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The Complete Guide to Travel and Expense Management (T&E) 

Managing travel and expenses for your company can be a complex task, requiring careful attention to detail and adherence to company policies. As your business grows, so does the need for effective travel and expense management. From ensuring compliance with policy guidelines to optimizing costs, there are many factors to consider to make the process smoother for everyone involved.

In this blog post, we will explore the fundamentals of travel and expense management, offering insights into best practices that can help streamline the process. Whether you’re a small business with a handful of travelers or a large corporation with a global workforce, understanding the basics of travel and expense management is essential for maintaining control over your travel costs and ensuring compliance with your company’s policies.

What is Travel and Expense Management?

Travel and Expense Management (T&E) is the process of overseeing and controlling an organization’s spending on business-related travel and expenses. It involves documenting, processing, and monitoring the expenses to ensure they are in line with company policies and tax regulations. 

T&E management includes various tasks such as booking travel arrangements, managing expenses, and ensuring compliance with corporate policies and legal requirements. The goal of travel and expense management is to optimize spending, improve efficiency, and maintain transparency in business expenses. 

Key components of travel and expense management include:

• Approving travel requests
• Booking travel arrangements (such as flights and hotels)
• Managing corporate credit cards
• Submitting and approving expense claims
• Handling reimbursement
• Auditing expenses for compliance
• Guiding travel policies to employees

T&E management helps organizations save money, time, and resources by providing visibility into spending patterns and ensuring that employees only spend money on necessary expenses during business trips. It plays a crucial role in maintaining accurate financial records and ensuring compliance with tax regulations .

What is the Travel & Expense Policy?

A travel and expense policy is a set of guidelines and rules established by a company to regulate how employees spend company funds on business trips and related expenses. 

These policies typically cover various aspects of travel and expenses, including:

• How and where to book travel
• Criteria for approving or rejecting travel itineraries
• Expense reimbursement process
• Guidelines for flights, trains, and class accommodations
• Approved hotels and allowable incidental expenses
• Ground transportation guidelines
• Meal allowances

T&E policies are designed to ensure that employees understand the company’s expectations regarding travel and expenses and to provide clarity and consistency in how these expenses are managed and reimbursed. They help companies control costs, ensure compliance with regulations, and provide employees with clear guidelines for managing expenses while traveling for business.

Why is Travel and Expense Management Important?

Travel and expense management is essential for controlling costs, ensuring compliance, optimizing processes, and enhancing employee satisfaction. Implementing an effective travel and expense management process can lead to significant cost savings and operational efficiencies for businesses of all sizes. Let’s take a look at the importance of T&E management:

• Cost Control: Effective management of travel and expenses helps control costs by ensuring that expenditures are in line with budgets and company policies. It allows businesses to identify areas of overspending and implement measures to reduce unnecessary expenses.
• Compliance: Compliance with company policies and regulatory requirements is crucial. A proper travel and expense management process helps ensure that expenses are incurred for legitimate business purposes and comply with tax regulations , reducing the risk of audits and penalties.
• Visibility and Reporting: A centralized process provides visibility into travel and expense data, allowing businesses to track spending, analyze trends, and generate reports. This visibility helps in making informed decisions and optimizing travel budgets.
• Streamlined Processes: Managing travel and expenses manually can be time-consuming and prone to errors. An automated system streamlines processes, reducing administrative burden, and improving efficiency.
• Policy Enforcement: A robust travel and expense management system helps enforce company policies related to travel and expenses. It ensures that employees adhere to guidelines regarding travel bookings, expense submissions, and reimbursement , promoting accountability and compliance.
• Employee Satisfaction: A well-managed travel and expense process can enhance employee satisfaction by providing a smooth and timely reimbursement process. It also ensures that employees are aware of the company’s travel policies and procedures, reducing confusion and frustration.

What are the Stages of Travel and Expense Management?

Here is a breakdown of the eight different stages of travel and expense management:  

1. Developing an Expense Policy

Develop a comprehensive expense policy that covers all aspects of travel and expense management. Specify allowable expenses, limits, and procedures for requesting funds, making authorized transactions, submitting expense reports, and receiving reimbursements. Include clear guidelines for travel-related expenses to ensure consistency and compliance.

2. Streamlining Pre-Travel Processes

Use travel and expense management automation platforms to simplify the pre-travel process. These platforms enable employees to submit travel requests, which are then routed to managers for approval. Managers can quickly review and approve requests, and employees can book their travel directly through the platform, ensuring all bookings are recorded and tracked efficiently.

3. Managing Expense Incurrence

During business trips, employees will incur various expenses, such as meals, transportation, and accommodation. Companies can provide employees with cash advances, and corporate credit cards, or require them to pay out of pocket and submit expense reports for reimbursement. Clear communication and guidelines are essential to ensure employees understand the process and comply with company policies.

