancillary items, and much more. Fees make up only a small fraction of the total and the hard-dollar savings that a travel management company can offer will far exceed this amount. Savings are realized through a variety of channels that will vary depending on both your TMC’s expertise as well as proprietary technology. As an example, Adelman has automated the process for obtaining the lowest airfare and hotel rates, even after ticketing. This ensures guaranteed savings month after month.

To learn more about how Adelman offers value beyond the typical travel management services, contact us !

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Frequently asked questions

A travel management solution ensures compliance by embedding company policies directly into the booking process. This means that employees can only book travel options that adhere to the company's rules regarding preferred suppliers, cost limits, and approval workflows. Additionally, the solution provides real-time compliance monitoring and reporting, helping travel managers quickly identify and address any deviations from the travel programme. ClarityGo is a stand-out example of how travel technology can seamlessly work with your travel programme and increase compliance.

Business travel platforms like ClarityGo support sustainability goals by offering features that track carbon emissions, promote eco-friendly travel options, and provide data and detailed reporting tools to help companies make more sustainable travel choices. These platforms can highlight greener travel alternatives, such as rail over air, and provide reporting tools to measure and report on the environmental impact of corporate travel, helping companies reduce their carbon footprint.

Travel management solutions help achieve cost control by providing tools that automate policy enforcement, offer negotiated rates with preferred suppliers, and provide detailed reporting on travel spend. These platforms enable travel managers to monitor expenses in real-time, identify cost-saving opportunities, and ensure that all bookings align with the company’s budget and travel policies, leading to more effective financial management.

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Major Challenges Faced by Travel Managers and How To Overcome Them

The demands of corporate travelers are becoming more challenging day by day and for some travel managers, the travel costs are rising. There is also stiff competition from local travel agencies that provide a variety of attractive services online for consumers. So, the role of a travel manager is constantly changing and has become very complex.

Here, we present some major challenges faced by the travel managers today and how they can overcome it.

Cost Cutting on Business Travel Expenses

As a means of cost cutting for the business , organizations are shrinking budgets, yet travel needs of businesses are unchanging. Also, the cost of travel is increasing exponentially year over year. Travel managers find it very challenging to secure savings on total trip costs and meet budget expectations.

They can maximize their savings by looking at costs holistically and gaining greater transparency on costs. But this task can be difficult if travel managers fail to use travel management tools or automated payment solutions.

Competition from Online Travel Agencies

Many corporate travelers are feeling empowered and opting to be their own travel managers due to the influx of online travel agencies. With the availability of today’s wide range of services, travelers can dodge company plans and travel packages, and carry tourism services in their own pocket provided by the agencies.

This can be a major problem, if travel managers are not acquainted with the current trends. They need to thoroughly study the services provided by their competitor agencies and come up with comparable travel packages for their employees to increase the total trip savings for the business.

Employee Safety and Well-Being In case of emergency, travelers expect to have the ability to communicate with their organization as soon as possible. But many travel managers are still unaware of the time it takes to approve each and every employee’s safety in any event.

With the help of a dynamic travel support system, you can reach out to travelers within short notice and start a two-way conversation through email, SMS, or voice call. Sending pre-trip reports and incident analysis can also keep travelers up to date about any unsafe situations.

Battle to Ensure Travel Program Compliance

The travel program compliance has always remained one of the major struggles that travel managers have to encounter. An out of policy booking effects reporting and increases the traveler’s risk.

It is crucial for an employer to know the whereabouts of the traveler at all times for safety purposes and about the bookings are made with hotels and airlines, as it is not possible for the travel management companies to provide the whereabouts of the traveler.

Clearly mention and explain the importance of travel policy to the travelers and why they should be abided by. Many times policies are not followed due to lack of knowledge and understanding of the policy.

The Bottom Line

I t has become mandatory for travel managers to stay abreast of technology developments and trends and need to bridge the gap of knowledge with corporate travelers. Having the right travel and expense management tools to tackle the challenges posed can facilitate to deliver more important value to the company.

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3 thoughts on “ major challenges faced by travel managers and how to overcome them ”.

i found this really informative for me, because i am also a traveler!

Your article is very informative, Thanks for sharing your experience.

This is indeed a helpful guide for those who are looking know about challenges faced by travel managers and travel automation software tool importance. This guide is very helpful for everyone.I will definitely share this blog with others. Thank you for sharing.

