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Step-By-Step Guide For Business Travel Arrangements

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When making business travel arrangements, the convenience and safety of business travelers are of prime importance besides the productivity of business travel. Appropriate and careful travel arrangements ensure a better travel experience. A business trip is a mission-critical activity with specific business objectives. The organization invests money in business travel to generate higher ROI. However, a lack of proper arrangements and planning can cause frustration and loss of funds, impacting the success of a business trip. Keep reading to learn practical tips for making travel arrangements for a business trip.

Business travel arrangement essentials

1. prepare an essential itinerary.

The essential itinerary outlines the fundamental aspects of business trips. These may include meeting locations, time slots, and business meetings or seminar dates. The ‘essential’ itinerary is a basic overview of the business trip to help you book transportation and accommodation and arrange local transport for ground transportation.

2. Make travel arrangements

The business traveler should explore the travel options after creating an essential itinerary. The following steps are crucial to make business travel arrangements.

3. Implement travel policy guidelines

A travel policy helps business travelers stick to the travel budget while making travel arrangements for a business trip. The policy sets limits on airfare and hotel accommodation for different employee levels. Business travelers should comply with the travel policy directives without fail.

4. Get the most profitable deals on travel

Checking different travel suppliers and negotiating for the best travel deals is necessary to curtail travel costs without impacting the travel experience. Employees can also use reward points and other discounts to minimize travel costs.

5. Check flight times

Business travel requires the employee to reach the destination at the right time. Knowing convenient times of flights is critical for a successful business trip. Choosing early morning flights helps you avoid traffic snarls while reaching the airport from your home.

6. Focus on being fresh for the business meeting

Arrange your travel by selecting a flight that allows you some rest before the first assignment. Reaching the destination early is crucial to reach the venue on time.

7. Find affordable and reliable local transport

Cab services or public transportation are suitable for ground transport. Select the one which saves money and helps you reach the meeting venue on time.

8. Book your travel with suitable travel suppliers

You are in a better position after in-depth research to book travel. Check with the travel suppliers and book your journey tickets by considering the date and time of the flight. You can fine-tune the essential itinerary by adding journey dates, flight details, boarding details, arrival time, and the contact number of the cab service for ground transport. Early booking will ensure better deals. Consider booking refundable tickets as business travel plans are likely to change.

9. Book your accommodations

Business travel comprises transportation and accommodation. Therefore, researching your options for booking accommodation is necessary to get the best deals on rooms and amenities. Remember these tips for making business travel arrangements for your accommodation.

• Check hotel tariffs: Leverage hotel booking services to get the best room rates and amenities for a comfortable stay after a hectic schedule.
• Focus on location: Choosing a hotel near the city center or the convention venue is the right approach to reduce the cost of local transportation and save time.
• Check cancellation policy: Book, a hotel that allows cancellation of booking without charging heft cancellation fees

10. Create a detailed itinerary

It is time to prepare a final itinerary after you have clarity about your travel plans and bookings. Use an online travel management platform to track your itinerary with ease. Do share the itinerary with your near ones to let them know your whereabouts on specific dates.

11. Plan for travel expense reimbursement

Storing the receipts for expenses during the business trip is crucial to claim reimbursement. The organization can benefit from the tax rebate on tour expenses. Online travel management solutions enable the scanning and storing of payment receipts on the go. It saves you the hassle of keeping paper receipts.

12. Get your travel documents in order

Business trips involving overseas travel require multiple documents besides a visa and passport. These may be vaccine passes, custom clearance documents, personal ID cards, and other documents according to the immigration rules of the destination country.

13. Make a list of what you’ll need to bring

Depending on whether the business trip is short or extended, you will require a long list of things to carry with you. These will add to your luggage weight and may impact travel convenience unless you know how to travel lighter and smarter.

Toiletries, casual clothes, formal dresses, shoes, and medicines are vital personal things to carry besides electronic devices like laptops, chargers, and power banks. Choose the right luggage, such as a compact carry-on, to help you travel with only cabin luggage.

Suggested Read: Reasons Why Business Should Use Corporate Travel Technology

Proper business travel arrangements pave the way for a successful and smooth business trip. These tips help plan business travel systematically. Many forward-thinking organizations allow employees to use online business travel management solutions like Paxes, making travel arrangements for a business trip free from the complexities of finding the best travel deals. These platforms enable self-booking with access to GDS and NDC airlines. Employees can create and submit expense reports through the online platform that integrates with expense management solutions.

Business Travel Arrangement FAQs

What is business travel.

Any travel with a specific business purpose, like business expansion, client servicing, project work, or trade-fair participation, is business travel.

What does GDS stand for?

GDS in the travel industry stands for Global Distribution Service, an advanced interface between travel suppliers and bookers.

How can an organization curtail travel expenditures?

Implementation of an effective corporate travel policy helps organizations save on travel costs. The travel policy enables employees to book travel through specific travel suppliers offering the best travel deals.

Is it possible to book car rentals while booking an air ticket?

Several airlines allow access to car rentals through their websites for simultaneously booking ground transport and air travel.

How far in advance should I book my business travel arrangements?

For domestic trips, it is best to book business travel 2-4 weeks before and for international one should book trips 4-6 weeks prior to the trip date.

What factors should I consider when choosing accommodation for business travel?

You should consider the cancellation policy, location of the hotel, the amenities provided, proximity to event venue, airport transfer options, etc.

How can I stay productive during business travel?

Plan your schedule well in advance, ensure to use travel time for completing important tasks, stay connected with the technology, find quite places to work and relax in between the meetings.

What should I do if my travel plans change or I encounter unexpected delays?

Inform your travel management company asap, confirm the dates of changed plans, have a contingency plan for unexpected delays.

What can I do to maintain my health and wellness while traveling for business?

Stay hydrated, take regular breaks, eat balanced diet, make time to exercise, practice relaxation techniques and get enough sleep.

How can I make the most of my downtime during business travel?

You can choose to explore the local area, network with colleagues, go on a spa day out, or take a trip to top attractions in the city.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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Business Travel Guide

Different types of business travel and accommodation.

Business travel is an essential part of many companies’ operations. It is a way to network, meet clients, attend conferences, and close deals. Business travel can take many forms, from a quick day trip to a long-term international assignment. The type of business travel required depends on the purpose of the trip.

One of the most important aspects of business travel is accommodation. Choosing the right type of accommodation can make or break a business trip. There are many types of accommodation available, from budget hotels to luxury apartments.

The different types of business travel and accommodation required depends on the length of trip, budget, and the preferences of the traveller. It is important to choose accommodation that is comfortable and convenient, and that meets the needs of the traveler.

Key Takeaways

• Business travel can take many forms, from a quick day trip to a long-term international assignment.
• Choosing the right type of accommodation is important for a successful business trip.
• The type of accommodation required depends on the length of the trip, the budget, and the preferences of the traveller.

Types of Business Travel & Purpose

When it comes to business travel, there are several purposes that companies may have. Understanding the different types of business travel can help companies create policies that cater to their employees’ needs and preferences.

• Conferences and Trade Shows

One of the most common reasons for business travel is attending conferences and trade shows. These events allow professionals to network with others in their industry, learn about the latest trends and technologies, and showcase their products or services. Companies may organise company trips for their employees to attend conferences and trade shows to represent their brand, gain new insights, and generate leads.

• Client Meetings

Client meetings are another common reason for business travel. Companies may need to meet with existing or potential clients to discuss projects, negotiate deals, or provide updates. Face-to-face meetings can help build trust and strengthen relationships, which can be crucial in business.

• Corporate Retreats

Corporate retreats are a type of business travel that involves taking employees to a different location for team building, training, or strategic planning. These retreats can be a great way to boost morale, improve communication, and foster collaboration. Companies may choose to hold retreats in scenic locations to provide a change of scenery and help employees relax and recharge.

• Training and Development

Finally, companies may send their employees on business travel for training and development purposes. This could include attending workshops, seminars, or courses to learn new skills or improve existing ones. Companies may also send employees on secondments or assignments to other locations to gain new experience and broaden their horizons.

5 Business Travel Accommodation Types

When it comes to business travel, choosing the right type of accommodation is essential for a comfortable and productive trip. Below are some of the most common types of accommodation for business travellers.

Hotels are the most popular type of accommodation for business travellers. They offer a range of amenities such as room service, laundry service, and 24-hour reception, which can make a business trip more comfortable and convenient. Hotels can vary in price and quality, from budget options to luxury hotels.

• Convenience: Wide variety of options, readily available amenities (room service, laundry, concierge), often located in central areas near business districts.
• Predictability: Standardized service and facilities, consistent quality across different locations of the same chain.
• Safety and Security: Secure access, on-site staff, well-lit common areas.
• Cost: Hotels, especially luxury ones, can be expensive.
• Limited Space: Standard rooms might feel cramped, especially for extended stays.
• Noise: Potential for noise from other guests or hallway activity.

2. Serviced Apartments

Serviced apartments are a popular choice for business travellers who need more space and privacy. These apartments come fully furnished and equipped with a kitchen, living room, and bedroom, making them ideal for longer stays. They also offer amenities such as cleaning services and 24-hour reception.

• Space and Privacy: Separate living and sleeping areas, ideal for longer stays or those who need to work remotely.
• Kitchen Facilities: Cook your own meals, saving money and offering dietary control.
• Home-like Feel: More relaxed and comfortable environment compared to hotel rooms.
• Price: Generally more expensive than hotels, especially for shorter stays.
• Limited Services: May not offer amenities like room service or daily housekeeping.
• Location: Serviced apartments might be located further from business districts.

Hostels are a budget-friendly option for business travellers who are looking to save money. They offer shared dormitories or private rooms at a lower cost than hotels. Hostels can be a good option for solo travellers who are looking to meet new people and socialize.

• Budget-Friendly: The most affordable option, perfect for short work trips with a focus on minimizing expenses.
• Socialization: Great way to meet fellow travellers and potentially network with people from different industries.
• Location: Hostels are often centrally located, close to public transportation and tourist attractions.
• Shared Space: Limited privacy in shared dormitories, potential for noise and disruptions.
• Basic Amenities: Minimal services, often shared bathrooms and limited housekeeping.
• Security Concerns: Not ideal for those who value high levels of security and privacy.