4. Efficient Receipt Handling

Managing receipts is a crucial aspect of expense management. Traditionally, employees would need to keep track of paper receipts and submit them along with their expense reports. However, digital solutions offer a more convenient option. Employees can use mobile apps to capture and upload receipts, which are then stored securely in the cloud. Some platforms even offer OCR capabilities, automatically extracting relevant information from receipts and eliminating manual data entry.

5. Standardizing Expense Reporting

Standardize the expense reporting process to ensure consistency and accuracy. Provide employees with easy-to-use tools, such as mobile apps or web-based forms, to submit their expense reports. Include prompts for required information, such as date, amount, and purpose of the expense, to streamline the reporting process and minimize errors.

6. Implementing an Approval Process

Implement a clear and efficient approval process for expense claims. Use expense management software to automate the workflow, allowing managers to review and approve claims quickly. Ensure that all claims are reviewed for compliance with company policies before approval to prevent unauthorized expenses.

7. Ensuring Prompt Reimbursement

Prompt reimbursement of expenses is essential to maintain employee satisfaction. Once expense claims are approved, ensure that reimbursements are processed promptly. Consider using direct deposit or other electronic payment methods to expedite the reimbursement process and reduce administrative burden.

8. Conducting Compliance Audits

Regularly audit expense reports to ensure compliance with company policies and regulations. Look for any anomalies or discrepancies that may indicate fraudulent activity. Conducting regular audits helps maintain the integrity of the expense management process and identifies areas for improvement.

What are the Challenges of Travel and Expense Management?

Managing travel and expenses poses several challenges for organizations, ranging from tracking and controlling costs to ensuring policy compliance. These challenges can impact financial health, employee satisfaction, and operational efficiency. Understanding these challenges is crucial for implementing effective solutions. Here are some common challenges of travel and expense management:

1. Trouble with Policy Compliance

A common challenge in managing travel and expenses is the lack of enforcement of policies. This often occurs due to unclear policies. When policies are ambiguous, employees may spend without regard to guidelines, leading to uncontrolled expenses and budget strain.

As businesses grow, ensuring compliance becomes more challenging. Unauthorized bookings and other policy breaches can occur due to various reasons, such as lack of awareness or attempts at internal fraud.

2. Lack of Data Management

Even with enforced expense reporting within your travel and expense management policy, there’s always a risk of misplacing receipts and losing travel documents. Ensuring comprehensive tracking of every expense can be challenging, especially when employees have to hold onto receipts until they return home to submit them.

3. Limited Visibility into Spends

One of the significant challenges in travel expense management is the lack of visibility into spending. This often occurs due to ineffective tracking of employee expenditures. Without clear visibility, it becomes challenging to control costs effectively. 

While some savings might be possible, a comprehensive understanding of spending or potential savings opportunities remains unclear. Delayed submission of expense reports further complicates the situation, as neither managers nor travelers can accurately assess whether expenses align with budgetary constraints.

4. Unclear Expense Policies

Corporate travel and expense management involve many considerations, making it easy to overlook aspects when creating your expense policy. This can create confusion and ambiguity, leading to a lack of clarity for employees.

5. Complicated Expense Workflows

Managing business travel expenses often involves navigating complex workflows. Obtaining approvals from multiple stakeholders can be time-consuming, especially when quick payments are needed. Additionally, the process of filing expense reports after a trip can involve many complex steps.

6. Labor-Intensive Manual Processes and Paperwork

Many businesses use manual processes, such as spreadsheets, to track their expenses. While this may seem efficient initially, it becomes difficult to manage as the business grows. Manually inputting data into spreadsheets is time-consuming and prone to errors.

Without automation, your team will spend a lot of time on manual data entry and paperwork. It includes collecting and storing receipts, as well as entering each transaction from business trips into spreadsheets. These tasks can decrease productivity and lead to inefficiencies.

7. Expense Fraud

Expense fraud can pose a significant threat to your company’s finances, as employees may misuse company funds by submitting false expenses or using them for personal trips. To prevent such fraud, organizations must implement measures to detect and prevent fraudulent activities.

Expense fraud can take various forms, including internal fraud where employees intentionally make unauthorized transactions, or external fraud where criminals steal company funds. Not enforcing travel and expense policies or carefully controlling spending can lead to multiple fraud attempts, some of which may go unnoticed.

8. Difficulty Managing Multi-Currency Expenses

Business travel can involve transactions in different currencies, which can be complex. Managing expenses in foreign currencies requires decisions on when to convert rates, such as at the time of purchase or reimbursement.