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Uber for Business benefits for corporate travel managers

Rising costs. Budget constraints. Diverse traveler needs. Environmental concerns. Today’s corporate travel managers have more to contend with than ever before, so they need tools that serve as an extension of their team.

With Uber for Business, travel professionals can customize rideshare or meal delivery programs, reduce administrative time, and increase visibility. And with availability in over 70 countries, it’s easy to use wherever employees need to be. Learn more about the Uber for Business benefits for travel managers below.

Transparency and visibility

With its central dashboard, Uber for Business provides unparalleled control and customization. Program administrators can set rules for ride type and spending threshold, manage flexible billing, monitor employee activity, and easily add or remove members.

Cost controls and compliance enforcement

The platform doesn’t just make travel workflows easier. Spending parameters and visibility into all employee activity help teams stay within budget, improve forecasting, and help enforce travel and expense policies. Plus, there’s no service fee to get started with Uber for Business, and companies pay only for completed trips and food orders.

Platform integrations

Uber for Business integrates with a variety of top expense providers to help streamline tasks and increase efficiency. Travel managers can easily onboard new team members, provide custom expense codes, and reconcile receipts. Our travel integrations also help simplify planning and logistics, from booking to duty of care.

Sustainability metrics

We’re a partner with companies big and small on the road to net-zero carbon emissions. With Uber for Business, platform users gain access to a sustainability metrics dashboard. This gives them powerful data to help them report on the environmental impact of their teams’ ground transportation.

Upgraded employee experience

Uber for Business helps travel managers turn every business trip into a first-class experience. On a managed business profile, employees get access to Uber Business Comfort, an exclusive ride option with extra legroom; priority pickup; and enhanced support. Travelers also have the opportunity to earn personal perks for leisure travel.

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Top 11 Travel Manager Certifications

Updated July 17, 2023 19 min read

Certifications are important for a travel manager in the job market because they demonstrate a certain level of knowledge and expertise in the field. They also provide employers with evidence that the travel manager has received specialized training and is capable of handling complex tasks related to travel management. Certifications can help a travel manager stand out from other applicants, as employers value individuals who have taken the time and effort to obtain professional credentials. Additionally, certifications can open up new opportunities for career advancement by providing access to exclusive industry events or networking opportunities.

The purpose of this article is to review the top certifications for Travel Managers and explain how they can help advance a travel manager's career.

What are Travel Manager Certifications?

Travel Manager Certification is a professional certification program designed to recognize and reward travel professionals who demonstrate an advanced level of expertise in the areas of travel management. The certification process provides individuals with the knowledge, skills, and resources needed to effectively manage the complexities and challenges of today’s corporate travel programs. By obtaining this certification, individuals are able to differentiate themselves from other travel managers and provide value-added services to their employers or clients.

The certification process includes taking a comprehensive exam that covers topics such as travel policy development, cost control strategies, supplier negotiations, risk management practices, technology trends, customer service techniques and more. Upon passing this exam, individuals are awarded a Travel Manager Certification (TMC) designation. This designation can be used as an important asset when applying for jobs or advancing in one's career. It also provides proof of dedication to the field of travel management and signifies that the individual is well-versed in the most up-to-date industry best practices.

Having a Travel Manager Certification can be beneficial for both employers and employees alike. For employers it can help them identify qualified candidates for open positions within their organizations. Additionally, certified professionals are better equipped to manage their company’s travel budget more efficiently by leveraging their knowledge of cost control strategies and supplier negotiations. For employees, having a Travel Manager Certification can make them stand out from other applicants when applying for jobs or promotions within their current organization or outside companies. Ultimately this certification will help ensure that they have the necessary skillset required to successfully manage any type of corporate travel program.

Pro Tip: When looking for a travel manager certification program, make sure to research the certifying body and ensure that it is properly accredited. Additionally, look for programs that offer continuing education opportunities and access to industry-specific resources to keep your skills up to date.

Related : What does a Travel Manager do?

Here’s our list of the best certifications available to Travel Managers today.

1. Certified Travel Manager (CTM)

Certified Travel Manager (CTM) is an industry-recognized certification program designed to recognize travel professionals who have demonstrated a high level of expertise in the field. The program is administered by the Global Business Travel Association (GBTA) and requires that applicants meet certain criteria to be eligible for certification.

