Improving Company Travel Compliance While Keeping Budgets in Check

Improving Company Travel Compliance While Keeping Budgets in Check

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.

Corporate Travel Policies

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.

Cost of Airline Tickets

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  
DestinationFirst ClassEconomy 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.

What is Business Travel Management?

Different Types of Business Travel Management (BTM) Companies

People know about business travel, but it’s not to be confused with business travel management. Business travel is just travelling for business purposes and that’s it. Business travel management, aka corporate travel management, is the utilization of strategic techniques so that businesses can control expenses, initiate better travel spending, and ensure safety in travelling. Business travel management companies handle business travel management. They handle all the ins and outs of travel management for businesses so that their clients won’t have to worry this process that could be really tedious.

In researching, there is no variation of business travel companies. They are all basically the same in that they are for-profit businesses specializing in providing the best service possible for corporate travels. The companies may differ in various offers from one another, and they are in competition with each other for more customers. One company may have different offers on group travelling for businesses, another one may offer no fees for after hours, and another one may offer monthly pricing plans. And no matter what offers each company may have, the bottom line is to provide the utmost service in corporate traveling where businesses can get the best return possible on investment. And furthermore, with all the steep competition, these companies go out of their way to sway consumers in thinking each one of them is the best business travel management company for them.

Benefits and Trends

There are tons of benefits when utilizing business travel management. For one, business travelers will obtain the most cost effective tools available when using business travel management companies. Also, the following are other benefits for using a proficient business travel management company:

  • Mobile and Online Tools – this is a trend and a benefit mainly because of the convenience in checking on the status of the flight as well as other things. With tablets and smartphones used many times by consumers while travelling, they use it for business and personal usage. These travelers can be productive while travelling, they can check the status of their baggage at the airport, and they can conveniently reach destinations. Also, in this hi-tech age, consumers expect the travel partners and their employers to provide them with time saving amenities to ensure efficiency while on the go. Besides, for the employers and the travel partners to win, the employees must be properly equipped. The employees are the representatives of their companies, and business will continue to be prosperous for the travel partners due to their superior services.
  • Taking Advantage of Bleisure – bleisure is the blending of the words, business and leisure. With this blending of words, one can see that it’s a traveler having some leisure time while on a business trip. Having said that, business travel management companies have been working on providing different perks for their customers’ ultimate satisfaction. Studies have shown that 9 out of 10 travelers include some pleasure while on a business trip. Therefore, more travel partners are including different leisure perks in some package deals for their clients.
  • Travel Resources Available – from assistance with Visa to taking care of passport issues, corporate travel partners are normally the one stop place to go in finding answers or at least lead one to the right place.
  • Dedicated Personnel & Experts – travel managers are continually focusing on strengthening relationships with vendors, exploring corporate discounts, and finding new ways to save money, such as with dynamic pricing.

Business Travel Management Programs of Ryanair and Other Airlines

Ryanair has a program called Business Plus. This program offers improved frequency and flexibility. They offer the option in flexibility to change the flight time, departure airport, or destination. It’s a plus or minus two-day flexibility. They are able to do this because they have a really big network consisting of 200 destinations that range over 31 countries along with 1,800 routes per day. With this capability, high frequency departures are offered for key business routes.

Mostly all of Ryanair’s flights arrive on time. As a matter of fact, more than 92 % of all their flights arrive on time. This makes them one of the more reliable business travel management companies that would deliver on time results for their clients.

Ryanair also offers premium seats and priority boarding through its business plus program. With these two benefits, the clients would have a more enjoyable ride especially because this aspect allows the customer to be the first ones to board and disembark, and Ryanair allocates the seat for the customer. With this, there’s limited stress and a breeze as the customer is capable to get right down to business easier and quicker.

As with other business travel management companies, baggage allowance of a small cabin bag and a carry-on is permitted. However, Ryanair takes it a little further with their baggage allowance incentive. With them, clients are able to take a free 10 kg cabin bag along with a small carry-on and a free 20 kg check-in bag. Additionally, there is no need to go through queues because they provide at the airport a dedicated business plus desk.