9. Challenges with Filing Expense Reports

Filing expense reports manually can be time-consuming and tedious. Employees often find it challenging to keep track of receipts and complete the paperwork accurately and promptly. This manual process can lead to delays in reimbursement and create a frustrating experience for employees.

10. Dealing with Reimbursements

Managing reimbursements for employee travel expenses can be challenging. Without an efficient system in place, employees may experience delays in receiving their reimbursement checks, leading to frustration and dissatisfaction. Delayed reimbursements can also impact employee morale and may create financial burdens for employees who rely on timely reimbursements.

Best Practices for Travel and Expense Management

Effective travel and expense management is crucial for organizations to control costs, ensure policy compliance, and streamline processes. Here are some best practices to improve your travel and expense management:

1. Enhance Spend Visibility

Utilizing automated travel expense software and mobile tracking apps allows companies to gain real-time insights into their spending. These tools provide detailed reports on expenses, highlighting areas where costs can be optimized. By having a 360-degree view of expenses, businesses can make informed decisions, identify trends, and ensure compliance with policies. Additionally, these tools can help detect any unauthorized or non-compliant spending, allowing for prompt action to be taken. Overall, enhanced spending visibility leads to better financial management and cost control.

2. Prioritize Employee Experience

Improving the travel experience for employees can lead to higher compliance with travel policies. Offering self-booking tools and user-friendly interfaces can make the travel booking process more efficient and enjoyable for employees. This can result in higher employee satisfaction and increased productivity. By prioritizing employee experience, companies can create a positive work environment and improve overall employee morale.

3. Offer Convenient Payment Options

Providing corporate credit cards to employees for business expenses can streamline the payment process and eliminate the need for employees to use personal funds. It can reduce the administrative burden associated with expense reimbursement and ensure that employees are not out of pocket for business expenses. Alternatively, engaging a travel management company can simplify the payment process by consolidating all travel expenses into a single invoice, making it easier to track and manage expenses.

4. Embrace Paperless Processes 

Digitizing expense filing and reimbursement procedures can significantly reduce the time and effort required to process expenses. By eliminating paperwork, companies can streamline their expense management processes, reduce the risk of errors, and improve efficiency. Additionally, digital processes can provide greater transparency and visibility into expenses, making it easier for companies to track and monitor spending. Overall, embracing paperless processes can lead to cost savings and improved productivity.

5. Optimize Approval Workflows

Designing workflows that facilitate quick approval for essential expenses can expedite the expense approval process. By setting up auto-approval for certain spending categories, companies can reduce the time and effort required to process expenses. This can lead to faster reimbursement for employees and improved cash flow for the company. Additionally, optimizing approval workflows can help prevent delays and bottlenecks in the approval process, ensuring that expenses are approved on time.

6. Utilize Travel Expense Policy Templates

Using pre-designed policy templates simplifies the creation of travel expense policies. These templates are often customizable, allowing companies to tailor them to their specific needs and requirements. By using templates, companies can save time and effort in developing policies from scratch. Additionally, templates ensure that policies are comprehensive and cover all necessary aspects of travel expenses. This helps to reduce the risk of misunderstandings and ensures that employees are aware of and comply with the company’s policies.

7. Implement a Paperless Policy

Integrating the travel and expense policy into digital tools makes it easily accessible to employees. This eliminates the need for physical documents, reducing paper waste and simplifying document management. A paperless policy also allows for real-time updates and changes to the policy, ensuring that employees always have access to the most up-to-date information. Additionally, a digital policy can be easily distributed to employees, ensuring that everyone is aware of and understands the policy.

8. Regularly Update Your Policy

Keeping the travel and expense policy current reflects changes in business needs and employee behaviors. Regular updates ensure that the policy remains relevant and effective in managing expenses. This helps prevent misunderstandings and ensures that employees are aware of any changes to the policy. Regular updates also demonstrate a commitment to compliance and best practices in travel and expense management.

Closing Thoughts

Implementing best practices for travel and expense management is essential for organizations to achieve greater efficiency, compliance, and cost control. By enhancing spend visibility, prioritizing employee experience, offering convenient payment options, embracing paperless processes, and optimizing approval workflows, businesses can streamline their travel and expense processes and drive better outcomes.

At Peakflo, we understand the importance of effective travel and expense management. Our Travel and Expense solution is designed to simplify and streamline the entire process. With Peakflo’s intuitive software, organizations can automate expense tracking, simplify reimbursement processes, and gain real-time insights into spending patterns. By leveraging our solution, businesses can optimize their travel and expense management, reduce administrative burden, and ensure compliance with policies, ultimately driving greater efficiency and cost savings.

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The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for employees can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel program and can save you a world of headaches down the road. 

Introduction

What is a travel policy .