To become a CTM, applicants must have at least three years of professional experience in the travel industry and must pass an exam administered by the GBTA. The exam includes topics such as corporate travel management, risk management, supplier negotiations, and expense management. Applicants must also demonstrate their knowledge of current trends in the travel industry through case studies and other activities.

The cost for taking the exam is $395 USD for members of GBTA or $495 USD for non-members. It typically takes between two to four weeks to receive results from the exam. Once certified, individuals must maintain their certification by completing continuing education courses every two years.

2. Certified Travel Professional (CTP)

Certified Travel Professional (CTP) is a professional certification offered by the Institute of Certified Travel Agents (ICTA). It is designed to recognize individuals who have demonstrated a high level of knowledge and proficiency in the travel industry. The certification is awarded to those who pass an examination that covers topics such as customer service, sales, marketing, operations, and legal issues related to the travel industry.

It typically takes between six months and one year to complete the requirements for CTP certification. To become certified, applicants must first complete an approved training program or coursework in travel-related topics. After completing the coursework, applicants must then pass an exam administered by ICTA.

The cost of obtaining CTP certification varies depending on the type of training program chosen by the applicant. Generally speaking, most programs range from $500-$2,000 USD. In addition to program fees, applicants may also be required to pay a registration fee for taking the exam.

3. Certified Corporate Travel Executive (CCTE)

Certified Corporate Travel Executive (CCTE) is a professional certification program offered by the Global Business Travel Association (GBTA). The CCTE certification is designed to recognize individuals who have achieved a high level of knowledge and expertise in corporate travel management.

The CCTE certification program consists of five courses that cover topics such as corporate travel policies and procedures, risk management, data analysis, supplier negotiations, and more. Each course requires approximately 20 hours of study time, with an additional 10 hours for the final exam. Upon successful completion of all five courses and the final exam, candidates are awarded the CCTE designation.

To be eligible for the CCTE certification program, applicants must have at least two years of experience in corporate travel management or related fields. They must also be employed by a GBTA member organization or have obtained written permission from their employer to pursue the CCTE certification.

The cost of obtaining the CCTE certification varies depending on whether you are a GBTA member or non-member. For members, it costs $1,500 USD; for non-members it costs $2,000 USD. This fee includes all course materials and access to online resources such as webinars and discussion forums.

4. Certified Travel Counselor (CTC)

A Certified Travel Counselor (CTC) is a professional designation awarded by the Institute of Certified Travel Agents (ICTA) to individuals who have demonstrated expertise in the travel industry. It is considered one of the most prestigious credentials in the field and is recognized by leading travel organizations worldwide.

To become a CTC, an individual must complete a comprehensive training program that includes courses on topics such as travel law, customer service, sales and marketing, and business operations. The program typically takes between six months and two years to complete depending on how much time an individual can dedicate to studying.

The cost of becoming a CTC varies depending on the provider offering the program. Generally speaking, it costs around $1,500-$2,000 USD for tuition plus additional fees for books and materials.

In addition to completing the training program, applicants must pass a written exam administered by ICTA in order to receive their CTC certification. Those who successfully pass this exam are then eligible to use the CTC credential when working in the travel industry.

5. Certified Tourism Professional (CTP)

Certified Tourism Professional (CTP) is a professional designation that recognizes individuals who have demonstrated excellence in the field of tourism. It is awarded by the Tourism Industry Association of Canada (TIAC).

To become a Certified Tourism Professional, you must have at least three years of full-time experience in the tourism industry and meet TIAC’s professional standards. You must also pass an online exam that covers topics such as marketing, customer service, product development, and management. The exam takes about two hours to complete.

To get your CTP designation, you must first register with TIAC and pay the registration fee of $150 CAD plus applicable taxes. Once you are registered, you will be able to access the online exam and begin studying for it. After you have successfully passed the exam, you will receive your CTP designation and be eligible to use it on your business cards and other materials.

The CTP designation is valid for three years from the date it was issued. To maintain your certification status, you must participate in continuing education activities related to tourism every year during this period.

6. Global Business Travel Association (GBTA) Certification

The Global Business Travel Association (GBTA) Certification is a professional certification program designed to recognize individuals who demonstrate knowledge and expertise in the business travel industry. The certification program is designed to help professionals stay up-to-date on the latest trends, regulations, and best practices in the business travel industry.