4. Guest Houses

Guest houses are a great option for business travellers who are looking for a more personal and local experience. They are typically smaller than hotels and offer a more homely atmosphere. Guest houses can vary in price and quality, from budget options to luxury guest houses.

• Local Experience: Personalized service, the opportunity to interact with the owner or staff and gain local insights.
• Unique Character: Charming and historic buildings, often with a homey feel and local touches.
• Potentially Budget-Friendly: This can be more affordable than hotels in some locations, especially smaller towns.
• Limited Availability: Guest houses are less common compared to hotels, and might have fewer location options.
• Variable Amenities: Amenities can vary greatly, check details before booking.
• Unpredictable Standards: Quality and service could differ significantly compared to standardized hotel chains.

5. Extended Stay Hotels

Extended-stay hotels cater to the needs of long-term travellers, offering spacious accommodations and a host of amenities designed for extended stays. These properties typically feature suite-style rooms with separate living and sleeping areas, along with fully equipped kitchens and on-site laundry facilities. With flexible booking options and competitive rates, extended-stay hotels provide a practical and cost-effective solution.

• Cost-Effective for Long Stays: Often offer lower rates than traditional hotels for stays exceeding a week or more.
• Apartment-style Rooms: Provide more space and amenities like kitchens or kitchenettes, living areas, and laundry facilities compared to standard hotel rooms.
• Guest Services: May offer amenities like on-site laundry facilities, fitness centres, and business centres, catering to extended stay needs.
• Location: Can sometimes be located outside central business districts, requiring reliance on public transportation.
• Fewer Service Options: Might have less frequent housekeeping compared to hotels.
• Limited Character: May lack the unique charm or personalized service found in boutique hotels or guest houses.

Business Travel Transportation Modes

When it comes to business travel, transportation is a key factor to consider. There are several modes of transportation available, each with their own set of advantages and disadvantages. Here are some of the most common modes of transportation for business travel:

1. Air Travel

Air travel is one of the most popular modes of transportation for business travel. It is fast, efficient, and can take you to almost any destination in the world. With the rise of budget airlines , it has become more affordable for businesses to send their employees on business trips by air. However, it can be expensive during peak travel times and can be affected by weather-related delays.

2. Rail Travel

Rail travel is another popular mode of transportation for business travel, particularly for shorter distances. It is often more affordable than air travel and can be quicker than travelling by car. Rail travel can also be more comfortable and less stressful than air travel, as there are no long security lines or baggage restrictions. However, it can be less flexible and may not be available in all locations.

3. Car Hire

Car hire is a popular option for business travel, especially for shorter distances or when travelling to remote locations. It offers greater flexibility and control over your travel schedule, as you are not reliant on public transport schedules. Renting a car for business travel can also be more cost-effective than other modes of transportation, particularly if you are travelling with a group. However, it can be stressful to navigate unfamiliar roads and traffic, and parking can be expensive in some locations.

4. Public Transport

Public transport is a convenient and cost-effective option for business travel, particularly in urban areas. It can be quicker than travelling by car during peak traffic times and can be more environmentally friendly. Public transport can also be more affordable than other modes of transportation, particularly if you are travelling alone. 

However, it can be less flexible and may not be available in all locations. Additionally, it can be crowded and noisy, which may not be ideal for business travellers who need to work during their commute.

Technology in Business Travel

Business travel has evolved significantly over the years, with technology playing a vital role in streamlining the process. From booking flights to arranging accommodation and transportation, technology has made business travel more efficient and convenient. In this section, we will discuss some of the ways technology has impacted business travel.

1. Travel Booking Platforms

Travel booking platforms have revolutionized the way business travel is planned and booked. These platforms allow users to search for flights, hotels, and rental cars all in one place. They also provide users with the ability to compare prices and choose the best options for their needs. Some popular travel booking platforms include Clooper,  Booking.com, Expedia, and Kayak.

2. Mobile Travel Apps

Mobile travel apps have made it easier for business travellers to manage their travel plans while on the go. These apps provide users with real-time flight updates, gate changes, and other important information. They also allow users to book and manage their travel arrangements from their mobile devices. Some popular mobile travel apps include TripIt, Hopper, and Skyscanner.

3. Virtual Meetings

Virtual meetings have become increasingly popular in recent years, thanks to advancements in technology. Video conferencing tools like Zoom and Skype have made it possible for business travellers to attend meetings and collaborate with colleagues from anywhere in the world. This has not only saved time and money but has also reduced the need for travel, making it more environmentally friendly.

Overall, technology has had a significant impact on business travel, making it more efficient, convenient, and cost-effective. As technology continues to evolve, we can expect to see further advancements in the way business travel is planned and executed.

Global Business Travel Considerations

When travelling for business, some considerations need to be taken into account to ensure a smooth and successful trip.

1. Cultural Etiquette

One of the most important considerations when travelling for business is cultural etiquette. This is particularly important when travelling internationally, where cultural differences can have a significant impact on business dealings.

It is important to research the cultural norms and expectations of the country you will be visiting and to be prepared to adapt your behaviour accordingly. This may include understanding the appropriate dress code, greeting customs, and communication styles.

2. Visa and Passport Requirements

Another important consideration when travelling internationally for business is visa and passport requirements. It is important to ensure that you have the necessary documentation to enter the country you will be visiting, and to be aware of any restrictions or limitations that may apply.

This may include obtaining a visa, ensuring that your passport is valid for the required length of time, and being aware of any restrictions on the type of work you can undertake while in the country.

3. International Health Insurance

Finally, it is important to consider international health insurance when travelling for business. This is particularly important when travelling internationally, where medical costs can be significantly higher than in your home country.

It is important to ensure that you have adequate health insurance coverage for the duration of your trip and to be aware of any limitations or exclusions that may apply. This may include understanding the coverage provided by your existing health insurance policy, and purchasing additional coverage if necessary.

What are the main categories of accommodation available for business travellers?

Business travellers have a range of accommodation options to choose from, including hotels, serviced apartments, and Airbnb. Hotels are the most popular option due to their convenience and amenities. Serviced apartments are ideal for longer stays as they offer more space and a homely feel. Airbnb is a more affordable option that offers a unique guest experience.

How should one go about organising travel and lodging for corporate trips?

Organising travel and lodging for corporate trips can be a daunting task. The first step is to determine the purpose and budget of the trip. Then, research and compare different options for flights and accommodation. It’s important to book in advance to ensure availability and secure the best rates. Finally, keep all travel and accommodation details organised in a central location for easy access.

What are the distinguishing characteristics of various business travel options?

The distinguishing characteristics of various business travel options include the level of comfort, convenience, and cost. Hotels offer a high level of comfort and convenience but can be more expensive. Serviced apartments offer more space and a homely feel, but may be less convenient. Airbnb is a more affordable option that offers a unique guest experience but may lack the amenities of a hotel.

What is the importance of maintaining records for corporate travel and accommodations?

Maintaining records for corporate travel and accommodations is important for budgeting, tax purposes, and compliance. Keeping a record of all expenses and receipts ensures that the budget is adhered to and that expenses can be claimed for tax purposes. It also helps to ensure compliance with company policies and regulations.

Can you list five distinct types of business travellers and their typical accommodation needs?

Five distinct types of business travellers and their typical accommodation needs are:

• Salespeople – Need a convenient location and a comfortable place to work and entertain clients.
• Executives – Need a high level of comfort and amenities to help them stay productive and focused.
• Consultants – Need a place to work and collaborate with clients, as well as a comfortable place to unwind.
• Event Planners – Need a convenient location and a place to host events and meetings.
• Technicians – Need a comfortable place to rest and recharge after a long day of work.

What procedures should be followed for managing business travel and accommodation effectively?

To manage business travel and accommodation effectively, it’s important to:

• Establish clear policies and guidelines for booking and reimbursing expenses.
• Use a centralised system to track and manage travel and accommodation details.
• Encourage employees to book in advance to secure the best rates and availability.
• Monitor expenses and adjust policies as necessary to ensure compliance and cost-effectiveness.
• Provide employees with resources and support to help them manage their travel and accommodation needs.

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Business Travel Accommodation: A Comprehensive Guide

As a business traveller, you must ensure you're staying in the right hotel room, property, or space for your needs. If you need clarification on the options available or what to look out for during the booking process, we have you sorted. Below is the ultimate guide on business travel accommodation to set you up for corporate travel in the future.

Understanding business travel accommodation

Business travel accommodation may seem easy enough to understand, but there is much more to it than meets the eye.

What is business travel accommodation?

Business travel accommodation is exactly as it sounds. It's where you stay when you go on a business trip, and they are usually designed specially to offer a unique guest experience for those working on the go. 

There are various types of corporate accommodation, including business travel hotels, Airbnbs, and serviced apartments, each offering tailored amenities and workspaces. A travel management company usually finds them, provides high-speed internet, and is close to public transport to ensure you can travel to all your meetings.

The main aim is to offer a comfortable and productive environment, allowing any business traveller to stay focused and get a decent night's sleep while away.

The evolution of business travel accommodation

Business travel hotels and serviced apartments never used to be the norm for employees when travelling for work. Instead, they were set up in the cheapest hotel room closest to where they needed to be on their time away. 

However, now that the way that people work has changed, business trips have become much longer, and workers asked for places to stay that were more comfortable, felt more like home with kitchens and living spaces, and offered unique amenities that helped with their productivity.

With more people using the internet for their daily business tasks and to interact with clients worldwide, the need for high-speed wireless internet, multiple power outlets, and quiet workspaces has increased in demand. That's why more accommodation options have popped up, and travel managers have more to choose from for each trip.

Hotels used to be the leading choice for corporate travel, but more modern platforms like Airbnb , serviced apartments and co-living spaces have now pushed behind it. They tend to be more cost-effective in expense reporting and offer more personalised options than some business travel hotels. 