• Why do you need a travel policy?
• How to create a travel policy

What to include in a travel policy 

• Travel policy best practices
• How to promote travel policy compliance
• How to market your travel policy

When to review and update your travel policy

• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travelers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right. 

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way. 

Ready to get cracking? Let’s go! 

A travel policy is a guide for business travelers to follow that outlines: 

• How, where, and when to book 
• Approved technology for travel management 
• Preferred suppliers for air travel, land travel, and accommodations 
• Approvals process for out-of-policy bookings 
• Trip extensions and personal travel 
• Expenses and what is covered or not covered 
• Reimbursement processes 
• Business travel insurance information 
• Emergency procedures and contacts 

Your company’s travel policy should reflect your company culture and values, be supportive of your travelers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish! 

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible. 

Do your travelers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently. 

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when traveling for business purposes. 

Why do you need a travel policy? 

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts. 

Having a travel policy helps you: 

• Control travel costs 
• Determine how reimbursement works 
• Compile a list of trusted and approved travel vendors 
• Manage an employee’s travel experience and safety 
• Cut rogue bookings – and simplify approvals 
• Budget, report on travel expenses and activity and reconcile bookings 

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. 

As a company though, your travel policy helps centralize your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travelers are happier to follow. 

How to create a travel policy for employees 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travelers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members traveling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveler’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveler safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveler safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travelers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when traveling, and what holes exist in your travel program that make it difficult to navigate. 

Working with a TMC is a great way to ensure travelers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travelers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travelers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveler, you can review your previous year’s expenses and find where you can optimize or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with how to write a travel expense policy, creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travelers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  corporate travel platform  is essential. The right booking platform can provide travelers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveler, we use Melon . It’s a booking tool, reporting suite, travel policy pusher, traveler profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travelers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customize your travel program to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a travel policy template! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through. 

Starting out, it might be looking a little drab and wordy, but depending on your travel program size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.  

When building your policy, it’s important to include: 

1. International or foreign travel policies  

When you’ve got travelers all over the globe, you need to build out a policy for international or foreign travel. This is a protects them (and you) on anything from travel safety, to expenses, and everywhere in between. 

Whether your travelers are individuals or entire teams, your international travel policy needs to cover: 

• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ? 
• Travel insurance coverages and contact info – international numbers and policy information 
• Emergency contacts – how to reach them and the process of in-destination emergencies 
• Travel expenses – limits and how to file for reimbursement 
• Travel documentation – who to contact with questions 
• Advance booking timelines – when should they be booking for international travel? 
• Travel extensions – are these allowed and what are travelers expected to cover if they choose to extend their trip for leisure? 

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travelers. And really, who doesn’t want to make travel a smoother experience? 

2. Corporate travel policy for business class travel 

Does your corporate travel program have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class? 

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well. 

Making this as clear as possible will avoid an approvals nightmare down the road. 

3. Corporate meal allowance policy 

It’s great if you’ve already centralized most of your business travel expenses like flights, accommodation, transportation, and car rentals, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover. 

Some of your team might be traveling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear! 

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks. 

Some things to consider for your meal allowance and alcohol travel policy: 

• Which meals are covered and for how much? 
• Who is footing the bill for an alcoholic beverage with dinner? 
• If entertaining clients, what is the budget, and how flexible is it? 
• What is the process of submitting company card expenses? 
• What is the process for requesting reimbursement? 

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity. 

4. Executive travel policy 

We briefly touched on executive travel when we talked about traveling in business class, but there is certainly more to the top dogs traveling. 

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare! 

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything. 

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know. 

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.  

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programs should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately. 

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable? 

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed. 

So, what’s the solution, you ask? 

Working with a TMC gives you the backup you need if anything ever happens and you have people traveling abroad. At Corporate Traveler, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible. 

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include: 

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel? 
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn? 
• How? How should travel arrangements be booked? Through your corporate travel booking software or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked? 
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance? 
• Approvals: Who’s responsible for giving the green light on trips? 
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements? 
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy? 
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travelers (or your finance team!) 

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights? 
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what? 
• Loyalty: Are there any travel rewards or business loyalty programs that can be used during booking? 
• Spending money: Do your business travelers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service? 

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful. 
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help? 
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often? 

Corporate travel policy best practices

• Write for skim readers
• Guide travelers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travelers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveler is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travelers to the right resources  

Remember when we said travelers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travelers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel program.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The policy should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel program needs to be able to fit each of your travelers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimize the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyze travel spend patterns – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveler experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimize your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travelers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travelers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travelers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all. 

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travelers vision blur before they go rogue and book how they want. 

It could be that your travelers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided. 

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance. 