The GBTA Certification consists of two levels: Certified Business Travel Professional (CBTP) and Certified Business Travel Executive (CBTE). Both certifications require applicants to pass an online exam that covers topics such as corporate travel policies and procedures, risk management, cost containment strategies, supplier negotiations, and global travel regulations.

It typically takes about six months to complete the certification process. Candidates must first register for the exam by completing an application form and paying a fee. Once registered, candidates must study for the exam using materials provided by GBTA or other resources. After passing the exam, candidates will receive their CBTP or CBTE designation within two weeks.

The cost of obtaining a GBTA Certification varies depending on which level of certification you are pursuing. The fee for taking the CBTP exam is $495 USD while the fee for taking the CBTE exam is $595 USD.

7. International Air Transport Association (IATA) Diploma in Travel Management

The International Air Transport Association (IATA) Diploma in Travel Management is a professional qualification designed to equip individuals with the knowledge and skills needed to succeed in the travel industry. It is an internationally recognized certification that provides an excellent foundation for those seeking employment in the travel industry.

The diploma consists of eight modules, which cover topics such as customer service, ticketing, fares and pricing, airline operations and regulations, travel agency operations, sales and marketing, and more. The program takes approximately six months to complete. To get the diploma, students must pass all eight modules with a minimum grade of 70%.

In order to enroll in the IATA Diploma in Travel Management program, applicants must have a high school diploma or equivalent. The cost of the program varies depending on location but typically ranges from $1,500 to $2,000 USD.

8. Cruise Lines International Association (CLIA) Cruise Counsellor Certification

Cruise Lines International Association (CLIA) Cruise Counsellor Certification is a professional certification program that helps travel agents become more knowledgeable and efficient in selling cruise vacations. The certification program is designed to provide travel agents with the necessary skills, knowledge and tools to effectively sell cruises and provide their customers with the best possible experience.

The CLIA Cruise Counsellor Certification program consists of three levels: Certified, Elite and Master. To become certified, agents must complete an online course and pass a written exam. The course covers topics such as cruise line product knowledge, destination information, sales techniques, customer service skills and other related topics. The exam consists of multiple-choice questions based on the material presented in the course. Once certified, agents can then move on to Elite or Master level certifications by completing additional courses and exams.

The cost for the CLIA Cruise Counsellor Certification varies depending on the level of certification desired. For example, the cost for the Certified level is $99 USD while the cost for Elite or Master level certifications is $299 USD each. Additionally, there may be additional fees associated with taking the exams or purchasing study materials.

In order to get certified, travel agents must first register with CLIA by creating an account on their website. They will then be able to access all of their available training materials and take their exams online at any time from any location with an internet connection. It typically takes about four hours to complete all three levels of certification; however, this may vary depending on how quickly you are able to complete your studies and pass your exams.

9. American Society of Travel Agents (ASTA) Accredited Agent Certificate

The American Society of Travel Agents (ASTA) Accredited Agent Certificate is a professional designation that recognizes travel agents who have demonstrated a commitment to professionalism and excellence in the travel industry. It is an important distinction for travel agents, as it signifies that they have met ASTA's rigorous standards for knowledge, experience, and customer service.

In order to receive the ASTA Accredited Agent Certificate, travel agents must complete an extensive application process. This includes providing proof of at least two years' experience in the travel industry, submitting references from three current or former clients, and completing a comprehensive written examination. The exam covers topics such as customer service, sales and marketing practices, airline regulations and ticketing procedures, cruise industry operations, international travel laws and regulations, and other relevant topics.

The entire application process typically takes about four weeks or more to complete. Once approved by ASTA's Certification Board of Directors, the applicant will receive their official ASTA Accredited Agent Certificate in the mail.

The cost for obtaining the ASTA Accredited Agent Certificate varies depending on whether you are an individual or a business applying for certification. For individuals applying for certification through ASTA's Professional Development Program (PDP), there is a one-time fee of $299 USD plus applicable taxes; for businesses applying through PDP Plus there is an annual fee of $499 USD plus applicable taxes.

10. The Institute of Certified Travel Agents (ICTA): Certified Leisure and Corporate Travel Consultant

The Institute of Certified Travel Agents (ICTA) is an organization that provides certification for leisure and corporate travel consultants. It is a professional designation that recognizes individuals who have demonstrated knowledge and experience in the field of travel.