Besides these incentives in the Ryanair program, all the airlines make it convenient for consumers by having them purchase travel through various travel partners. That way, these travel managers would centralize the travel in just a few steps. They will obtain regular reports concerning the companywide travel spend overview, the details of where the company employees are going, whether or not they are complying with the travel policies, and help them to make good choices. There are also some travel partners that have it where employees can conveniently use designated tools for booking online travel and ensuring compliance. There are also some programs that allow for monthly payments, and sometimes they offer other discounts.

Business Travel’s Changing Landscape

Business Travel’s Changing Landscape

Over 94 percent of all business travel in the United States happens on the ground within four hours of where the business executive is based. The other 6 percent are usually made by air and last for less than four days. Businesses expect to pay an average of $1,887 on business trips. Almost 50 percent of all business travelers say that they feel intense pressure from their employers to control expenses while traveling. These excursions are usually made because top management finds that there is no substitute for being there in person. The average business traveler is 38 years old, has a college degree and is male. Beyond that, business travelers tend to divide into two distinct groups who each have their own expectations.

Road Warriors

Business travelers who are road warriors tend to take more than 13 trips annually, and they tend to spend at least four days away from their main office on each business trip. Staying connected to their families is a high priority because of the amount of time that they spend flying. Therefore, they are very likely to bring along the latest gadgets and they embrace new technology with open arms. They are also likely to bring along multiple ways to connect because they do not want connectivity issues to ruin their trips. While they are capable of writing expense reports that outshine other travelers in their offices, most prefer to use technology to make filing these reports faster and easier. Many road warriors have been to the same destination multiple times, so they are harder to impress although they will not hesitate to spend money on a new adventure when the opportunity presents itself.

Business Travelers Gaining Experience

In order to become a road warrior, businesses must recruit younger members who are willing to spend time traveling. These travelers are very likely to take more than 14 business trips a year. They are also more likely to tack personal days on either end of a business trip, and they may even bring someone else along with them. Therefore, the best companies have created well-written policies on how many personal days can be taken on a business trip and who can go. The inexperienced business traveler is more likely to spend money entertaining clients in unique ways. This has given rise to travel industries offering unique experiences for the business traveler. The inexperienced business traveler is also more likely to use social media to connect with local friends in each destination, and they are more likely to share their experiences on Facebook, Twitter and other social media platforms.

In order to make the most of the travel budget, corporations must have well-written travel policies. Establishing these policies ahead of time sets clear expectations on what employees can and cannot do while traveling on corporate expense budgets. Corporations need to make it easier for travelers to use the latest technology to stay connected to their families and friends while on the road. Allowing employees to file expense reports quickly adds to the enjoyment level of trips while lowering stress and burnout rates. Businesses need clear policies on who is allowed to go on trips along with policies on what expenses are deductible.

Keeping Business Executives Safe When Traveling Overseas

Keeping Business Executives Safe When Traveling Overseas

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.

Staying Healthy 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 Physically When Traveling for Business

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.

Six Important Tips When Traveling with Diabetes

Six Important Tips When Traveling with Diabetes

When you are traveling, the last thing that you want to think about is your health. For many of a vacation is, well, a vacation from everything. We eat what we want, and we do what want to do. As a diabetic, however, there are certain things that you should keep in mind.

For most people, traveling itself does not pose a health risk. The problem most arises from a lapse in judgment. If you are receiving dialysis make sure you are not skipping a treatment.

To keep yourself in good shape, following these tips will help plan an exciting and healthy trip.

