Many company’s chief financial officers will tell you that their employees do a very poor job of staying in compliance with their corporation’s travel policies. Others will tell you that they are constantly being asked to pay for expenses exceeding proposed budgets. This constant fight can be handled by making sure that travel policies are clear and up-to-date along with appropriating funds correctly. Many company’s chief financial officers will tell you that their employees do a very poor job of staying in compliance with their corporation’s travel policies. Others will tell you that they are constantly being asked to pay for expenses exceeding proposed budgets. This constant fight can be handled by making sure that travel policies are clear and up-to-date along with appropriating funds correctly.
Regardless of a company’s size, they should have written corporate travel policies that are in line with the company’s culture. These policies should clearly spell out where employees are expected to book their travel or if they can choose to book wherever they find the best rates. Policies should also enunciate when corporate travel cards will be used and when employees can use their own credit cards while receiving compensation at a later date. Furthermore, the policy should state what class of flights will be covered and if particular airline alliances are preferred. The policy should state how to determine the type of accommodations the employee must choose along with how to determine an appropriate rate. Policies should also be put into place on car rentals, taxis and other forms of transportation allowing employees to understand when these expenses will be covered. Clear and realistic policies are likely to increase employee compliance.
The corporate travel policy should cover an estimate of a reasonable cost for airline tickets into different cities. Encourage employees to book as far ahead as possible by putting a requirement in place that tickets booked on short-term notice must be approved by upper management. Encourage employees to use exchange rates to the company’s advantage. Additionally, make it fun for employees to hunt down the best fare for their seats by splitting the savings with them.
|Average Ticket Prices US to Major Destinations|
|Destination||First Class||Economy Class|
|US to Africa||$5,800||$4,800|
|US to Asia||$3,800||$2,800|
|US to Australia||$5,800||$4.800|
|US to India||$5,000||$3,700|
|US to Europe||$3,500||$2,500|
|US to South America||$3,800||$2,800|
Corporate financial officers can help keep travel budgets under control by making sure that all policies are outlined clearly in writing so that employees know what is allowed and what they must avoid. The policy should cover all areas of travel including airlines, taxis, car rentals and trains. The written directions should also cover when a hotel will be paid for along with advice on picking out great ones at reasonable costs. Encouraging employees to save money by splitting the rewards with them when they find a great deal may also help keep costs in check.
About 48 percent of all business executives who make more than 13 trips a year say that their primary concern when traveling is staying safe. Business travelers should take precautions to stay healthy while traveling along with using caution to protect themselves from dangerous situations. It is essential that travelers know what to do in various scenarios. Businesses should create a written plan covering the most common scenarios along with what they expect their employees to do in each case when traveling overseas.
Travelers can take several precautions to help them stay healthy when traveling overseas. All employees should be washing their hands on a regular basis. Encourage your employees to drink bottled water. When setting up travel itineraries, read reviews of restaurants as choosing top-rated restaurants often helps one avoid food contamination. Within reason, allow employees to use part of their travel budgets to stay active or house employees in hotels with good fitness facilities. A company’s travel budget should pay for recommended vaccinations wherever they choose to send your employees. Employees should have access to the latest travel health warnings from a reputable organization before leaving.
Employees should have a list of the best hospitals and emergency clinics in the area in a folder when they travel. The name of these facilities should be written down in the local language helping employees share the information with taxi drivers and chauffeurs if needed. Furthermore, it is a great idea to write down any health conditions in the local language. Teach employees that they can contact the local embassy for more help. Many companies pay for travelers’ insurance on their key employees or offer it at a greatly reduced rate.
Staying safe on the road begins with booking the right hotel. After checking a hotel’s reputation, then book a room between the third and sixth floors for your employee. Rooms located on the first floor are more prone to being broken into while those above the sixth floor are harder for emergency responders to reach. Teach employees that if their room number is announced when they check-in that they should immediately ask for another room. In addition, encourage travelers to carry their own hotel safety devices with them.
Someone at the company’s headquarters should have immediate access to any employee’s travel itinerary. Employees should be taught who they can contact 24 hours a day seven days a week to receive help if they feel like they are in trouble. A file should be created with copies of the traveler’s passport and tickets. The employee should give this to someone at the office before embarking on their travels; they should also give it to a trusted family member or friend along with emailing a copy of it to themselves.
After they leave, employees should be encouraged to carry all their important travel documents, credit cards and cash in different locations. The safest spot to carry these important items is in front pockets as it is much harder to pick a front pocket than a back. Employees may be tempted to turn their back for just a second if the documents and money are in a pocketbook.
Staying safe while traveling on corporate business begins with staying healthy. Take precautions before leaving by getting the right vaccinations and reading about the area. Drinking bottled water and hand washing can help prevent many illnesses. Encourage employees to make copies of their travel documents and to carry all important papers and money in separate locations. Ask employees to choose hotels based on their safety ratings.