To obtain the Certified Leisure and Corporate Travel Consultant (CLCTC) designation, applicants must complete a series of courses and pass an exam. The program consists of three core courses: Introduction to Travel, Leisure Travel Planning, and Corporate Travel Planning. Each course must be completed within six months, and the exam must be taken within one year after completing the core courses.

The cost to obtain the CLCTC designation varies depending on whether or not you are already a member of ICTA. For non-members, it costs $250 for each course plus a $100 application fee. For members, it costs $200 per course plus a $50 application fee. There is also an additional fee for taking the exam which is currently set at $150.

Once you have successfully completed all requirements for the CLCTC designation, you will receive your certificate from ICTA along with other benefits such as access to discounts on products and services related to travel planning, networking opportunities with other certified travel agents, and invitations to exclusive events hosted by ICTA.

11. The Institute of Hospitality: International Diploma in Hotel and Tourism Management

The Institute of Hospitality International Diploma in Hotel and Tourism Management is a professional qualification designed to equip students with the knowledge and skills required to work effectively in the hospitality industry. The diploma is accredited by the Chartered Institute of Environmental Health, providing assurance that it meets international standards for quality.

The diploma takes 12 months to complete and consists of five modules: Introduction to the Hospitality Industry; Food and Beverage Operations; Accommodation Operations; Human Resources Management; and Financial Management. Each module includes topics such as customer service, marketing, operations management, financial management, human resources management, and legal aspects of the hospitality industry.

To get the diploma, students must first register with The Institute of Hospitality. Once registered they will be sent an application pack which includes details on how to apply for the course, what documents are needed for admission and how much it costs. Once accepted onto the course, students will need to attend classes at their chosen study centre or online.

The cost of taking this course varies depending on where you take it but typically ranges from £1,000-£2,000 (GBP). This fee covers tuition fees only; additional costs may include textbooks and other materials required for completion of assignments.

Do You Really Need a Travel Manager Certificate?

When it comes to the question of whether or not you need a travel manager certificate, the answer is “it depends.” If you are looking to work in an organization that requires a travel manager certificate, then yes, you will need one. However, if you are simply looking to gain experience in the travel industry and are not necessarily interested in becoming a certified travel manager, then no, you do not need one.

A travel manager certificate is intended for those who want to specialize in managing the operations of a travel organization. It generally covers topics such as budgeting and financial management, customer service and communication skills, tour operations and scheduling, marketing strategies and more. It also provides an understanding of the legal aspects of running a business related to the travel industry.

Having a travel manager certificate can be beneficial for those who are already employed in the travel industry but seeking to advance their career. Having this type of certification can demonstrate your knowledge and expertise in the field and make you more competitive when applying for positions with higher responsibility or pay grades. Additionally, having this type of certification could open up opportunities that may have previously been unavailable due to lack of experience or qualifications.

On the other hand, if you do not have any prior experience working in the travel industry and are just getting started out, then obtaining a travel manager certificate may not be necessary right away. You could gain valuable experience through internships or entry-level positions which would give you an opportunity to learn about how different aspects of managing a business related to the travel industry work without requiring certification first.

Ultimately, whether or not you need a Travel Manager Certificate will depend on your individual goals and ambitions within the field of travel management. If it is important for your career advancement or job prospects then obtaining one would be beneficial; however, if it is not necessary for your current situation then there is no reason why you should pursue it at this time.

Related : Travel Manager Resume Examples

FAQs About Travel Manager Certifications

Q1. What is a Travel Manager Certification?

Answer: A Travel Manager Certification is a professional certification that provides a comprehensive understanding of the travel and hospitality industry. It offers knowledge of the various aspects of managing business travel, including airline ticketing, hotel bookings, car rentals, and other related services. The certification also covers topics such as customer service, budgeting, and risk management.

Q2. Who should get a Travel Manager Certification?

Answer: Anyone who works in the travel industry or plans to work in this field can benefit from obtaining a Travel Manager Certification. This includes those who are already working in the field or those who are looking to break into it. It is also beneficial for those who want to further their career by gaining specialized knowledge and skills related to business travel management.

Q3. How long does it take to get a Travel Manager Certification?

Answer: The amount of time required depends on several factors, such as the type of program chosen, the number of courses taken, and individual learning capabilities. Generally speaking, most programs require between six months and two years of study in order to complete all requirements for certification.

Q4. What are the benefits of becoming certified as a Travel Manager?