  1. Research Your Destination – It is important to know what medical offices are available. Call your insurance company to ask if you can use and where. You may want to get travel insurance. Also, if you are in a foreign country, learn the language to be able tell someone you are diabetic.
  2. Bring Devices in Carry-on Luggage – If you are carrying testing strips, pumps, shots or other medical equipment, pack them in a small bag or in you carry-on luggage. This will ensure that they are not lost, and they will be available if needed during the flight. In addition, make sure you have enough supplies for the entire trip. Don’t assume you will be able to find them.
  3. Know Your Eating Schedule – Your schedule will fluctuate and most likely you will not be eating on a normal schedule. Have snacks handy to keep your insulin level steady, and try to plan to eat at a normal time if possible. When you are on a flight, ask the airline for healthier options ahead of time.
  4. Watch What You Eat – Desserts, soft drinks and alcohol are readily available at most vacation spots, especially if you are on cruise or Disney vacation. In the moment, it is easy to indulge, and that might be ok, sparingly. Remember it is not just the obvious foods to wary of; overeating should be a concern. It’s a vacation, but still, you need to watch your calorie and carbohydrate count.
  5. Understand Your Insulin Needs – When flying the air pressure in the cabin in the plane will affect your insulin dosage, especially when taking off or landing. It is best not to use your pump during these times as too much may be delivered. For those traveling cross country, the quick journey across time zones may also cause problems. You should adjust for this aspect. Ask your doctor for the best plan.
  6. Carry Hand Sanitizer – While this may seem simple, it is one of those things that most people forget. At a theme park, the beach or in a hotel, you will encounter germs. Your hands will be dirty. If you need to test your glucose levels, hand sanitizer will quickly clean dirty hands before you prick your finger.
    While this list is not all inclusive, these tips will help you have a better trip and keep your diabetes in check.

10 Ways to Make Your Flight More Comfortable

10 Ways to Make Your Flight More Comfortable

We have all been there. The flight is cramped, noisy, and hot. What makes it worse is that the snacks and food are bland. Then, you notice the people in the first-class cabin looking comfortable. You could be envious, but then there are ways that you can be as content, even in coach. If you follow these steps, you can feel first class in the main cabin.

  1. Pick a Good Seat – You may like a certain seat, but it may not be the best option. If you are looking for more room, the aisle seat may be best. Yes, the exit row is roomier, but it doesn’t have storage space for your person item. For those who love to nap, the window seat would good for you.
  2. Sit Over the Wings – Turbulence can be annoying to some and scary to others. Sitting in the middle of the plane over the wings offers the smoothest ride.
  3. Dress Comfortably – While you may want to dress for the business meeting before the flight, it is better to wear comfortable clothes that can be layered. This way you will be prepared for temperature variances, and you won’t be uncomfortable in stiff or tight clothes.
  4. Buy Disinfectant Wipes – Flight attendants do their best to clean between flights, but they don’t have time to wipe everything down. Since the person in the seat before could have sneezed or coughed over the area, bring some wipes to clean the tray, seat, belts and arm rest.
  5. Bring Water – The pressurized cabin will dehydrate you. Drink water before the flight, but bring a bottle of water on the flight with you. This way you can avoid a dry mouth or headache due to being dehydrated.
  6. Take Noise Canceling Headphones – The plane can be loud. Noise cancelling ear phones will drown out the side noise, allowing you to focus on your movie or music. You can even pretend to be listening and just have peace and quiet.
  7. Pack Your Own Blanket and Pillow – The ones provided are not as sanitary as you may want. Plus, with some airlines charging for them, you can save some money.
  8. Buy Your Own Snacks – Buy a healthy snack or even a delicious meal before you flight. This way you know that you will have something you like to eat during the flight.
  9. Have Your Own Entertainment – Some airlines are removing seat-back screens to allow passengers to bring their own devices. Companies like Delta offer apps with free movies and TV shows you can watch during the flight. If your flight doesn’t offer this, bring your own movie on your tablet or phone to watch.
  10. Stay Close to the Airport the Night Before – Avoid the hectic rush. Stay the night at a hotel close by the airport. You might find it to be a less chaotic morning, and you may be able to sleep later and get more rest.

Tips and Regulations You Should Know Before Flying

Tips and Regulations You Should Know Before Flying

While most of know you need to carry travel size liquids in a clear quart-sized bags, there are other things that we don’t think about. Neglecting to prepare for regulations and procedures will cause you a lot of headaches. If you are traveling there are certain things you should consider before flying.

Know if your carry-on is too big. The airline will check, especially on a full flight. Gate agent may measure your bags, but seasoned agents can spot a large bag by eye. Keep in mind that even if it is the right size, you still may be asked to check it on a budget airline or a flight that is at capacity. The general rule is that your carry-on should be under 22 inches high, 14 inches wide and 9 inches deep. You also allowed a personal item such as a purse, laptop/tablet bag, or stroller.

Items to Avoid Packing

Be sure not to pack items that are prohibited for your carry-on items.