Here are a few tips to improve travel policy compliance: 

• Make your policy easy to navigate, understand, and find 
• Use an online booking tool (OBT) for travelers who prefer to self-book 
• Allow a bit of flexibility so travelers feel they have some autonomy 
•  Include a category for last-minute bookings so it doesn’t mess up your data 
• Understand your traveler needs and build an inclusive policy 

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

How to market your corporate travel policy internally?

Corporate travel might be off the radar for most employees, especially those outside of customer-facing positions. The first step in promoting successful corporate travel policies is awareness. 

Do employees know about the policy? Where can they find information and updates on business travel? Clear communication at pivotal points and frequent intervals can help keep everyone aware.

Review common and expected challenges

Business trip policies might be ineffective if they don't meet the needs of some business travellers. You can get ahead of challenges by understanding that last-minute travel can be necessary or that different travellers have unique needs. 

Inclusive policies plan for employee safety and comfort on a range of business trips, paying attention to details such as arrival and departure times, car rentals, ground transportation, and noise levels.  

Communicate business travel policies effectively

Travel managers can use best practices to ensure all employees are aware of and understand travel programs. Visual policies, internal documents, and guides all work well. People learn differently, so it’s a good idea to have key information in both visual and text formats. 

A yearly update is also beneficial, as well as communication on any major changes, like new technology or changes in the approval process or submitting expenses. An internal FAQ page can increase understanding of corporate travel guidelines, as well as prompt new questions.

Book a demo of Melon , the all-in-one travel platform. 

Increase employee engagement 

Highlight areas of company travel that offer flexibility, to show what’s possible for different preferences. Talk about benefits like an online booking tool vs. working directly with a TCM.

Developing interactive content, like employee surveys, can show if traveller satisfaction is achieved. It also helps identify travel arrangements that are unnecessary for cost savings.

Find internal champions for the business travel program 

Travel policies cross paths with a lot of different departments, from sales to the finance team. Identifying key people and keeping them involved in developing the travel program means getting buy-in and internal support.

Corporate Traveler has a long history of travel management and is ready to join forces as an external member of your travel planning team. Let’s make booking a breeze , together.  

Case studies: effectively marketing your corporate travel program

A travel manager should match your company culture for the best fit. Find out how these companies successfully targeted the right mix of technology and service to meet employee expectations and business goals.

Flipp Travel Case Study

Streamlining global travel for Eliquent Life Sciences

Beyond Energy Case Study

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimizations. 

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are traveling matters! 

Corporate Traveler conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveler profiles, while 41% said their company didn’t provide resources for specific traveler profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses. 

A people-first travel program and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses. 

GUIDE: Download the How to design a people-first travel program guide 

We recommend policy reviews every 3-6 months, but at the minimum, once per year. 

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups traveling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant. 

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people. 

Remember these best practices when writing your travel policy: 

• Keep it simple and make it pop with visuals, bullet points, and bold headings. 
• Answer any and every question possible – think of all the eventualities 
• Always put your people first 
• Implement a quick and simple approval process 
• Automate as much as you can 
• Use technology that’s supports your policy 
• Be flexible with due reason 
• Be clear about what’s not allowed 
• Update your travel policy at least once a year 
• Keep it somewhere easy to find  

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other. 

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

See how Cvent can solve your biggest event challenges. Watch a 30-minute demo.

The 2024 Guide to Corporate Travel Management

Did you know that the  global business travel market  is projected to hit a staggering $829.5 billion by 2027, growing steadily at a rate of 3% over seven years? It's a massive industry that underpins the operations of countless companies worldwide. 

Yet, despite its importance, corporate travel management often feels like a never-ending administrative headache. Managing it can be overwhelming and time-consuming, from booking flights and arranging accommodations to tracking expenses and ensuring employee safety. 

However, it doesn't have to be this way. 

Business travel has the potential to be a strategic tool for growth, fostering collaboration, and boosting morale among employees. So, what's causing the disconnect? And, more importantly, how can you bridge this gap? 

In this post, we'll delve into the biggest pain points of corporate travel management and offer practical solutions and insightful tips to address them effectively. By exploring streamlined processes, leveraging the right  business travel solutions , and prioritizing both efficiency and employee experience, we'll show you how to transform your travel program from a chaotic scramble into a well-oiled engine of success. 

What is Corporate Travel Management?

Corporate travel management involves overseeing and organizing employees' travel and entertainment expenses to ensure adherence to the company's policies. It includes  business travel planning , such as organizing itineraries, buying tickets, and checking expense reports. 

Larger companies often have dedicated departments for this, whereas smaller businesses might rely on their human resources and accounting teams. Some companies choose to outsource these responsibilities to specialized travel management companies. 