Similarly, when more people are around, such as in co-living spaces, it meets the desire for networking and allows travellers to meet like-minded business individuals while away.

In more recent years, especially after the COVID-19 pandemic, the needs of those on business trips have changed even more. Corporate employees are now looking for spaces that offer eco-friendly lodging and more hygienic measures such as digital check-ins and payments.

Types of business travel accommodation

So, what types of business travel accommodation are there nowadays? Let's have a look at some of the most popular options:

Serviced apartments

Serviced apartments have become one of the ideal options for business travel in the modern world, and there are many reasons for that. Not only do you feel like you're living in a home-away-from-home space, but various amenities give you the luxurious aspect of hotels. 

They have all the facilities you could need for an extended business trip, such as kitchens for cooking dinners, laundry rooms to keep your attire looking sharp, and separate living areas when you need time to unwind. 

There is often high-speed Wi-Fi for working times and dedicated housekeeping services to keep you comfortable. It's the best choice for those who want to be more independent on longer trips.

Business travel hotels used to be the leading choice for business travellers, and they still have yet to lose their edge. There are many options, meaning you can tailor your stay depending on budget, amenities, and location. 

The hotel you choose can have anything from room service to high-speed internet, helping you stay comfortable and productive at the same time. They are often located near business centres, public transport and offer on-site meeting rooms where you can host your clients. 

It's a good choice for long and short trips, and they provide a certain level of convenience you might not find with other accommodation options. 

Short-term rentals/Airbnb

Short-term rentals work like you'd rent a home to live in for a long time. The only difference is you only pay rent for the time you wish to stay, such as a week or a month. This form of business accommodation has become more popular over the years, especially after the emergence of platforms such as Airbnb. 

The options are endless as you can find anything you're looking for, such as a small one-bedroom apartment to an entire mansion for group bookings. You can use the online booking tool to filter out your desired amenities, such as separate office space or a fully equipped kitchen. There are also choices for all sorts of budgets to fit them into your travel costs. 

Hostels have typically had a stigma attached to them, especially since they are so low-cost and you have limited privacy. However, they have evolved in recent years and offer a unique travel experience for those wanting something different. 

You can still use it as corporate accommodation, especially if you're on a tight budget, as they can sometimes offer private rooms, workspaces, and social environments when you want to do some networking. 

It might be a better option for a business traveller staying away for one night rather than a couple of weeks. It's not for everyone, but it works for some.

Co-living spaces

One of the latest forms of corporate accommodation is co-living spaces. Think of them like a hostel with upgraded amenities designed for more extended stays. 

Everyone receives their own private bedroom and potentially an en-suite bathroom in some options, but you share communal living spaces with like-minded people. It is a good option for group bookings or interacting and networking with other residents during your time away. 

It can make your business trip a lot more exciting and less lonely too. Since they are relatively new on the market, you might not find them everywhere, but you should consider booking co-living spaces if staying in urban areas. 

Key factors to consider when choosing business accommodation

There's no right business travel accommodation for everyone. That's why you might want to consider a few factors before looking for somewhere to stay to ensure you find the right option for you:

• Location: You don't want to stay somewhere that's an hour's drive away from a business centre or where you need to meet your clients. That's why you should refine your search near where you need to be or public transport.
• Amenities: Depending on your needs during the trip, check that your business accommodation offers all the amenities you need for increased productivity and comfort.
• Reviews: For the ultimate guest experience during your stay, you want to see what other business travellers have said about the accommodation.
• Pricing: Most of the time, a budget is in place when booking corporate accommodation. Only look at spaces that fit in with your travel costs to ensure you spend appropriately.
• Flexibility: Not everything always goes to plan, so check whether the accommodation has flexible policies if you need to change your dates or requirements or cancel your stay.
• Accessibility: If you don't have private travel organised, you might want to check for nearby public transport. If you have driven yourself, check whether there are parking facilities.
• Additional services: If there is anything extra you want during your business trip, such as loyalty programs, complimentary breakfast, or a gym, ensure you take this into account during your search.

The role of serviced apartments in business travel accommodation

As mentioned above, serviced apartments have become one of the most popular choices for business travel accommodation in recent years. This is mainly because they make you feel like you're at home, with all the amenities you could need, from a fully equipped kitchen to laundry facilities. You also don't have to worry about much, as there are also housekeeping services available that offer the luxury of a hotel.

Serviced apartments have everything you need to work and live comfortably during your time away, and  TrustedStays have some of the best options that fit your budget and needs. If you're planning a business trip soon and want to book a service apartment for yourself or your team members, don't hesitate to book through TrustedStays for a seamless process and an excellent travel experience.

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The complete guide to corporate travel management

Published on July 3, 2023

Business travel can be hellish to manage. With employees flying all over the world, there are flights to book, accommodation to arrange, and an endless list of miscellaneous costs and tasks to keep on top of.

In most cases, this is pure drudgery.

Which is a shame. Because work trips can be both highly productive and a pleasure for employees . They should be a way to expand your network , increase your company's exposure, and create lasting experiences.

So why is managing travel such a chore ? And what can you do to fix it?

In this post, we go into detail about the biggest hassles with corporate travel. (They're actually quite simple, and so's the remedy). We also look at some tools that can help, and discuss how travel and expense management go hand-in-hand.

So let's begin.

What is corporate travel management?

Put simply, travel management is the structure that a company has in place to oversee and facilitate business travel. This includes the processes of planning a trip for booking and paying for everything necessary, and the approvals and documents needed to ensure compliance.

Some companies outsource this to specialized travel agencies. Others bring in dedicated travel managers. In this piece, we’re going to focus more on the impact that software can have, and how automating much of your travel management is better for everyone in the company.

Let’s start by identifying what makes managing business travel so difficult.

The biggest challenges for corporate travel

Company travel is still an area in which most businesses struggle. Even if you think you have it under control, you may still cost yourself serious time and effort just to handle what should be simple tasks.

That’s normal, but it’s not ideal. Do you find the following issues affecting your day-to-day?

1. Managing large numbers of requests

Most companies have someone who’s eventually responsible for monitoring travel. In large businesses there’ll be a dedicated travel manager. But in smaller and growing companies, this role often falls to someone in the administration or finance teams. And it’s just one of their jobs.

When company travel is commonplace, this becomes a real burden. You have requests coming from all over the business, and they don’t always follow the proper procedures .

One team member emails you, while another sends a Slack message. Worse still, you have employees coming to see you in person, distracting you from what you should be doing .

It’s the disparate and inconsistent nature of these interactions that make them a problem. This is one of the key benefits of automation, which we’re going to look at shortly.

2. Tracking approvals

Just as the admin or finance person needs to track requests, they also need to ensure that travel has been authorized by the right people . This usually means a team leader or manager, but in some companies also requires the CEO’s sign-off.

These are more touch points - more steps - in an already drawn-out process. But because they’re mandatory, there’s no getting around them.

Here’s where your travel management system can truly help. The approval process can be baked in, so that each manager is notified and can give their consent without anyone having to leave their desk .

3. Keeping spending in check

Travel is part of running a business, and is seen as essential for growth . But the bill that comes with it can be hard to stomach.

There’s a renewed focus on work travel. Employees want the opportunity, and companies are often keen to oblige.

But this can quickly result in a swollen travel budget . And managers then have to start turning down reasonable requests.

According to the experts at TravelPerk, one key reason for this is businesses don’t give themselves access to low-cost inventory . They rely on “business hotels” and book through travel agents, all of which can come with a premium.

In our private lives, we look hard for great deals through sites like AirBnb, Booking.com, and Kayak. But out of convenience, or because they want more “professional” options, companies usually ignore these.

4. Letting staff serve themselves

This begins as a challenge. For many companies, the easiest way to keep compliant and manage costs is to book trips for team members.

But in fact, the more you’re able to let employees arrange their own travel, the lighter the burden becomes for your admin and finance staff .

And employees actually want to manage their own itineraries . For some, business travel is fun experience and a chance to visit somewhere new. If they feel forced into taking certain options, this removes some of the charm.

And for more seasoned travelers, the same is often true. They know what works for them, after all.

The goal is to be able to offer this opportunity without costing the business money . Good travel management systems make this entirely possible, and even more likely .

5. Being flexible

As with most company policies, you need to keep control without feeling like a nagging parent . Rules and restrictions are necessary, but employees are happiest when they have a little freedom.

In order to save money and keep team members happy, you want to keep a broad travel inventory. Try not to limit yourself to just a handful of suppliers or travel routes.

This has the added benefit of being cheaper in a lot of cases. But more importantly, it gives employees the choice they want.

Because you don’t have to be constantly saying no in order to get the best results.

6. Reducing errors

Mistakes can be costly. Every time your finance team has to fix any employee’s work, that’s time wasted. And that assumes that mistakes can actually be fixed .

Can’t figure out who approved a particular expense? This happens all the time, and it’s a problem. So are lost receipts, incomplete expense claims, and incorrect types of expenses .

The back-and-forth that comes as a result of all this is annoying and distracts your team from its real work. This is also where a good collaborative project management tool can help.

Making corporate travel less painful

The best way to ensure that team members don’t follow the rules is to make the rules a drag to follow. For most staff, booking travel isn’t a core part of their job description. And they’re really trying to find the easiest way to get through it so they can get on with what they’re supposed to be doing.

So if your travel process is irksome, your teams are going to find a way around it .

What you want to avoid:

Too many rules (especially where they’re confusing)

A high number of touches (including extra emails to managers for approval)

Lots of manual steps (like filing printed documents and receipts)

Unclear processes

Ideally, you want a travel booking process or system that walks employees through each step. Where the rules are built in, so they don’t have to decipher them on their own .

We’ll look at some good examples of this shortly. But what would such a system even look like?

What is a travel management system?

As the name suggests, these systems help companies manage travel. They can be purpose-built tools from third parties (see below), or some large companies even build their own.

In the pre-SaaS (software-as-a-service) days, the latter option made sense. But now business travel management tools are available out of the box, for relatively low cost, and it just doesn’t make sense to build something from scratch.