  • Liquids – You can bring 3 oz. or less of various liquids that fit inside one quartz-sized clear bag. Water, drinks or perfumes bought in the secure zone of the airport are allowed on the plane. All other liquids should be placed in your checked baggage.
  • Weapons
  • Ammunition and Fire Arms
  • Axes
  • Sharp Objects
  • Tools
  • Samsung Galaxy Note 7 Smart Phone
  • Pepper Spray or Mace
  • Razor Blades – Packaged ones are OK in checked baggage, and blades on a razor are Ok if sheathed. Straight razors are not allowed.
  • Knives
  • Spray Cans
  • Fuel
  • Some Alcoholic Beverages

If you have any questions, please check with your airline or the TSA to make sure you can carry an item on board the plane.

Check Documents Too

Before your trip, be sure to make sure you have all your documentation in order when traveling to another country. Use the following checklist to help you.

  • Make sure your passport is still current. You need to have at least six months left to travel.
  • Check to see if the country accepts your driver’s license if you are going to rent a car. You may need an international driver’s license.
  • Some European countries require what is called a vignette, which is a road tax sticker. When reading a car make sure this is included, or you may get a ticket in the mail.
  • Bring the right credit cards. Some banks are giving you credit cards without raised numbers. Some car rentals places and store in Europe will not accept this type of card. Make sure you have at least one card with raised numbers.
  • A “no fee” or a free special issuance passport will not allow you to travel any but the country where your spouse is stationed at for the military.
  • Be sure to check with the health department. You may be required to receive certain vaccinations to travel to specific destinations.

Things to Consider when Traveling with Kids

If you have children and intend to fly by plane, you should make the necessary arrangements for your journey. You should first consider the age of your child, since most airlines do not host kids who are less than a week old. Children might develop health complications while traveling, especially during landing. They might develop ear pains that can easily be countered by letting them drink a beverage or chew some gum before landing.

Immunization and Vaccines

You should also make sure that your children are immunized or vaccinated, and this will depend on applicable rules at your destination country. Proper adherence to the required procedures and prescriptions in respect to vaccines, like yellow fever, typhoid fever, hepatitis A and meningococcal disease, should be followed. Some vaccinations are not suitable for children of certain age groups, and it is advisable to seek medical information.

Avoiding Hygienic Diseases

Another major problem for children is diarrhea and gastrointestinal diseases. They are a result of touching or interacting with dirty objects. This condition makes children become dehydrated faster than normal healthy kids. It is, therefore, recommended that one should control the type of food that the children eat. Fruits should be thoroughly washed and peeled before eating.

It is also good to carry your food, so as to avoid the temptation of having to buy foods from outside vendors which might be infected. Foods such as fish and meat should be immediately eaten after preparation and one should also use purified water to cook or make ice. Make sure that your children’s teeth are thoroughly brushed, including disinfecting their toys and hands too. Oral rehydration is required in case of dehydration.

Other Health Hazards

Children are also vulnerable to parasites, because they are often in contact with the ground. Always make sure that they wear shoes to protect them against the parasites. They can also easily contract rabies, because of their exposure to animals like dogs.

In case they have been bitten, promptly treat the wound with clean water and soap and assess if the wound needs further medical attention. Sunburn is also common among children. Apply high protection sunscreen and avoid direct sun exposure. It is also good to use hats and sunglasses to reduce exposing your children direct to the sun.

Preventive Measures

When visiting a malaria prone area, take preventive measures by giving your children prescriptions that are most appropriate for them. Try as much as possible to avoid mosquito-infested areas.

You can also use sprays after noting all the safety requirements. It is also a good idea to have a first aid kit with you that consists of things like band-aids and disinfectant solutions, protective ointments, fever medication, high protection sunscreen and other necessary equipment.

An insight on a boat travel

Statistics obtained from numerous studies have proved that cruising is the safest form of transport. In contrast to the popular belief, road transport bears the greatest risk after even the air transport.
Before embarking on a cruise, there are some key factors which have to be taken into consideration. These include the safety protocol and procedures, the criminal risks associated with it and the health concerns during the travel.