Core Elements of Corporate Travel Management

The core elements of corporate travel management revolve around processes and policies designed to streamline and oversee all aspects of business travel. These elements ensure that travel is cost-effective, efficient, and aligned with the company's objectives and policies. 

Let's take a closer look at these key components: 

• Policy Development and Compliance:  Establish clear, comprehensive travel policies that define allowable expenses, preferred vendors, booking procedures, and compliance measures. These policies help set expectations and guide employee behavior during business travel. 
• Travel Approval Process:  Implement a system for approving travel requests to ensure trips are necessary, budgeted, and aligned with business goals. This process often involves multiple levels of approval, depending on the purpose of the travel and cost. 
• Booking and Reservation Management:  Centralize or streamline the booking of flights, hotels, car rentals, and other travel services. This can involve in-house resources, corporate travel agencies, or specialized travel management software to secure the best rates and ensure policy compliance. 
• Expense Management and Reimbursement:  Create a system for tracking, submitting, and reimbursing travel expenses. Use expense report software to simplify the submission process, ensure accuracy, and maintain records for auditing purposes. 
• Risk Management and Duty of Care:  Ensure the safety and security of traveling employees by assessing travel risks, providing travelers with information and support, and having plans for emergencies. Monitor global events and implement safety protocols. 
• Data Analysis and Reporting:  Collect and analyze travel data to monitor spending, identify trends, and uncover opportunities for cost savings. Reporting helps companies understand travel patterns, negotiate better rates with vendors, and improve travel policies. 
• Vendor Negotiations and Relationships:  Establish and maintain relationships with preferred travel service providers, such as airlines, hotels, car rental companies, and travel agencies, to secure competitive rates, special discounts, and favorable terms. 
• Technology Integration:  Utilize corporate travel technology for booking, expense reporting, policy compliance, and traveler safety. This technology solutions can automate many aspects of travel management, improving efficiency, and user experience. 
• Traveler Support and Communication:  Support employees before, during, and after their trips, including travel advisories, 24/7 emergency assistance, and feedback mechanisms to improve the travel program.   

What are the Benefits of a Corporate Travel Policy?

A well-defined corporate travel policy is essential for managing business travel effectively. It ensures travel expense management, compliance, efficiency, employee travel management, and satisfaction, ultimately contributing to a successful travel program.  

Here are some benefits of having a corporate travel policy: 

For Businesses:

• Cost Control:  Establishes clear spending limits and preferred vendors, leading to cost savings and budget predictability. 
• Compliance:  Ensures adherence to internal policies and external regulations, mitigating legal risks. 
• Efficiency:  Streamlines travel booking and expense management processes, saving time and resources. 
• Ensure Duty of Care and Traveler Safety:  Promotes employee safety and well-being through travel guidelines and emergency protocols. 
• Traveler Satisfaction:  Provides clear expectations and support, fostering a positive travel experience for employees.  

For Employees:

• Clarity and Guidance:  Understands company expectations and procedures for travel arrangements and expenses. 
• Budget Awareness:  Makes informed decisions about travel choices within allocated budgets. 
• Peace of Mind:  Feels supported and secure, knowing they comply with company policies and have access to resources in case of issues. 
• Efficiency:  Benefits from streamlined booking processes and clear expense reporting procedures. 

Developing a Corporate Travel Policy: Tips and Best Practices

When developing a corporate travel policy, follow these tips and best practices: 

• Be Specific:  Provide concrete guidelines for booking flights, hotels, meals, and entertainment expenses. 
• Streamline Approval and Reimbursement:  Implement a transparent process for travel approval and expense report submission. 
• Be Equal and Fair:  Maintain consistent guidelines to foster equity and trust across all levels. 
• Remember Employee Engagement:  Promote awareness through training sessions and encourage feedback during revisions. 
• Ensure Safety:  Include safety protocols and emergency contact information in the policy. 
• Focus on Sustainability:  Encourage eco-friendly travel options. 
• Embrace Technology:  Integrate travel booking and expense management software for a seamless experience.  

Regularly review and update the policy to reflect changing needs and industry trends. 

6 Common Challenges in Corporate Travel Management

Corporate travel presents ongoing challenges for many businesses, from handling numerous requests to controlling expenses. Even with processes seemingly managed, the time and effort invested in what should be straightforward tasks can be substantial. 