See below for tool suggestions.

The point of these systems is to “oversee, regulate, and coordinate the travel activities and expenses of a company's employees.” These are largely manual tasks that would normally be done by office administrators , or perhaps by a dedicated travel manager in a company.

With a travel management system, this work can be streamlined or automated altogether. The goal is to free up staff for more valuable work than monitoring others’ travel plans.

Why automation is crucial

Many of the issues we saw above touch on two themes: time and effort. Every extra touch that you ask team members to perform takes time. And often the biggest time killer is at the very beginning, when employees have to figure out what the travel policy is in the first place .

Every question eats up time (for managers and staff), and every mistake multiplies it.

And that’s what hurts effort. The more time-consuming and tedious these tasks, the less likely that team members will actually want to do them. They skip steps, ignore certain rules, and now your shiny travel policy is just a memory.

Unless you automate it. You can build your travel policy into a travel management system, and then nobody has to actually remember it or ask questions. They simply follow the process from step to step, all the while doing what’s required of them.

It’s like a video game - you can’t get to the next level until you’ve finished this one.

The result is travel bookings with fewer errors (if any), and an administrative team that’s free to do more important work . Plus, if employees can book trips themselves, they can plan the trip that works best for them.

You can still include any rules or restrictions you prefer. You can limit budgets to appropriate amounts (automatically), and even restrict the available suppliers if that really matters.

It’s basically as flexible and user-friendly as you want it to be.

So if you don’t want to build this all from scratch, what options do you have?

Great travel management tools

We’ve written another whole post on our favorite travel management software .

TravelPerk is fast becoming the name to know for business travel. The platform takes the convenience of the personal travel booking sites you love , and adds more security and oversight. Employees can serve themselves and create the itinerary they prefer, while the company can add any restrictions it needs.

It’s also much easier to manage budgets because every purchase is made in the same place. So finance teams have an immediate overview of all travel bookings, without having to beg staff constantly for updates.

TravelPerk helps you save money thanks to its low-cost inventory. Your teams can still choose great, inexpensive options for flights and hotels in that same central dashboard .

The heart of TravelBank works the same as TravelPerk - your teams can book their own travel directly within the platform. Again, everything is carefully tracked, so you can keep spending under control.

The tool also includes some expense management features which can be very helpful . When an employee uses their own money to make a purchase, they can upload the receipt to TravelBank. An expense report is created, and the company can begin the process of reimbursement.

This saves a lot of time on expense reports, which really hurt businesses each month. It also cuts down on simple errors like lost receipts , which will keep the finance team happy.

Spendesk is less of a travel management tool, but focuses more on the issue of work spending in general. That’s incredibly valuable for travel though, because the biggest challenges usually revolve around tracking spending , both during the booking process and on the road.

Like the other tools, Spendesk tracks all of your bookings and payments in one place by letting you pay with its virtual and prepaid cards. When you need to book flights or accommodation online, you use a virtual card generated by the platform. When you’re on the road, you have a physical, prepaid credit card to use. So employees never have to pay for anything with their own money .

This means no more sharing around the company credit card, and no more expense reports.

The beauty of this is that you may not even need a travel management system (as explained above). Your team can use any website or supplier they like, and you’re still going to know exactly what they’ve spent. Manager approval can be given in advance or in real time , and every purchase lines up with the right budget.

And then the best part: you can use the exact same system for all your other expenses , whether they’re travel related or not.

This highlights one of the main recurring issues with company travel: the real problem is how businesses handle expenses.

Travel and expense management

We mostly think of travel expenses as being the things you pay for while on the road. For most employees, this is drilled into their heads thanks to the painful expense report process that comes at the end of the trip.

But of course, travel spending begins from the first booking . This is usually flights, trains, or car travel - however you get from here to there. And when managed well, it’s easy to marry this spending with the costs that come later.

But most companies fall down at “managed well.” Each trip should be taken as a whole, with any on-the-go spending added to flights and accommodation. This gives the true cost of your excursion , which can then be marked against team budgets and overall company spending.

Why is this difficult?

The majority of companies have the same issues with managing spend:

There is no clear, observed spending policy

Each cost is considered unique, and not taken as part of the whole

They rely on a small handful of company cards

When the company card isn’t available (often), employees are forced to spend their own money.

3 and 4 are the reasons why tracking company spending can be so difficult. If everybody shares the same few company credit cards, it’s immediately unclear who’s spent what, and why. It’s almost impossible to monitor approvals at this point .

You have to have an impeccable spending policy - and a very diligent finance team - for this to work long-term.

And as we know, asking employees to pay out of pocket is recipe for disaster. You save a small amount of hassle at the beginning (because you don’t have to set up a better solution), but the trade-off is that it’s very hard to monitor, creates more paperwork each month, and employees hate it !

If you’re able to fix the above issues, you’ve pretty much solved your travel management headaches. All of the worst parts come down to expenses and spending. And they’re usually because these processes haven’t been set up intentionally .

As businesses grow, they tend to add processes piece-by-piece. At the beginning, when a business only has 5 team members, one corporate card is usually fine. The founder/CEO knows what needs to be spent and can make most of the payments themselves.

But as the team grows, more options get added to the mix. You go from one card to three, and there’s constant confusion as to who has which one.

When that becomes unworkable, you start asking staff to file expense reports. But still half of your payments come on the company cards, so lining up all these expenses becomes a chore .

And by the time you have a dedicated finance team and CFO, there are so many different ways of spending at work that the whole thing is a mess.

The solution to your travel-induced headaches

As is hopefully abundantly clear, the best way to fix your travel issues is to fix company spending. The more ad hoc, DIY processes you have in place, the harder it is to stay on top of everything.

Instead, you need a purpose-built expense management approach .

Your best option is to use payment methods designed for businesses. Because corporate cards and expense reports are really just a Band Aid.

The better choice is prepaid expense cards . These have customized spending limits, and because they’re not connected to the full bank account, they’re very low-risk. Plus, you can have as many as you need - one for every traveling employee.

Combine prepaid cards with virtual credit cards to pay online . These are generated every time you need to book flights or accommodation. Each is unique, so you won’t have to share the same credit card details all over the web.

Both of these payment methods include pre-approvals (logged, so you can always see who authorized an expense), and every charge is assigned to the right spender and their team.

Which means you don’t have to “track” payments at all . It’s already done.

If this is what your business is missing, now’s the time to get started. It’s easy to begin, and you’ll make your travel management (and company spending overall) safe, secure, and painless.

Take a tour of Spendesk today.

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• Corporate Finance

Corporate Business Travel: Everything You Need to Know

Katie Miller is a consumer financial services expert. She worked for almost two decades as an executive, leading multi-billion dollar mortgage, credit card, and savings portfolios with operations worldwide and a unique focus on the consumer. Her mortgage expertise was honed post-2008 crisis as she implemented the significant changes resulting from Dodd-Frank required regulations.

Corporate business travel involves the movement of individuals representing their organizations for work-related reasons. Whether it’s attending client meetings, industry conferences, or sealing business deals, this practice covers a range of activities essential for professional growth.

In the interconnected global business environment, where face-to-face connections matter, corporate business travel plays a central role in sustaining and expanding enterprises across borders. Businesses face challenges in optimizing this crucial element of their operations. Strategic considerations must be taken into account to use this element of business to its greatest potential.

Key Takeaways

• Corporate business travel can unlock new opportunities for business growth, offering the possibility of reaching new markets, connecting with a wider pool of prospects, or developing brand presence and reputation.
• Traveling for business has many benefits for individuals as well, providing them the chance to meet fellow employees, grow their career by participating in different opportunities, and network within the industry, not to mention experience new destinations.
• Business traveler safety and security are top priorities during corporate travel.
• To ensure that travel goes smoothly and stays within budget, companies should implement corporate travel policies and best practices for employees traveling on behalf of the company.

Importance of Corporate Business Travel

There are many business-related reasons to travel. It can encourage team building, promote learning, offer different perspectives, provide connection to a wider network, open up new markets, and drive sales. And whether or not the trip is for a specific purpose (such as a conference or a retreat), the benefits for employees and companies alike can extend beyond the stated intent of the trip, building confidence, cultural competency, relationships, and company reputation.

Many employees consider the opportunity to travel for work a desirable job perk, as it can offer the chance to venture somewhere that they may not ordinarily go, or to have a trip paid for by their company. And although expenses are associated with travel from a corporate perspective, they may be well worth the return on investment in terms of potential leads or sales—plus, many travel expenses are tax- deductible .

Types of Corporate Business Travel

Corporate travel can take many forms, including the chance for employees and executives to attend events, such as meetings, conferences, industry networking sessions, and fairs. Or a trip may take advantage of educational opportunities such as training sessions, seminars, and workshops. Retreats and guided trips can make for valuable team-building time in new contexts that unlock different perspectives and strengthen working relationships.

Businesses may send their employees to a different location to network, sell, teach, learn from, or generally connect with external contacts or internal employees in regional offices, or to act on behalf of the company in some way.

Additionally, from a client perspective, business travel may occur as a form of due diligence , ensuring that your vendors or suppliers are legitimate, legal, and compliant organizations—for example, traveling for regular audits to confirm that what you think is happening at your supplier organizations is actually happening.

Creating a Corporate Travel Policy

From a company perspective, travel can be a challenge to administer and manage . Costs can easily balloon out of control; travel logistics can be time-intensive to arrange; employees traveling on behalf of the company must be granted a great deal of trust; and like any form of travel, business travel can open up risks to safety, security, and health.

No matter the size of the business or the frequency or complexity of travel, a corporate travel policy can be a helpful tool for any company to set expectations for its employees, communicate guidelines and processes, keep expenses within budget, and streamline booking and logistics.

