Most Affordable Travel Expenses with Early Planning

To make the most of your corporate travel budget it is crucial to plan how to leverage it to its full potential. Just telling travelers to pick the lowest logical flight is not enough. Here are some elements to be aware of when planning and evaluating your trip program.

A well-written and distributed travel policy is essential for any travel program. It’s a foundational piece of any travel program. Yet, so many corporations still have a poorly written and disseminated policy. It is very easy to find a good policy. An easy way to find one is online. It can be found online.

It is a smart idea to have all staff sign a copy. No matter whether you travel, I recommend that everyone in your company sign a copy.

They might change jobs or be required to travel. A travel policy doesn’t need to be lengthy or complicated. I’ve seen some of the best travel policy designs that were just a few pages.

Many companies fail to centralize their business travel program. They pay the price for lost savings and decreased efficiency. Many companies don’t centralize travel because they fear that their travelers may be forced to do something that they do not wish to.

Both may be valid concerns, but they are not necessary. It is not necessary to force travelers to book centrally. This will allow them more flexibility. It’s possible to centralize travel but still allow travelers the freedom to book on their terms, either directly with your chosen travel agency or online through a provider you have trusted.

Assigning someone to oversee travel means that there is one point of contact, internal and external, for any travel-related issues. The full-time position of travel manager is unnecessary if the company’s annual air travel spend is less than $1million. In such cases, the travel oversight can be handed to the finance, human resources or even an executive-level assistant. Here are some benefits to centralizing travel.

Centralizing travel with one agency can help you gain many advantages. A single agency can be reached for assistance when travelers are traveling. This eliminates having to consolidate travel reports that come from many sources. You will benefit greatly from economies-of-scale by combining travel.

The best way to get more money from travel agents is to measure the total travel of different areas or divisions. This will allow for you to benefit more from airline soft-dollar programs. This means more free and upgraded tickets, higher percentage discounts from our preferred airlines, and better negotiated rates with your hotel and vehicle contracts.

Your fulfillment costs will also decrease because your travel agency will often discount its fees for a higher total volume of travel. For best travelinfo check the site having all the possible flight schedules.

This is an addition to the above element. It requires centralizing travel with one agency. This is an important step, but it does not mean that you have to make travelers use an online booking platform or require them to call the agency. It is possible to achieve several goals by offering travelers the option of booking online or directly. Because online booking is more affordable in terms service fees, you can reduce fulfillment costs. Online booking is cheaper than traditional methods, which will help increase morale and ensure a higher adoption rate.

A third option is to allow your online booking engine to handle less complex itineraries. Senior executives and frequent travelers can book more difficult itineraries directly with a travel agent who can provide a better service and overall travel experience.

There are many areas where you can save on travel. While most travel programs focus on the budget for air, there are still other areas to look at. Some of the most obvious are discounts for car rentals or hotel rooms at preferred suppliers.

Consortia affiliations and agency cars contracts often offer discounts to your travel agency. It is also worth looking into some lesser-known areas. Many suppliers offer direct billing and discounted rates if ground transportation is an issue.

Direct billing arrangements with hotels, car rental agencies and other businesses are a great option to improve efficiencies and simplify the work of the accounting department.

Major airlines offer soft and hard dollar incentives for company loyalty.

You can get a discount at the lowest fares from your preferred carrier for your market share commitment if your total travel spend exceeds $1million. Soft dollar programs are available for secondary carriers and if your flight volume is below the minimum requirement by the airline. You will receive free tickets and upgrades, along with traveler status enhancements, airport club passes, and free tickets.

These programs don’t require much volume but are well-known so you may need help finding them. Baker Travel, your current agency, or even your local agent might be able to direct you in the right directions.

The importance of hotel volume is often overlooked. You can either negotiate rates through your travel agency, or directly with the hotel properties you choose. In return for a minimum number of nights and rooms, many hotels close to corporate locations can negotiate lower rates. Use a travel agent to save 5% to 50% on thousands hotels around the globe.

Renting a car is simple and requires very little commitment. Partner with an airport location and reputation for outstanding customer service.

You can easily save 5–10% and negotiate frequent renter members for all your employees. This will help them be more productive and improve morale. Direct billing agreements are also possible. This will make it much easier for both your travelers and your accounting staff to work.

If you are traveling with groups, or meeting at one destination from multiple points of origin, airlines and hotels will often offer discounted fares and rates.

These meeting contracts can get you airfare discounts as high as 2-10%. Additionally, if you have enough travel companions on one airline you may be eligible to receive free tickets upon contract completion. There is usually a minimum of 10 travelers traveling to the same place at once. Some airlines have higher minimums. Be sure to inquire before you sign a contract. If you book at least 10 rooms, the hotel will also offer a discount.

These discounts are variable depending on seasonal variances and occupancy rate.

A well-managed program for travel requires constant monitoring and financial controls in order to maximize its potential. Make sure you get timely and personalized reports to ensure you have the right information.

Receive regular reports about traveler behavior and provider performance to be in a better place to meet contract obligations, achieve cost reduction goals, and discover where future savings might lie. To know the travel-index it is vital to see all the possible destinations along with departure sites.

Finally, any well-managed program for travel will be mindful of the comfort and productivity requirements of its travellers. Travelers who are happy can be more focused on the things that matter most to them, which will allow you to propel your business forward. People who are happy will perform at a higher standard. Ask your travel agency to upgrade traveler status with a preferred airline. To make it easier for long, complicated itineraries, consider buying blocks of airport club pass passes.

You can reward travelers for their hard work and dedication to travel in many different ways. These types of rewards encourage loyalty, increased productivity, and efficiency.

To learn more about the benefits of your company’s travel program and how it can be improved to improve your bottom line as well as the satisfaction of your senior executives, please contact me. I am happy to guide you.

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