Answer: Becoming certified as a Travel Manager offers numerous benefits, including improved job security and higher salaries due to increased expertise in the field; recognition from peers; access to exclusive networking opportunities; better marketability for promotions or new jobs; and increased credibility among customers.

Q5. How much does it cost to become certified?

Answer: The cost varies depending on the type of program chosen and any additional materials needed for study purposes (such as textbooks). Generally speaking, most programs range from $1,000 - $3,000 USD depending on length and difficulty level.

Editorial staff

Brenna Goyette

Brenna is a certified professional resume writer, career expert, and the content manager of the ResumeCat team. She has a background in corporate recruiting and human resources and has been writing resumes for over 10 years. Brenna has experience in recruiting for tech, finance, and marketing roles and has a passion for helping people find their dream jobs. She creates expert resources to help job seekers write the best resumes and cover letters, land the job, and succeed in the workplace.

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The 12 Best Budgeting Apps for Travelers

Ashley Rossi

Ashley Rossi is always ready for her next trip. Follow her on Twitter and Instagram for travel tips, destination ideas, and off the beaten path spots.

After interning at SmarterTravel, Ashley joined the team full time in 2015. She's lived on three continents, but still never knows where her next adventure will take her. She's always searching for upcoming destination hotspots, secluded retreats, and hidden gems to share with the world.

Ashley's stories have been featured online on USA Today, Business Insider, TripAdvisor, Huffington Post, Jetsetter, and Yahoo! Travel, as well as other publications.

The Handy Item I Always Pack : "A reusable filtered water bottle—it saves you money, keeps you hydrated, and eliminates waste—win-win."

Ultimate Bucket List Experience : "A week in a bamboo beach hut on India's Andaman Islands."

Travel Motto : "Travel light, often, and in good company."

Aisle, Window, or Middle Seat : "Window—best view in the house."

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While you’re stuck daydreaming about your next bucket-list vacation, why don’t you get a hold of your finances and make it a reality by first budgeting out your travel expenses? Whether it’s a road trip or international vacation that you’re planning, easily forgettable items like parking fees can add up. That’s why you should use a travel-specific budgeting app to help streamline your costs on your next trip. Here are 12 budget apps to help you plan your expenses.

PocketGuard

Link all of your financial accounts and cards to this app, and it will automatically update and categorize your spending in real time. It then tells you what spending money you have with the “in my pocket” feature. It also automatically builds you a spending budget based on income, bills, and the goals you set. It even finds ways to lower some of your monthly bills for you … sign us up.

Download: iOS | Google Play

Tripcoin lets you enter in your expenses per day and even works offline. It then processes your spending to give you a spending summary of your trip, which you can export for other uses. This lets you see how much you’re spending on each category of your trip, broken down by day, so you can monitor your vacation expenses in real time.

Download: iOS

9 Sneaky Travel Costs You Might Forget to Budget For

Trip Expense Manager

The Trip Expense Manager app is ideal for large traveling groups that need help planning and monitoring travel expenses. For each trip you take, you can add Google users, a list of places to go, and expenses, and even mark who paid which bill.

Download: Google Play

TravelSpend

I love TravelSpend for its easy-to-use features and simple design. How it works: You add expenses as they happen (the app works offline and even converts foreign currencies) and the app tracks your spending by total and by day. You can even follow your spending on a map throughout your vacation.

Wally connects to your current financial accounts and tracks your spending so you can get a handle on your cash flow and spending by category. Wally is useful because unlike some of the other budgeting apps, it lets you use private groups for managing trip spending or other budgets. You can even add reminders, notes, lists, documents, and comments.

Users love TripMate for its simplicity and easy-to-use features, plus it’s all free. This travel expense tracker app lets you create a trip and then add and remove users as needed. You can add expenses, receive a personalized summary, and even get hotel, and other booking-related information.

Trail Wallet

If you’re looking for a travel-specific budget tool and expense tracker, this is your best bet. Input your expenses into Trail Wallet and the app will split them up based on category so you can get a closer look at your spending. Note that only the first 25 items you enter are free.

11 Budget Travel Lies You Should Stop Believing Right Now

This travel expense app makes splitting costs a breeze. Simply invite your travel partners to the trip you’ve created on the app, and each person can enter in his or her expenses. Once the trip is over (and all expenses have been entered) you can see who owes whom what amount.