In creating a corporate travel policy, companies might consider the following for both domestic and international travel, as applicable:

• Purpose(s) of travel
• Which employees are eligible to travel
• Booking and expense approval processes
• Risks and liabilities of travel and how to manage them
• Expectations for employee behavior, including acceptable and secure uses of technology, personal vs. leisure time, communication, and entertainment while traveling
• Eligible expenses for employees while traveling, including per diem rates if applicable
• Determine if employees will be reimbursed for their expenses or given a corporate credit card to use
• Financial tracking, record-keeping, and reimbursement processes
• Acceptable booking practices and costs, including preferred agents or vendors
• Travel insurance

Of course, policies must also be communicated and enforced to ensure compliance and fairness. Including a travel policy as part of a corporate handbook or reviewing it in an onboarding or training module can be a good way to ensure that all employees receive and understand the information. Making it easily accessible for future reference on a shared drive or company portal will encourage employees to refer to it often.

Business travel managers estimate, on average, that spending on domestic and international corporate travel is at 77% and 74%, respectively, of where it was before the COVID-19 pandemic.

Setting a Corporate Travel Policy

Corporate Business Travel Best Practices

There are many best practices that both employees and companies can keep in mind around corporate business travel to ensure that it is a successful experience. These encompass everything from administration and financing to employee behavior and well-being.

Booking Corporate Travel

Booking travel can be labor-intensive and time-consuming. To improve the booking process, save on costs, and streamline expense reporting, it can be helpful to designate preferred travel agencies, online platforms, vendors, and lodgings for employees and executives to book with. If the size of the company allows, it can also be helpful to hire an employee or team specifically to oversee and administer corporate travel, or designate this duty as part of an employee’s broader job description.

Managing Travel Expenses and Budgeting

There are many financial considerations when it comes to corporate business travel, and expenses and budgets must be carefully managed to keep costs under control. Many travel expenses are tax-deductible and can be written off, representing potentially significant savings for a company. Setting a budget and clear guidelines for employees about what can be an expense and what cannot is a must, as is creating and enforcing policies and procedures around tracking and reporting expenses.

Many corporate credit cards offer travel rewards and cost-saving opportunities for business travel, as do many other vendors and suppliers in the corporate travel industry. Businesses can take advantage of these to reduce inefficiencies and save on costs.

How to Manage Corporate Travel

Ensuring Traveler Safety and Security

As with any trip, business trips are not without safety and security risks, including the potential for political or civil unrest, crime, illness, injury, accidents, emergencies, natural disasters, cybersecurity breaches, or theft.

To protect their employees against unexpected and undesirable circumstances, at a minimum, businesses will want to have a travel insurance plan in place. It’s also helpful for businesses and employees to undertake some form of travel risk assessment to aid them in navigating potential risks, and outline safety and emergency preparedness guidelines within a corporate travel policy.

Employees should also know how to call if something goes sideways, such as hotel booking issues. A travel agent? A supervisor? If there’s a hurricane, you don’t have a car, and your flight is canceled, can you book another last-minute flight to get around the weather to get home? These details should be planned ahead for.

Maximizing Productivity During Business Trips

The overlap of business and leisure, sometimes referred to as “bleisure,” is one of the main draws of corporate business travel. However, there can also be pitfalls associated with this gray area. It can be difficult to stay productive while working remotely, whether due to the many distractions of a new environment (positive and negative), or because the trip entails an increased workload or time spent away from day-to-day job duties.

Employees looking to manage their time efficiently while away should get clarity on the intended purpose and expected outcome of their trip, and their employer’s and teammates’ expectations for their workload and communication frequency. They can also plan ahead to make the most of their travel time and downtime, and anticipate time zone differences to ensure smooth communication and adjustment to jet lag.

It’s important for employees to maintain work-life balance while traveling on behalf of work. Researching food, entertainment, and fitness options and preparing accordingly can pay off in terms of mental and physical wellness, especially for frequent travelers.

Tips for Business Travel Etiquette

Traveling anywhere, whether domestically or internationally, comes with responsibilities and expectations regarding employee behavior. Perception is one of the most important factors to remember when traveling as a representative of your company. You represent your company out in the public, so you need to ensure you’re displaying any key values that your company represents when interacting with vendors, clients, and peers.

This applies to cultural sensitivity as well. Travelers should do research in advance of their trip to ensure that they can be mindful of local customs and professional etiquette and behave with awareness and respect. Even the basics, such as learning appropriate forms of greeting or how to handle money and payment, and committing a few common words or phrases to memory can go a long way toward demonstrating good intentions and building a new relationship across cultures.

Sustainable and Responsible Business Travel

Recognizing that corporate travel can have a negative impact on the environment, many businesses and individuals are reexamining their travel practices and policies to see where they can make improvements. One example is reducing emissions by booking different means of transportation when possible. In general, seeking out vendors or companies that promote sustainable travel practices and responsible tourism, and that support local communities and ecosystems, can be a good first step to reduce environmental impact.

Technology and Tools for Corporate Business Travel

Software and technology tools can be immensely useful across all aspects of corporate business travel. Travel management and booking platforms; apps for tracking expenses, navigation, or converting currency; and translation and communication tools are all things that employees and businesses alike can take advantage of before, during, and after traveling.

When it comes to technology, it’s important to account for cybersecurity risks and only bring what is necessary to reduce the potential impact of damage, loss, or theft.

Managing Business Travel Expenses

What Is an Example of Corporate Business Travel?

There are many work-related reasons to travel, but many businesses will have their employees travel for conferences, events, sales and networking, seminars, meetings, team building, retreats, and to open up new business growth potential.

How Does Corporate Business Travel Work?

Corporate travel is simply travel for business-related purposes, so the nature of the trip will depend on its length and purpose. Companies whose employees travel frequently on behalf of the business should consider creating a corporate travel policy with information and guidelines for their employees.

Who Handles Corporate Business Travel?

Some businesses employ internal teams or individuals to manage corporate travel and business trips. At other times, employees are responsible for making their own arrangements within guidelines laid out by the company. There are also corporate travel agencies that businesses can leverage to streamline and optimize their bookings and costs.

The Bottom Line

Corporate business travel can be an invaluable path to both business growth and individual career development, building strong relationships and teams. No matter what form it takes, it’s prudent for companies to collect, implement, and communicate best practices for business travel to their employees in a company handbook or corporate travel policy. This should incorporate areas such as expense and booking management, safety and security, productivity, sustainability, technology, and employee behavior and etiquette.

Michela Buttignol / Investopedia

Internal Revenue Service. “ Understanding Business Travel Deductions .”

Global Business Travel Association. “ GBTA Business Travel Industry Outlook Poll .”

Harvard Business Review. “ How to Work and Travel at the Same Time .”

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The Complete Guide to Business Travel Policy (With Free Downloadable Template)

Business trips may be unavoidable if you have overseas clients or offices in multiple locations. Or there may be international conferences that you want your employees to attend. With travel comes the hassle of booking transport, accommodation, paying for meals, and managing aspects related to the trip. 

Well, the norm is for companies to pay for any business-related expenses and business travel is one such major expense. To make budgeting and paying for corporate travel easy, it is advisable to have a business travel policy in place. 

What is a business travel policy?

A business travel policy or a corporate travel policy is a formal document that sets rules, guidelines, travel reimbursement process and other aspects related to business travel. It sets the tone for how employees should book, manage and apply for reimbursement for travel expenses related to a business trip. It must also include details on how managers should approve business travel. 

A company travel policy will include a purpose statement, scope, authorization and reimbursement processes, and travel arrangements. It will include details on transportation including airfare, per diem meal allowance, accommodation, incidental expenses and any miscellaneous expenses that may arise on a business trip. 

Usually, you may have a finance manager or a travel manager taking care of corporate travel. You could also hire an external travel agency. Irrespective of whether you manage business travel in-house or outsource it, having a comprehensive company travel policy regarding domestic and international travel can ease the process.

The objective of having a business travel policy 

The objective of having a travel policy for employees in a company is to establish specific standards for corporate travel. It is essential to be prudent. A company-wide business travel policy will set the expectations for booking business travel for different levels of employees. It will provide the basis for employees claiming reimbursements, set a process for the same and make it easy for both travellers and travel approvers. 

A travel and expense (T&E) policy is also required to help employees understand the legalities of business travel. It will also help with expense reporting and explaining to authorities how you budget and spend travel expenses as a business. 

With a T&E policy in place, you will be able to budget better, monitor employee spending, and ensure that employees have a safe trip. It is also a good way to reduce overspending and limit fraud. 

Scope of a travel and expense policy 

A comprehensive T&E policy should ideally cover all regular employees of the company. That should include top management and percolate down to interns, depending on who may need to travel. It could also include contractors, seasonal employees, part-time employees and all others who may need to travel. 

The scope should include:

• Transportation including airfare, trains and buses
• Private transportation
• On-ground or local travel 

Accommodation 

• Incidental expenses such as WiFi, parking charges, etc. 
• Miscellaneous expenses such as cost of vaccinations and boosters required for Covid
• Helpline numbers 

The repercussions of non-adherence to the company travel policy should be stringent for all.  

Why do you need a business travel policy? 

If you are a company that has employees who need to travel regularly, then it is optimal for you to have a T&E policy for employees. It has a range of benefits, not just for the business but also for your employees.

A corporate travel policy will ensure employee safety 

There is a Duty of Care that all employers owe to their employees. If your employees are on business travel, you must ensure their safety and protection. Having a travel policy for employees with clear guidelines can make travel safe. For instance, you may mandate that employees fly with a carrier with the highest safety standards. Or, you may permit employees to use private transport late at night. That is a reliable place to work.

It saves costs 

One of the biggest reasons to have a business T&E policy is to regulate costs. Research suggests that business travel expenses could grow to $1.7 billion by the end of the year. Businesses usually spend an average of 10% of their annual expenses on corporate travel. Without guidelines that tell your employees what an acceptable level of spending is, your business travel expenses could shoot up considerably. Employees may be tempted to go in for the most expensive option without appropriate guidelines in place. You don't want your employees spending on presidential suites and ordering caviar at company expense. In that case, you should consider enforcing a corporate travel policy that sets per diem limits on how much employees can spend on food, accommodation, local travel, client expenses, etc. 