It's common to encounter the following issues: 

• Handling Numerous Requests:  Typically, someone is tasked with overseeing travel arrangements. It could be a dedicated travel manager or administrative team. The challenge arises with the volume of requests from various departments in the company, often communicated through different channels like email, Slack, or in-person visits, creating a disorganized and time-consuming workflow. 
• Tracking Approvals:  Ensuring travel is approved by the appropriate personnel adds layers to the process. Travel management systems can streamline approvals by electronically notifying and collecting consent from managers, simplifying the process. 
• Controlling Costs:  Travel is essential for business growth, so managing expenses becomes crucial. Often, companies overspend by not accessing lower-cost options, opting for business-class accommodations, and bookings through travel agents. Exploring more cost-effective avenues, like discount websites, can help manage budgets more efficiently. 
• Empowering Employees to Book Travel:  Allowing employees to book their travel can reduce administrative burdens and increase satisfaction by giving them choices and control over their itineraries. 
• Flexibility:  Balancing control with freedom is key. Offering a broad range of travel options without strict restrictions can save money and keep employees happy by providing more choices. 
• Minimizing Errors:  Travel bookings and expense reporting mistakes can be time-consuming and costly. Ensuring clear approval trails, keeping meticulous records, and using collaborative tools can help reduce these errors and the logistical nightmare they cause. 

Overcome Corporate Travel Management Challenges with Technology

Corporate travel presents ongoing challenges for many businesses, from handling numerous requests to controlling costs and minimizing errors. However, technology solutions can help overcome these challenges by streamlining travel arrangements, managing expenses, saving time, and reducing errors.  

Corporate travel management software helps businesses streamline their travel processes. It can: 

• Streamline travel arrangements:  Corporate travel management software can help employees book, manage, and track trips without contacting specialists. 
• Manage travel expenses:  It allows businesses to manage travel-related expenses while following corporate travel policies. 
• Save time:  Offers a centralized platform that allows employees to make reservations, track itineraries, and submit expenses more quickly. 
• Reduce errors:  A centralized platform can help reduce the chances of manual errors and ensure a more efficient workflow. 
• Consolidate vendors:  It can help consolidate travel invoices and vendors in one place. 
• Plan, track, and analyze trips:  Corporate travel management solutions can help automate corporate travel policies and help businesses plan, track, and analyze business trips. 
• Provide travel inventory, policy, and reporting:  It provides robust travel inventory, policy, and reporting. 

How to Reduce Corporate Travel Costs?

Reducing business travel costs may seem challenging, especially with  corporate travel expenses  expected to rise in 2024.  

In addition to having a formal corporate travel program and leveraging corporate travel management software, follow these tips to reduce corporate travel costs further: 

• Review your travel policy to ensure it covers key cost areas like approvals, bookings, and expenses. Clear guidelines help travelers make cost-effective choices. 
• Implement a pre-trip approval process so no bookings are made without sign-off, avoiding cancellation fees. Online tools allow monitoring of bookings. 
• Encourage flight flexibility—be open to varied dates, airlines, and economy class. Use alerts for deals and AI tools to rebook at lower fares automatically. 
• Set hotel budget thresholds or star ratings. Leverage peer reviews to find good-value hotels. Negotiate discounts for frequent stays. Use price optimization tools to rebook at lower rates automatically. 
• Consider allowing " bleisure " (business + leisure) trips, which offer flexibility and can reduce costs through extended stays. 
• Consolidate trips to the same region to maximize efficiency and reduce emissions. Batching trips lower costs through shared flights and ground transportation. 
• Understand additional ancillary fees, like Wi-Fi, parking, etc. Bundled packages help forecast and control these expenses. 
• Boost productivity with apps that sync schedules and provide real-time updates. Smoother travel means employees work more and organize less. 
• Partner with a travel management company to access preferential rates, on-site deals, and consolidated expense/trip data for cost control. 
• Incentivize employees to choose cost-saving options by rewarding them for good decisions. Also, utilize business reward programs for free points on bookings. 

Streamline Your Business Travel

Managing corporate travel is vital for business success. By adopting clear policies, using technology wisely, and following best practices, you can overcome challenges, control expenses, and ensure smooth travels for your team. 

Take action now to enhance your corporate travel program. Whether refining existing policies or starting fresh, focusing on efficiency and employee satisfaction can result in better outcomes. 

With the right approach, your travel program can boost growth and collaboration. So, start implementing these tips today and watch your corporate travel program take flight. 

Next, we share our  business travel checklist  for essential tips and tools to streamline your travel processes.

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

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The ultimate guide to corporate travel management

Published: April 9, 2024

The days of businesses operating and growing within a small city radius are long gone. In today’s fast-paced and tech-savvy business world, companies have easy access to global talent and clientele.

As such, transporting stakeholders long distances is standard practice. Recent forecasts project that there will be more than 470 million domestic business trips taken in the US alone in 2024.

While corporate travel is a necessary part of operating a modern business, it can also be logistically difficult and costly to manage—especially as your business scales. This article will help cover what you need to know to improve your corporate travel management operations.

What is corporate travel management?

Corporate travel management is the process of coordinating, analyzing, and managing a company's business travel needs.