Splitwise is another useful cost-tracking platform that easily lets you split group expenses while traveling. You can split by percentage or shares, and it’s even available in offline mode. It’s great for international trips, too, as the app is available in seven languages and over 100 currencies. Plus, it’s integrated with Venmo and PayPal for easy payback.

Mint is so much more than just a travel expense app—it connects with all of your bank accounts to give you an overall summary of your cash flow. You can then easily create a budget for different categories, like saving for a vacation.

30 Essential Non-Travel Apps for Travelers

For those who have been involved in the planning of a bachelor or bachelorette party, you know the trials and tribulations that come with splitting large group expenses. This app was created specifically for those organizing large group trips and includes building an itinerary, polls, and chat features as well as ways to track payments and bar tabs within your group.

YNAB (You Need a Budget) is a popular software used for budgeting. While it’s slightly pricey ($84 annually), the positive reviews are endless. On the app version, you can set savings goals and itemize your vaca expenses. There is a free 34-day trial to get you started.

More from SmarterTravel:

• Single Travel: Essential Tips for Planning a Solo Trip
• 5 Ways to Stay Sane When Planning a Trip with Friends
• The 7 Best Trip Planner Apps for Travelers

Ashley Rossi is always ready for her next trip. Follow her on  Twitter   and  Instagram   for travel tips, destination ideas, and off the beaten path spots.

We hand-pick everything we recommend and select items through testing and reviews. Some products are sent to us free of charge with no incentive to offer a favorable review. We offer our unbiased opinions and do not accept compensation to review products. All items are in stock and prices are accurate at the time of publication. If you buy something through our links, we may earn a commission.

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Mets' manager of team travel faces ultimate challenge -- and passes

Anthony DiComo

MILWAUKEE -- All told, Mets manager of team travel Edgar Suero cycled through more than 300 phone calls and text messages on Wednesday. He didn’t make it through the day on a single phone charge, but that’s typical for -- these days -- the busiest travel secretary in the league.

When Suero learned that Hurricane Helene could impact the Mets’ plans this week in Atlanta, he dialed up his contacts at Delta Air Lines, which runs the Mets’ charter flight, and told them to prepare for an earlier exit from the city. Suero also contacted the team’s hotel in Milwaukee to make sure rooms would be ready as soon as possible.

• Mets' Wild Card standings

With those pieces in place, when Major League Baseball formally postponed the Mets’ games on Wednesday and Thursday , Suero had all his levers ready to pull. The Mets stayed the night in Atlanta and flew out ahead of Helene’s arrival in the morning, touching down in Milwaukee around 11 a.m. CT. From there, they headed to the ballpark for a full team workout. Their hotel rooms were ready when they got back.

“All I needed to do was get on a plane,” Mets president of baseball operations David Stearns said, laughing. “Edgar Suero is the guy who’s been scrambling.”

Realistically, this week presented only a modest challenge for Suero, who’s in charge of booking the Mets’ logistics all season long.

Next week could prove trickier, considering the Mets are scheduled to play in Milwaukee on Sunday afternoon, fly to Atlanta that night in advance of a doubleheader on Monday, then fly out that same day to a potential Wild Card Series site . Suero has hotel blocks on hold in Atlanta, Milwaukee and San Diego, knowing they won’t all get used. He has others prepared for potential National League Division Series dates.

⚾️🔜 pic.twitter.com/T289tDoHD5 — New York Mets (@Mets) September 27, 2024

Friday afternoon, Suero stood around the batting cage, cell phone pressed to his ear as various Mets players took batting practice. He is in his third season as manager of team travel, largely learning the job on the fly after a season alongside the Mets’ former traveling secretary, Brian Small. Before that, Suero had spent 13 years as an executive office coordinator for the Mets.

“He thinks he’s the best in the league,” quipped J.D. Martinez, who enjoys needling Suero in the clubhouse. Martinez grinned. “Nah, he’s good. He’s good.”

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The 15 best travel management software in 2024

• Great for booking corporate travel
• Tools that are a must for handling the tracking and reporting of expenses 
• Extra tools that help ensure the overall travel experience for you and your team is as smooth as possible

15 Top travel management software to streamline your business trips

Business travel management booking tools, 1. travelperk.

• Extensive travel inventory: find the best travel options for your business, including air travel, rail tickets, car rentals, and more
• Flexible trips : receive an 80% refund for canceled travel when booking with FlexiPerk
• Carbon offsetting : offset your travel’s carbon emissions with TravelPerk’s GreenPerk—managed by our dedicated Sustainability Team
• G2 rating: 4.6 / 5, based on 1,533 reviews
• Capterra rating: 4.8 / 5, based on 402 reviews

See how to save money on business travel

2. flightfox.