‍ It makes travel management easier 

Having a clear set of guidelines on what is acceptable and what isn't when travelling for work makes the process easier for both employees and the company. Imagine if your employees had to clarify every small detail regarding their travel – what airline class is permitted, whether airport parking is a claimable expense or not, are Uber fares refundable, etc. A business travel policy makes it easier for your employees and saves time answering repetitive questions.

It reduces fraud 

When you have a company-wise detailed business travel policy, the chances of employees taking you for a ride are lower. Since you set the upper limit on how much they are allowed to spend on each aspect of business travel, such as food or accommodation, they will be forced to stick to the budget or pay for the difference themselves. When you put the onus on the employee, they are less likely to overspend, on purpose or otherwise. 

It increases fairness and transparency

A well-designed and properly communicated T&E policy fosters an environment of fairness in the company. Managers can show no favouritism. The policy will set out the budget for employees and arrangements will be made according to that. When employees see that everyone is getting equitable treatment, it will foster a positive company culture. 

Makes reimbursement process smoother 

A business travel policy will clearly state the budget for business travel. It will require employees to submit receipts and invoices to support their expenses. These can then be reconciled and settled accordingly. Having a T&E platform to settle business travel expenses will make the reimbursement process seamless. 

Who should consider creating a business travel policy? 

Whether you are a big business or a startup, you should consider having a company travel policy if: 

• You have factories in multiple locations. Managers and employees may need to travel to different sites for educational or training purposes. 
• Your business is rapidly expanding across geographies. This may require senior management or other employees to travel to other locations for business purposes. Having a travel policy will make it easier to monitor and budget for these trips. 
• Your business has clients spread across the country, or in international locations, then having a corporate travel policy is a must. Employees will need to travel frequently to liaise with clients. A travel policy will make business travel fair for all. 
• You are a company that outsources a good portion of your business to offshore vendors, you may need to visit them from time to time for quality checks and supervision. Getting a travel policy will make corporate travel hassle-free. 
• You send employees for training, conferences and seminars to other locations. This will make bulk bookings easier to manage and budget. 

What to include in your business travel policy? 

When drafting your business travel policy, there are many aspects to consider. Your T&E policy needs to reflect your unique needs, including your company's and employees' needs. Some of the fundamental elements to cover are:

Overall guidelines 

Set the basic standard of your T&E policy for business travel. Section your outline to include domestic and international travel separately. Budgets for different destinations will differ. Clearly outline who will be responsible for executing the policy at different levels. Will the travel manager handle sanctioning for everyone, or will other team managers be accountable for authorising business travel? Also, mention the timeline for making bookings. Encourage your employees to make bookings early to take advantage of cheaper rates. Apart from budgetary considerations, also look into business travel safety and security aspects. It will put your employees at ease while travelling for work.

Transportation 

You need to consider how your employees will travel for a business trip. For short domestic travel, you could consider trains or road travel. If an employee is taking their vehicle, outline whether you will be paying only for fuel or a driver. International travel may require sanctioning airline budgets. You should specify the budget for flight expenses or outline whether they are permitted to travel by business class or economy. Even while travelling locally at the destination they are at, you should specify whether employees are allowed to take cabs or whether they should stick to public transport. Even minute details such as what form of transport is acceptable while travelling to the airport or train station should be mentioned so that there is no ambiguity later on. In general, you should encourage your employees to minimise travel expenses.

If your employees need to stay overnight during business travel, you will need to provide accommodation. In the T&E policy, you must clearly state what accommodation you can provide. If your budget is large enough, you may be able to provide accommodation in a star hotel. As a startup, your accommodation may be within a budget stay. If you have your guesthouses, you could put up your employees there. Depending on your means as a company, you should define the accommodation arrangements in the corporate travel policy and communicate them to your employees. 

Travel insurance 

To increase business travel safety, you may choose to insure your employees on business trips. If you have partnered with an insurance company, disclose this in your T&E policy so that employees only avail the services of the vendor you have sanctioned. If there is any aspect of travel you do not insure, disclose it in your policy.

In case of group travel, you may be able to arrange food for all employees through a caterer or a fixed menu. Setting a budget per meal or day makes sense for solo travellers who may be dining on their own. Having a per diem allocation for meals can be economical. This section should also include details about whose meals employees are allowed to pay for. For instance, if an employee is going to a business meeting, you may enable them to pay for the client. However, a personal meeting not sanctioned by the manager may not fall under the company travel expense. You must outline these clearly so that there is no confusion.

Travel by designation 

You may have a blanket policy for everyone, or you may choose to provide upgraded services to executive employees. For instance, you may allow senior management to travel by business class and book accommodation in star hotels. While this may seem like additional expenditure, it can also be a way to motivate your employees. If you plan on providing differential travel arrangements for employees, you should mention this in your T&E policy. It will make it easier for your budgeting team to allocate resources accordingly.

Reimbursements 

You cannot prepay all expenses. There may be expenses that might arise while on the business trip, such as sudden meetings with clients, an add-on fee at a conference, etc. You need to state what expenses can be reimbursed and what cannot. You could issue a corporate credit card to your travelling employees to make the process easy. Even while giving the credit card, you need to be specific about which expenses they will be able to claim. Aspire provides unlimited corporate cards that you can issue to teams that help reduce or avoid forex charges, integrates seamlessly with your accounting software and makes it easy to track expenses. We also have specialised reimbursement software that is a delight for employees, accounting teams and the entire organization. 

Non-reimbursable expenses 

It may be prudent to include a section on non-reimbursable expenses. For instance, if you don't specify that entertainment expenses are excluded from business travel budgets, your employees may assume it is allowed. That could lead to confusion later on. You may not reimburse costs such as using a hotel's spa, swimming pool, gym, minibar, room service, etc. Mention this in the T&E policy.

Non-employee travel guidelines

For extended business trips, you may allow your employee to travel with their spouse or children. However, you may require them to stay in the same room or accommodation you have provided. Suppose you are allowing your employees to travel with their families. In that case, you need to specify which family members they are allowed to take with them and whether you will be paying for their travel or sanction any additional expenses.

Miscellaneous expenses 

If your employees are going to attend a conference and there are registration fees involved, your T&E policy should specify whether you will be covering the expenses. Any other miscellaneous costs such as parking fees at an airport, excess baggage, laundry services while staying for extended durations, gifts for clients, tests and vaccinations required for travel under Covid-19 protocol, etc., should also be specified in the T&E policy. Leaving any expense uncovered could create room for doubt and increase your travel budget.

Special Circumstances and exceptions

It is essential to outline a section dedicated to special circumstances such as missed flights, trains or buses, double bookings, lost tickets, surcharge fare on public transport, etc. You should outline every possibility and have a backup plan for employees to follow. Having these in your guidelines will eliminate ambiguity and a possible overcharging by employees. 

‍ Approved list of agents and partners 

Your business travel policy should include a list of pre-approved agents, vendors and partners you have tied up with for different purposes. For instance, you may have partnered with a group of hotels to avail corporate discounts. This should be stated in the company travel policy. You should also provide contact details, customer care numbers, discount codes, etc. wherever applicable. 

Reimbursement process

For expenses that are not prepaid, you need to have a reimbursement process in place. This includes the reimbursement timeline, instructions on how to submit receipts and vouchers, which software to use while applying for reimbursement, who issues reimbursements, how long the reimbursement process will take, etc. 

Escalations and emergencies 

Your T&E policy should also include details regarding what to do in case of emergencies. You should provide a company helpline number as well as a local person of contact to lean on in case of emergency. For other issues and escalations too, you should provide a separate point of contact. Not equipping your employees with these details could leave them lost and confused in unexpected circumstances. 

Things to consider before drafting a business travel policy 

As you can see, there's a lot of detail to drafting your business travel policy. Here are some steps to keep in mind while creating a comprehensive business travel policy:

Identify your objectives 

Before drafting your travel policy for employees, outline what the objectives are. You should be considering employee safety, cost management and a streamlined process; if you want your employees to have a self-serve option, you must design your T&E policy accordingly.

Consider your employees' needs 

A business travel policy should not be solely from the company's point of view. You should also consider your employees' needs. Ask questions like whether your employee will be comfortable in the accommodation you are approving, whether the meals budget will be sufficient, is it safe to take public transport in the location they are travelling to, etc. You could employ a professional travel manager to make these decisions.

Set clear guidelines 

An ambiguous T&E policy will do as much harm as not having a policy. Make sure to set clear guidelines on what is acceptable during business travel. From transportation-related expenses to paying for clients and gifting policies, outline every detail, so there is no room for doubts.

Put it in writing and circulate it 

Write down your company travel policy in complete detail and make sure that every employee is aware of its existence. Doing this will ensure that they stick to the regulations. If you think an employee will need to travel, send the business travel policy across to them anyway. Also, make it accessible on your employee or HR portals so that employees can refer to it at any time.

Travel and expense policy best practices 

Follow these travel and expense policy best practices to ensure you have an easy-to-follow T&E policy:

Keep it simple

Your business travel policy should be comprehensive, but it should also be easy to understand. Avoid jargon and legalese in your corporate travel policy. If you have a lot of terms that are difficult to understand, include an index. That will make it easy for your employees to follow the travel policy and stick to it. If your policy is too complex, your employees may have difficulty keeping up and disregard the guidelines.

Be clear with your rules 

When drafting your travel policy, be clear and definite with the guidelines. Providing room for ambiguity can lead to your employees taking advantage, even if unintentional. If you have a comprehensive company travel policy that covers every aspect of travel, you are more likely to succeed with its implementation. Emphasise the importance of your employees sticking to your business travel policy and specify the repercussions of not adhering to the guidelines. To make the process smoother for your employees, you could create a detailed section with frequently asked questions. That will help make your business travel policy airtight.

Make your policy visible 

For your corporate travel policy to be successful, you need to communicate it to your employees. Instead of burying your T&E policy inside another policy such as employee guidelines or HR rules, make it standalone. Integrate it with your travel booking process so that there is no chance they miss it. The policy should be easily accessible on your employee portals.