If you run a business that demands travel, then you more than likely to have some sort of travel policy in place. Your travel policy also should have procedures in place that cover most contingencies that employees might face on the road. But when was the last time your policy was reviewed? It is a good idea to do this at least once a year to make sure that it’s not limiting your business growth and frustrating your employees. The other reason to do this review is that change is pretty constant in all things and reviewing your company’s policies and procedures in travel and expenses related to travel and business may be exactly what you need to drive up your business results and decrease your travel expenses.
Here are five things you may want to consider when creating or updating your company travel policy. First of all, base your policy on the employees that will be traveling the most and on what they feel and on what would be beneficial for them. As an example, they may not care what hotel they stay at, but they may prefer to eat better than the fair available at a low-cost hotel. In that case, the money you saved on accommodations could be reallocated on better dining options. Avoid a standardized travel policy, instead, you could even adapt it to the traveling employee’s lifestyle.
Your travel policy is a tool for communication. If properly laid out it will provide clarity and boundaries for those employees that travel. It is a company guideline policy. It should detail everything from booking flights to reserving rental cars. It should also put whatever limits are expected by the company for payment of these services. As an example, do you expect the lowest air fares available to be purchased by your employees or is first class acceptable? All of these things need to be communicated in you travel policy manual.
Don’t forget that travel, especially long-term traveling, will take your employee away from their friends and family. This can take a physical and even a mental toll on people. You can soften some of that burden by allowing your traveling employees to use their personal travel reward memberships for flights and even hotel stays. This way they not only are making a paycheck but they are also accumulating points toward their next family vacation.
Because the price of travel is constantly changing, travel policy and procedures manual should be reviewed at the very least on an annual basis. This will allow you to balance your travel budget by being aware of any additional costs that crop up. Here are a few of the items that you might want to know about.
When you create a travel policy, always be sure to put in checks and safeguards to prevent employees from taking advantage of the company. Turning in receipts in this digital world we all live in today is just not enough as technology advances. As it advances, so do the chances for successfully manipulating travel expenses by employees. There are, as an example, websites that actually allow the users who log in generate fake receipts. Here is an example of what I’m talking about, just click or paste the hyperlink http://goo.gl/XT6WNb into your browser. Because of sites like this and the fact that it’s illegal to request an employee’s personal credit card statements, there is little chance of proving that this sort of activity goes on with the employees you have that do travel.
However, there is a way around all of this without calling an employee’s character into question, just get your company to issue the traveling employee a corporate credit card. Another way to attack this problem is with a company expense card. Expense cards can be managed easily and all expenses can be tracked and accounted for as they are paid for. You have the ability to approve card funds and even set limits on spending if you wish. Which one is best for you is personal preference.
One of the biggest expenses a company has, is with airline travel. However, what many people are unaware of is that you may be able to actually negotiate airline rates. You can, if you have an attractive travel schedule, even be able to get into a cooperative traveling schedule with an airline. These kinds of arrangement do occur depending on the amount of travel you intend on doing and some other factors. While this is becoming harder to accomplish, it’s still possible if you can demonstrate a significant travel volume, and your ability to control and shift your travel volume to a preferred airline.
Negotiating rates with airlines is, however, becoming an increasingly difficult proposition as airlines consolidate, trim routes and limit discounts to protect their always-fragile bottom lines. It can still be done, but in order to even get an airline to pick up the phone and engage in negotiations, you have to demonstrate a significant travel volume, and the ability to control and shift that volume to a preferred airline. Once you have that foundation, set realistic goals for negotiations based on the scope of your travel program. If you are inexperienced with these negotiations, you might need to use a knowledgeable consultant for their expertise.
Another way to handle these costs is by using a Travel Management Company. What they can provide you, can be all inclusive if that is what you need. They can decide on the class of service employees are allowed to fly on, they are able to negotiate corporate fares with airlines and hotels, and can even how corporate credit cards are used by your employees. For many, if not most companies, travel and expense costs are generally the second highest controllable annual expense facing a company.
The Travel Management Company’s job then is to offer a set of comprehensive services to its clients. They may have the ability to provide you with the best airfares and give you all the tools that you need to manage, to adapt and to advise your travel requirements. Whether their customers are large or small, they can enhance the travel experience and make certain that the business travelers itineraries are successfully met.
Another thing that is important to the companies that provide this service is the customers’ travel management needs. To remain competitive, the best of these companies offer solutions that are reliable, cost-effective, and compliant with local ordinances. However, what generally sets a business apart from its competitors is its customer service. The difference in travel management companies is, of course, their customer service and their scale. Are they local, regional or global and are they innovation driven or technology driven?
There are, as you may have noticed here, many variations of services available in different Travel Management Companies. The only way to really determine which one is best suited to your needs is to do a Google search and either go onto their website or give them a call and talk to them about your needs. Once you find one, you are comfortable with, always get several referrals you can speak with to double check their references. In fact, talk to the company CEO, the owner of the company or their Chief Operating Officer to get to the truth of how effective the travel management company actually is in providing the services that you need.