• Miles and upgrades: maximize your loyalty benefits with each trip and transaction
• One-click amendments: no more back and forth with hotels or airlines—Flightfox handles all changes and cancellations
• G2 rating: 4 / 5, based on 3 reviews
• Capterra rating: no ratings available

3. Airbnb for Work

• Airbnb experiences: help your team connect with interesting experiences when traveling for business
• Travel dashboard: contact employees while they travel and eliminate expense reports with the Airbnb for Work dashboard
• G2 rating: no ratings available

Top tools for managing travel expenses

• Accounting data: set up cost centers, categories, and VAT in Payhawk
• Digitized bookkeeping: leverage a powerful OCR with machine learning that learns from your input to automate manual data entry
• G2 rating: 4.5 / 5, based on 216 reviews
• Capterra rating: 4.6 / 5, based on 115 reviews

5. Spendesk

• 7-in-1 spend management solution: company cards, expenses, invoices, accounting, approvals, budgets, and spending reports in one simplified stack
• Spending reports: accurate and timely spending reports in a single interface
• G2 rating: 4.7 / 5, based on 3,94 reviews
• Capterra rating: 4.8 / 5, based on 215 reviews

• Branded cards: personalize your company cards with your branding. Top up cards with precise spending allowances for 100% policy compliance
• Receipt collection: instant receipt collection via deep integrations with Gmail, Lyft, or Amazon Business, and easy employee coding via SMS or email
• G2 rating: 4.8 / 5, based on 1,894 reviews
• Capterra rating: 4.9 / 5, based on 178 reviews

• Actionable insights: full transparency and comprehensive spend insights in real-time
• Individual process flows: set up your own approval flows and enforce internal policies, as well as local tax laws and regulations
• G2 rating: 4.5 / 5, based on 4 reviews
• Capterra rating: 4.5 / 5, based on 39 reviews

• Expense approval notifications: get a push notification to give initial approval or reject the employee reimbursement request with a note
• Automatically categorize transactions: set card, merchant, budget, and user rules to categorize transactions
• G2 rating: 4.5 / 5, based on 1,151 reviews
• Capterra rating: 4.7 / 5, based on 409 reviews

9. Expensya

• Secure data: an entirely paperless process that responds perfectly to security and compliance issues
• Self-learning tech: the OCR receipt capture tool learns as you upload more and more receipts to ensure accurate data management
• G2 rating: 4.6 / 5, based on 110 reviews
• Capterra rating: 4.3 / 5, based on 417 reviews

10. Circula

• Employee benefits: strengthen your employer branding with modern and tax-optimized employee benefits—such as a lunch benefit, internet benefit, or relaxation benefit
• G2 rating: 4.5 / 5, based on 448 reviews
• Capterra rating: 4.7 / 5, based on 376 reviews

Bonus tools and add-ons for smoother business travel

11. rocketrip.

• Reporting dashboard: report on real-time savings, booking, and behavioral data alongside customizable spend alerts and traveler safety information
• Dedicated support: get high-quality support from Rocketrip’s support team
• G2 rating: 4.3 / 5, based on 10 reviews
• Capterra rating: no reviews available

• Generate savings: with data-backed price assurance, reshopping, and continuous provider sourcing
• Sync your services: improve productivity by automating workflows and automatically sharing your travel data
• G2 rating: 4.3 / 5, based on 2 reviews

13. CapTrav

• Aggregate travel data: from bookings made through multiple sources, such as travel management companies (TMCs), online travel agents (OTAs), online booking tools, supplier websites, or more

14. PackPoint

• Add trip details: for personalized packing suggestions and lists

15. App in the Air

• Manage trips: get a real-time view into business travelers' booking details
• Set up a travel policy: to ensure business travelers can access key information on the go

Business Travel Booking solution that travelers love

What is travel management software, features to look for in your travel management software.

• Ease of booking for administrators
• Self-booking for travelers
• Free, 24/7 traveler support
• Massive travel inventory
• Automatic travel policy compliance with customizable policies and approval workflows
• Future-ready tool that will scale and adapt to your business
• Consolidated invoicing
• Travel spend reporting

Have you found the perfect-fit travel management software for your business?

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