Look into employees' needs

Don't limit your T&E policy to budgetary objectives alone. Frame your business travel policy keeping your employees' safety, requirements and preferences in mind. It is possible to arrive at a solution that answers all of these. For instance, you could permit business class air travel for business trips that exceed 12 hours. It will make your employees more comfortable and improve their productivity on the business trip.

Include a care plan

A travel policy should always include a care plan. If your employees fall sick during the trip or meet with an accident, you should have a healthcare option available easily. The health insurance you provide may not cover healthcare expenses in specific destinations. Evaluate what is covered under the health insurance policy and see how you can top it up for travel. Travel insurance is also a must to ensure a safe and comfortable trip.

Incorporate flexibility

Whether you are a startup, a small-sized or a medium-sized company, you should consider making your business travel policy flexible. As long as you put broader rules in place, giving your employees some freedom to decide their travel plans can make them feel more at ease. Giving your employees the option to book their travel, choose from a range of accommodation choices, different insurance providers, multiple means of transport, etc. are ways to make your corporate travel policy more flexible.

Look for feedback

Feedback and suggestions can go a long way in helping you improve your business travel policy. Make it a point to collect employee feedback on the positives and negatives of  business travel at regular intervals. You could consider monthly, quarterly or half-yearly feedback, depending on how frequently you employees travel. If you notice similar problems recurring among employees, you could consider changing that aspect of your travel policy.

Review your T&E policy frequently 

To keep up with the times, you should review and edit your travel policy from time to time. Consider the different issues that have cropped up with business travel and incorporate the changes diligently to make your procedure more effective.

You can use Aspire's Spend Management tool to track your travel expenses and employee reimbursements. Spend management will help you track all your company's business travel expenses in one place, all in real-time. Our one-click reimbursement process makes it simple to claim any expense, set limits on spending, store all receipts in one place and much more. By segregating your business travel expense spend from other reimbursement expenses, you can make travel expense management more accessible and streamlined.

Want to implement a Corporate Travel Expense Policy but still not sure where to start? Download our free travel policy template and begin your journey to create a robust business travel system!

Bonus: Travel expense reporting best practices 

Travel expense reporting is just as important as creating a comprehensive business travel policy. Following travel and expense reporting best practices can help you control your T&E spending. It has many advantages. You can understand how the travel expense budget is split. You can identify spending patterns and understand where most of the money is going. You can generate reports based on these analyses and involve the senior management to figure out how to handle the budget better.

Here are some travel expense reporting best practices to follow:

• Create a mechanism to report total spending at a company and department level.
• Report expenses both in international and your company's local currencies for an international trip.
• Issuing corporate credit cards can help you track expenses better since you can set up a system where you get real-time updates on spends.
• Use an expense management software that makes tracking easier.
• Ensure you use an expense management software that automatic categorizes expenses and syncs it with your accounting software for faster closure of books. 

Conclusion 

To scale your business and take advantage of new opportunities, you may need to send your employees on business trips. It would be best if you could put a business travel policy in place. A business travel policy will ensure that you have clear guidelines for travel, making business trips productive for you and effortless for your employees. It is also a way to ensure employee safety and at the same time, help you save costs.

If you are unsure how to create a company travel policy, use available pre-existing business travel expense policy templates and customise it to meet your requirements. Keep travel and expense policy best practices in mind before creating your business travel policy. Aspire's Spend Management tool can help you track your T&E budget and keep an eye on your travel and expense policy.

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7 Step Guide to Writing a Business Travel Policy

Download the PDF eBook version

It’s common to assume that you might not need a business travel policy. Maybe your company is only just starting out, still in its early growth stage, or just doesn’t do much business travel.

That line of thinking couldn’t be more wrong, though.

A company travel policy isn’t something exclusive only to large businesses. Even small startups whose employees only travel twice a year can really benefit from having a solid corporate travel policy.

Corporate travel policies reduce time-wasting, repetitive, and redundant questions. It’s a place to turn to for convenient answers and guidance to ensure everything is on the up and up with the company.

Having a business travel policy in place helps foster fairness and transparency. It also provides employees with greater freedom and autonomy while maintaining corporate authority and management.

Most importantly, it also serves as a way to ensure the safety of your travellers, especially in today’s post-COVID world.

Now that we’ve established the need for a travel policy, how do you go about building one that employees would follow?

Creating, maintaining, and enforcing a company travel policy doesn’t mean micromanaging every last detail of your employee’s business trip. Instead, it means providing them with the tools and information they need to feel safe, comfortable, and supported by the company.

Moreover, many travel policies today centre around flexibility and providing employees with greater freedom to arrange their business travel.

Our guide will give you everything to do exactly that — we’ll discuss various travel management styles, provide tips for creating modern travel policies, and offer techniques to help increase compliance.

The Downside of Travel Policies

Anything connected to the word “policy” is often instantly deemed complicated and overwhelming. Company travel policies are no different. Travel arrangements and requirements can already be time-consuming and challenging to take in without adding company rules into the mix.

When we know what employees don’t like about their current business travel policy or what keeps them from fully using them, we can create policies that specifically avoid those issues.

4 Common Problems with Travel Policies

• The policies are too technical or difficult to understand.
• Almost no one bothers to read the policies due to their length.
• No one remembers the content of the policies.
• Companies don’t automatically enforce travel policies.

These issues contribute to a low policy compliance rate. A 2018 survey by Skift and Turkish Airlines showed that only 60% of business travellers follow their company’s travel policy, particularly when booking their accommodations.

Understanding the common problems with travel policies can help guide us in creating one that employees would want to use and appreciate.

Failure to heed these common problems can easily make all the effort we put into creating a great corporate travel policy to waste.

Don't have time to finish this guide now? Download the PDF eBook version

Why Build a Corporate Travel Policy?

The difficulty in creating and ensuring compliance with business travel policies might turn you away from putting any policy in place. You wouldn’t be the only one to think this way, either.

Sixty percent of companies in the U.S. don’t have a corporate travel policy in place.

However, in doing so, you can miss out on several important benefits — not just for employees but for your company.

Travel Policy Benefits for Travellers

• Clear rules and regulations
• Less hassle when making travel arrangements
• Fairness amongst the team
• Ensure safety and wellness
• Better flexibility and autonomy

Travel Policy Benefits for the Company

• Lessen travel cost spikes.
• Improve management over company travel expenses.
• Streamlined reimbursement protocol.
• Increased fairness helps foster better employee sentiment.
• Positive company culture.

Creating a business travel policy provides you and your company with clear guidelines. This, in turn, helps ensure fairness and equality for everyone.

A Step by Step Guide to Writing a Business Travel Policy

Now that we’ve had a better perspective on travel policy dos, don’ts, and the benefits, it’s time to focus on writing one.

Here is a quick look at our seven-step, fool-proof process for writing a modern business travel policy:

1. Review existing or previous travel policies

Similar to how we took a look at the dos, don’ts, and benefits, it is also important to review old or existing policies.

2. Outline policy goals and identify stakeholders

In any project or undertaking, it is best to start with clear goals and priorities. Regardless of whether you choose to focus on reducing confusion or limiting travel expenses, you and your team should be clear on what the policy’s focus should be.

During this stage, it's important to involve all of the right people. This will help ensure the fairness and appropriateness of your travel policy.

3. Ensure it’s easy for everyone to use the policy

As early as now, think of a way to make using your travel policy convenient for everyone who may need it — whether they are rank and file employees, supervisors, or executives.

This will help ensure that everyone is aware of the new policy, where they may access it, and how to use it.

4. Decide on the travel management style or strictness

Before you can create the travel policy’s rough draft, it is important to choose your travel management style. Along with this, you also need to determine your level of strictness.

These two factors will help ensure that all parts of your policy are in line with each other. They will help when making decisions regarding individual rules, tools, and more.

5. List down what to include in the travel policy

After working through your travel management style and strictness, start brainstorming what you want to include in the document. You can use an old travel policy or a successful one from a competitor as a reference for what to and not to include.

6. Create the first draft

Finalise the list of things your travel policy needs to have, then start writing the first draft. There are templates available online that may help make finishing this stage easier and faster.

7. Implement the travel policy

Expect your first draft to go through several revisions. However, once the final version has been approved by the management, make sure to share it with the whole company.

Immediate, company-wide implementation and briefing on how any travel management tool you use is necessary to encourage adoption and full compliance.

A Detailed Dive into the Writing Process

The outline we provided is only a brief look into what you should expect to do for each step. In the following sections, we will dive deeper into what each step would entail.

Review Your Current Travel Practices

What travel policy do you currently have in place? If you don’t have one, what are your employees’ travel practices? Answering these questions will help you get a better idea of what works, what employees prefer to do, and what to avoid.

It is best to do this with your company's major stakeholders, including the HR department, finance, and upper management. Having a few frequent business travellers join in the meeting would also prove helpful. If not, then asking your employees to answer a survey regarding your travel rules or practices may be a suitable alternative.

Set Your Policy Goals and Identify Stakeholders

A smart travel policy requires clear priorities and goals. These will give your writing purpose and steer you in the right direction. Additionally, it’s important to define the accepted business travel purposes so that all employees understand why it’s necessary and when they may be expected to go.

It’s also important to identify and notify your stakeholders. Ask yourself, who are the people whose input is necessary for the project? Who are the people whom your travel policy would affect?

Here is a list of people who should be involved in the creation of any travel policy:

• Human resource department
• The finance department (specifically the CFO and controller)
• CEO and COO
• Travel manager
• Office manager
• Frequent business travellers

These people are the most important ones to include in the discussions. They can either help write the document or be involved in its approval. After holding a kick-off meeting to establish priorities and goals, you can simply reach out to the stakeholders individually to minimise any disruptions in their regular duties.

A 3-Step Guide to Setting Future-Proof Priorities

Referring to your old travel policy (or your competitors’ if you don’t have one) will help you determine your priorities.

Step 1: List down what works in your teference travel program. This can be as simple as “travel expenses are exceptionally high in X city” or “employees still book flights or accommodations out of policy.”