Passenger’s security measures

The passengers should be aware of both, their personal safety and the security of their luggage. It is crucial for any passenger to be familiar with the safety equipment that is installed in a water vessel. That includes their precise location and their use as a safety measure.
In addition to that, they should have sufficient knowledge of the safety protocol observed in the case of an emergency. Often, the travelers are advised to take part in safety drills before embarking on such a journey.
Moreover, the passengers should be made aware of the potential criminal risks that they might encounter. They should be conscious of their surrounding at all times and the people around them. In instances where valuable items are involved during the transportation, arrangements should be made so that they are stored in the lower decks within the safe storage units.
Taking such measures is critical in warding off other persons who may have malicious intentions to the other passengers.

Health related concerns

The travelers should also take a keen interest in their health. First and foremost, a traveling insurance should never be overlooked. Its essence is pronounced in the case of a medical emergency that may involve evacuation. It is important that those who are on medication, by the time of travel, to have consulted with their physicians beforehand.
They should not forget to carry their medication with them as most of the medicine in the ships are for emergency purposes and not specialized medication. Most cruise ships these days have medical doctors who can provide guidance in case of any related problem.

Sea sickness

Sea sickness is a normal condition experienced by some people, due to the rocking motion of the vessel. It should not be a cause for alarm whatsoever. It occurs to people who may be sensitive to motion. It is characterized by being nauseated and in some instances dizziness.
It is a common occurrence in adults than children. The condition can be controlled by sitting next to a window to get fresh air. Any mentally intensive activity should be avoided during the period, as it can alleviate the condition. It is also important not to fix the eye on a particular object but rather gaze at the horizon.

Finally, all the passengers are advised to take interest and learn some basic laws of the country they will dock. In cases where the ship does not process group visas for the passengers, each one is advised to acquire one even if he/she has no intention of getting off the ship. This information can be obtained by consulting with their traveling agents.

 

Tips for A Business Travel Policy

Tips for A Business Travel Policy

When it comes to business traveling, there is a lot to be put into consideration, not as it is opposed to when you are traveling for vacation. In case you are traveling for business for the first time, it’s vital to note that cost does not play a crucial role as much as your time. In case it is your first time, or simply it’s been a while since you took a business travel, the following is a step by step guideline on the preparations you need to make.

Preparations which are essential prior to making the trip include gathering information on your company’s travel policies, booking, and packing.

What is a Company Travel Policy?

A great company travel policy is used for the protection of companies’ employees while traveling, to reduce the small business travel expenses, and to limit clients’ legal liabilities. It should be developed by starting with the booking of any trip and ending with paperwork the company’s employees file after their return.

To establish a travel policy, a set of rules are developed to guide the company’s travelers. These guidelines must be communicated regularly to these employees. The guidelines should show the preferred providers, per diem rates, the service class to choose, and other basic guidelines. Also, some specifics must be addressed wherever applicable. For example, companies don’t want their employees spending all day at an airport in which is not their final destination. In such cases, the company may want to specify a layover if it saves the company over $300 off the air flight. This is just an example. In reality, many small businesses won’t require an employee to spend several more hours in a city that’s on its way to Fargo to save just a few dollars.

Airlines & Negotiated Rates

Negotiating airline rates is becoming more difficult these days due to airlines consolidating, the narrowing of routes, and the limited discounts available that would protect the airlines already shaky bottom lines. Nevertheless, negotiating airline rates can still be done with thorough data.

When working on negotiating with airlines, the company’s manager must be able to demonstrate a significant level of travel volume to even get an airline to answer the phone for negotiations. The manager must also be able to shift and control that volume to the preferred airline. Once those foundations are established, he/she must be realistic in setting negotiations that are based on the company’s travel program. And if the manager is not experienced in these types of negotiations, he or she may need to consult experts to assist with this process.

There is a true saying that better preparation prevents poor performance, and this can be applied with the negotiation process as well. The following are certain steps companies should adhere to for more propensity of success with this negotiation process:

  • Gathering as much information as possible concerning the travelers’ patterns– this can be retrieved from corporate cards, a third party consolidator, the travel management company, or through online booking tools. From there, the manager can determine the airlines used most frequently, the airlines serving the needed route, and the pair of cities the company’s travelers go between the most. There shouldn’t be any overlooking of low cost carriers or foreign carriers that are less known. Also, the U.S Department of Transportation would have free information concerning the airline market share.
  • Determine the right point of contact at the airlines for negotiation– for big companies with large travel programs amounting to several million dollars each year, the airlines’ corporate sales directors may work with them. However, smaller programs may deal with sales managers or regional corporate account execs.
  • Search for the company’s program benefits to use as a selling point for airlines– different things can be used, such as the ability to shift a significant level of the company’s travel volume share to a single airline, and possessing a high volume on a route that is not a traditional busy route.
  • Determine which types of discounts would be requested from the airline– for less established programs, aiming for backend rebates would be helpful once a specific volume is established by the company, for instance. Another example could be obtaining direct discounts on special classifications of airfare.
  • Being persistent– different things can done to achieve the company’s goals. For example, tapping into inside and outside resources of the company to assist with negotiations, and talking with multiple airlines, the travel management company, and the company’s procurement department are other tools to use. And when talking with multiple airlines, it’s imperative to be careful of nondisclosure agreements within contracts.
  • Consulting the legal team before signing the contract– asking the company’s legal department or an expert attorney to review is imperative before signing any contract.
  • Managing the airline program to ensure smooth sailing of the next negotiation– this is done by communicating to the travelers about the policy and the preferred airlines, by considering to make it mandatory for travelers to travel booking to the discounted airlines, and by monitoring compliance.

Corporate Travel Services for Business Travelers by Ryanair

The corporate travel services for business travelers by Ryanair is known as business plus. The ticket price for this plan starts at $78.50 (69.99 €), and it includes free changes on the travel day. Business passengers will have premium seating, but it’s subject to availability. Fast track security will be accessible for these passengers at selected airports as well. Also, passengers are able to take a free 10 kg cabin bag along with a small carry-on and a free 20 kg check-in bag. Business passengers also don’t have to go through queues because a dedicated business plus desk will be provided at the airport. Passengers will, however, have to pay for food and drinks regardless if they board on first or last. Ryanair is offering this business class service to all its flights as it pursuing to gain a larger portion of the corporate travelling market of Europe.

Ryanair has been following their competitor, EasyJet. Both of them have been adding new destinations in order to win over more business passengers and to improve the frequency of flights. They both know that passengers these days want different things. It’s no long the lounge, free food, and free drinks. It’s not to spend all day at the airport, but to spend more time at the meetings, and to have more value for the money.

Having said this, Ryanair’s chief marketing office, Kenny Jacobs, assured that the business plus fair would always be more affordable than the flexible business fare from another carrier. And even though there would be no installation of different seats and no curtains, the business passengers would be located at the very front and back of the planes to ensure these passengers can easy and quickly get on and off the plane.

Know Before You Go – What’s your Company’s Travel Policy?

In case you work for a company that does not have a lot of employees, it is highly likely that your company has a travel policy. The policy is very vital in determining how much you can spend during your trip and where you can spend it. How stiff your company policy is, will vary, but the most common policies have preferred hotel chain, airline, and car rental partner. Of course, there are exceptions for traveling with clients, billable travel and special events.

Booking

Booking for travel differentiates from personal travel in the case that, when you are traveling for business, time is of the essence. Direct costs can be made for things such as hotels and airline. In cases where you are not working, there is also an opportunity of cost charged.

Packing

When it comes to what you pack for a business trip, the weather will not necessarily be a determinant. There is a great need to look into the kind of environment that you will be in, and the number of the business meetings that you will get to attend. The kind of associations you have and activities you partake, will determine the dress code that will be most appropriate, hence what you shall pack.
Of course, now during the trip, there are also factors that are highly relevant, so as to ensure your trip is successful. It is vital to think about flexibility, organization, and your corporate credit card.

Be Flexible

Mistakes, when it comes to business trips, are unfortunately inevitable. Therefore, one needs to roll with the punches and just be flexible. Common irregularities, such as flight delays and cancellations, will stop you, but an easy solution might be using an application, such as TripIt, that will alert you in case anything comes up.

Be Organized

When it comes to business trips, you have to keep your act together. You have to be conscious of your time and monitor your spending by keeping receipts. Many companies have adopted the use of Concur that monitors all expenses during a business trip.

Corporate credit cards

There are instances whereby companies issue their employees’ corporate credit cards, while in other cases you use your personal credit card. In case you are issued with a credit card, ensure that you are up to date with your company’s policy, so that you can monitor and keep track of charges.