Step 2: Set clear core goals. We recommend having two to three core goals for updating or creating a corporate travel policy. An example of a core goal could be “to meet the needs of a growing company or team.” Under each core goal, you can list down secondary or specific priorities.

Here are several basic travel policy priorities that most businesses share:

• Limit unnecessary travel expenses
• Improve transparency and visibility
• Boost employees’ travel autonomy
• Increase overall efficiency and satisfaction of business trips
• Reduce employee confusion
• Streamline manual work for the HR and administrative departments
• Improve traveler safety and duty of care
• Boost travel policy compliance
• Improve convenience in making travel arrangements

Step 3: Discuss upcoming changes in the business. Doing so will help you future-proof your travel policy, at least to a certain extent. Important changes to take note of include office consolidations, expanding to new locations or offices, hiring more people, and any potential long-distance business partners.

Ensure Every Employee Can Use the Travel Policy

There are two ways you can create your company travel policy. These are:

• Classic or traditional method: Providing employees with a hard copy or a PDF document of the policy handbook, a link to an intranet page, or publishing it on the company’s internal wiki page.
• Automated or in-app method: Customising a travel management platform according to your policies and providing access to the employees. This allows the company to automate business travel booking arrangements in real-time.

We also recommend combining these two methods. Having an easily accessible app automates the process but having a classic corporate policy document gives employees something to refer to in case they have questions.

Aside from publishing it internally through a company wiki page or intranet page, it’s also common to provide employees with a link to a shared file folder or PDF via cloud data services, like Google Drive for example.

Additionally, it is a good idea to provide new employees with either a hardcopy or digital file during the onboarding process.

All About Travel Management Platforms

One way to make sure that everyone in the company can use the travel policy you create is by using a travel management platform.

A travel management platform or system, also called corporate travel management software, helps improve travel coordination and booking processes. It is one of the most convenient ways to manage travel arrangements internally.

Instead of spending more time manually planning trips across different websites or platforms, you and your employees can simply use one system to manage everything. This includes finding the most affordable flights, the best accommodation locations, and even arranging reimbursements for canceled or missed flights.

We highly recommend choosing a travel management tool like Locomote (shameless plug) that allows you to incorporate and or create your travel policy in its system. This helps ensure automatic policy compliance.

Decide on the Travel Management Style and Strictness

It’s crucial to determine your travel management style and level of strictness before listing down what you want and need to include in the document.

Travel management style refers to how you want to structure your corporate travel arrangements. This essentially means deciding on whether to have a hands-on or hands-off approach.

Will an administrator or manager handle all the bookings? Or will you give employees the freedom and autonomy to choose their travel arrangements? Will the employees be allowed to extend official business trips to mix it with personal or leisurely travel?

As for the level of strictness, this mainly refers to the restrictions set on your chosen booking tool or travel management software.

For example, will the system still allow employees to make bookings outside of your set policies? Will they need a manager’s approval to do so? Will you require approval for all travel arrangements they make, even those that follow the company’s policies?

In deciding the style and strictness level, it’s crucial to seek the opinions of your stakeholders. The company executives, HR department, and Finance teams have the most say in this case.

Figure Out What to Include in the Travel Policy

So, what exactly goes into a corporate travel policy? It’s simple: anything and everything employees might want or need to know about traveling — both domestically and internationally.

Remember, the goal in building a business travel policy is to provide employees with a helpful reference in case they have questions. Here is an overview of some basic rules and modern guidelines:

Booking and Approval Process

• Who makes the airline and hotel bookings?
• What are the requirements for travel approval?
• What tools or platforms should employees use?

Travel Safety

• What type of travel insurance do employees get?
• Who is your duty of care vendors?
• What are your emergency procedures?
• Who is your employees’ point of contact in the company in case of travel emergencies?

Accommodation Expenses

• What is the maximum allowable spend per night?
• Are there different budgets for different cities?
• How can employees get corporate hotel rates when booking by themselves?
• Are employees allowed to book alternative accommodation, such as AirBnB?
• What types of alternative accommodation are allowed?
• Are there circumstances where alternative accommodation is not reimbursable?

Airline Travel Expenses

• What is the maximum allowable spend per domestic flight?
• What is the maximum allowable spend per international flight?
• Can employees book flights without approval?
• What is the required minimum amount of time to book in advance?

Ground Travel Expenses

• What are employees’ options for ground transportation?
• What are the company’s preferred modes of ground transportation?
• Is there a maximum cost per train ticket?
• What are the rules for renting vehicles?
• What are the rules for using personal vehicles?
• Are employees entitled to fuel and accommodation reimbursements for multi-day drives?

Food and Daily Allowance

• Will daily allowance be provided?
• What will it include and not include?
• What are the daily allowance limits?

Entertaining Clients

• What counts as client entertainment?
• What is the maximum cost per entertainment ticket?
• How much can employees spend without needing approval?
• What is the maximum spend per meal for clients?

Reimbursement Processes

• Until when can employees file for reimbursements?
• What purchases or expenses count as non-reimbursable?
• Who approves reimbursement claims?
• How should the reimbursement claims be submitted?
• How do employees submit expense reports?

Leisure Trip Extensions

• Does the company allow “bleisure” or business leisure travels?
• What counts as business leisure trip extensions?
• Will the company shoulder accommodation extensions?
• Will employees continue to receive an allowance during leisure trip extensions?

Create Your First Business Travel Policy Draft

The key to creating a business travel policy that employees would find helpful and gladly follow is to always put the employees’ needs first.

Moreover, make sure you take into account the current size of the company and its expected growth in the following years. Although the company may be limited to business trips to neighboring cities or states, for now, a fast-paced growth may require international travel in the following year or two.

As such, it’s important to try to include policies for everything the employees may experience in the future. Future-proofing your business travel policy allows you to keep it for a longer time and avoid rewriting it each year.

Get feedback from different people after finishing the first draft. If there are points that need to be revised, do so before submitting the first draft for management approval.

It’s normal for travel policy drafts to go through several rounds of revisions. Don’t be disheartened by these. Instead, use it as an opportunity to improve the policies and get actionable feedback from the people who would eventually use them.

Implement the Business Travel Policy

Once the travel policy is approved by the company executives and other stakeholders, you can start to share it with all the employees. We recommend having a town hall meeting to introduce the new policies and brief employees on the most important points.

Another way to improve policy implementation and compliance rates is by providing all employees with a copy of the document. You can do this through a company wiki page, an intranet page, a shared folder or file on the company cloud platform, or a printed booklet.

But how can you ensure employees will read the document?

The best tip we can give to boost policy read-through rates is to include the reimbursement information in the travel policy document. Everyone loves free stuff — and reimbursements count!

Including information that employees genuinely care about in your business travel policy increases the chances of them reading through the whole document.

How to Create an Automated Travel Policy in Locomote

After creating or updating your travel policy document, make sure to create an automated version, too. This is what will boost your travel policy’s compliance rate and further improve employee freedom and autonomy.

Locomote is one of the best business travel management platforms in the market. Our award-winning technology allowed us to help large and small companies streamline their travel programs.

Using our system, travel managers and employees can book, manage, track, and report in one convenient platform, globally.

Now that we’ve guided you on how to build a travel policy document, you can use it to set up an automated travel policy using the Locomote.

Benefits of Using Locomote

Locomote offers a wide variety of benefits for both businesses and employees, including the following:

• Clean and modern user interface
• Easy to navigate mobile app
• Transparent pricing
• Offers group booking
• Dedicated 24/7 travel support at no extra charge
• Allows employees to book their trips
• Real-time data reporting
• Per department budget limits
• Integrates with expenses or finance management tools
• Accepts multiple payment methods

In today’s post-pandemic world, business and leisure travel can still be quite tedious. As infection rates go up and down, and cities and states react accordingly, responding as fast as possible are necessary.

That is exactly what Locomote provides.

Using our platform, travel managers can easily make adjustments based on new travel restrictions and pandemic rates.

You can also adjust the settings based on the data our platform collects from all the travel bookings and costs reported.

How To Cut Travel Expenses Using Automated Travel Platforms

Thanks to our clients and their thousands of employees that use Locomote, we were able to gather enough data and find more ways to help businesses like yours cut down on travel costs.

• Booking flights at least a month or farther in advance if possible
• Providing access to low-cost airlines or carriers, such as Jetstar, EasyJet, Spirit Airlines, and more
• Offering flexible booking rates for easy cancellation or changes
• Setting caps for hotel costs and daily allowances
• Providing options for streamlined account reconciliation

All of these are possible through Locomote. Together with our per-trip pricing setup, exclusive rates, and discounts, companies can save up to 34% in total business travel costs.

Improving Your Corporate Travel Experience

Better business travel management equals a smoother overall travel experience. Help your employee travellers feel more empowered by giving them freedom while also optimising your travel policy.

See how we can optimise your travel program and make your company more efficient.

Click here to get a free, in-depth product demonstration and walkthrough.

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Accommodation without a visa - Yekaterinburg Forum

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Accommodation without a visa

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Will be in Yekaterinburg for 20 hours in transit from Dushanbe to Dubai. Is it possible to get accommodation at one of the airport hotels without getting a visa?

Unlikely but why not call/write to them and ask?

http://www.koltsovo.ru/en/airport_hotels_1

Don't think so... :-(

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8 procedures for busy office managers booking business travel

1. create a procedure for business travel.

• Do some employees ask you to book their trip over email while others ask you in person?
• Do some employees give you all the info you need while others give you just dates and locations?
• Do some employees tell you their seat preferences when first requesting the booking while others mention special requests days later?

2. Take advantage of automation

How to improve travel policy compliance with travelperk, 3. save traveler info where you book flights, 4. don’t make employees pay for trips and then request reimbursements later, 5. don’t waste time looking at the wrong hotels, instead only search among hotels that are:.

• Preferred by your company
• Benefit from negotiated room rates
• On budget with allowable expenses for your travel destination

Want to know how travel tech can save you money?

6. give the traveler all their trip details in one place, 7. go above and beyond for executives, 8. demand great customer support whenever you book travel.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
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