Effective corporate travel management is crucial for keeping business trips organized and efficient, ensuring that travel arrangements align with the company’s policies, helping to enhance the safety and comfort of travelers, and adhering to budgets.

What does a corporate travel manager do?

Craft and implement comprehensive corporate travel policies.

Corporate travel managers develop detailed travel policies that align with the company's unique goals and needs.

For example, a travel manager would establish policies for:

Booking procedures. Define processes for booking rides, flights, and hotels.

Travel class guidelines. Set standards for business or economy class based on distance, duration, or employee level.

Accommodation standards. Specify the type, budget, and class of accommodations allowed (for instance, hotels or home rentals).

Expense reporting and reimbursement. Set limits on daily allowances for meals and incidentals, and establish procedures for tracking and submitting travel expenses.

Technology use. Implement travel management software or apps to simplify travel arrangements, data analysis, and reporting.

Orchestrate seamless experiences

Corporate travel managers oversee the coordination and execution of business travel plans for employees. They either directly arrange all aspects of travel themselves, manage an internal team of travel coordinators, or work with third-party travel agents.

Today it’s also essential to adopt corporate travel apps , as they assist managers with streamlining travel plans across their organization. A corporate travel app helps with the following:

Automated expense tracking. Eliminates the need to save hard copies of receipts by automatically adding to the system the trips and meals to be expensed.

Centralized control from a dashboard. Provides complete visibility into travel policies, procedures, expenses, budgets, and plans.

Real-time reporting and tracking. Offers a comprehensive look into customized travel programs with real-time updates for travel, meals, incidentals, and more.

Simplified travel management. Includes flexible and customizable limits for booking rides, buying food, and processing payments (such as charging to a personal card for reimbursement or to a business card).

Control the budget for optimal financial outcomes

Travel managers navigate the line between providing comfortable travel experiences for employees and sticking to the business’s travel budget.

To do this, managers research cost-saving opportunities, identify the most cost-effective times to travel, and negotiate discounts with travel vendors.

A travel manager might, for instance, identify and book off-peak flights for a team attending an international conference. They could also track rideshare prices to find optimal travel times and book hotel rooms with corporate discounts.

Analyze data to inform future travel policies

Corporate travel managers are also responsible for monitoring travel data. Keeping a close eye on travel analytics helps with:

Tracking expenses. Examining corporate travel expenses reveals spending patterns and shows where the company can reduce costs.

Identifying travel patterns. Historical travel data helps managers find patterns and trends, which helps with forecasting future travel needs and preferences.

Benchmarking against industry standards. Travel managers compare their company’s travel spending and policies against industry benchmarks to better understand performance.

Analyzing supplier performance. Evaluating data about suppliers can uncover their reliability, service quality, and value.

Managers capture this data with feedback surveys from employees, travel industry reports, travel management software, and third-party travel platforms.

Prioritize duty of care for employee well-being

Corporate travel managers work closely with HR managers to develop duty-of-care protocols for their employees.

Duty of care in corporate travel includes:

Ensuring the health of employees. Maintaining the well-being and health of traveling employees and making sure they have access to necessary healthcare and support.

Providing for basic needs. Arranging for essential amenities like quality food and beverages, and comfortable accommodations.

Protecting employees. Keeping travelers away from situations where they may experience harassment, stress, or discrimination.

Collaborate with industry partners

Corporate travel managers’ duties don’t start and stop with coordinating and managing business travel. They’re also responsible for building relationships with top industry partners and vendors.

This includes establishing discount and comfort agreements with airlines, negotiating deals with hotel chains, and selecting the best rideshare apps.

They also work closely with internal teams and senior management to ensure that travel strategies and contracts align with overall business goals.

For travel policy setters or managers

Oversee your travel program with the flexible rules and streamlined reporting you need, with Uber for Business.

Challenges within corporate travel management

Successfully managing corporate travel requires so much more than simply booking plane tickets and hotel rooms for employees. Below are some of the top challenges corporate travel managers face.

Cost-benefit analysis

In corporate travel management, this involves quantifying all costs associated with travel and weighing them against the benefits, such as networking opportunities, employee development, client relationships, and successful sales.

Imagine a scenario where a company is considering sending an employee to an international conference that costs $3,000 in total. The corporate manager would need to research the potential benefits (such as networking, business development, and employee growth) of spending that $3,000 and determine if it’s worth it.

Cost-benefit analysis can also be nuanced. Consider this data point, for example: 48% of business travelers say their last work trip was too long. If an employee can accomplish what they need to in 2 days of travel and a manager books a trip for 4 days, it results in 2 extra days of employee time and corporate travel budget.

Cost-benefit analysis, in this instance, would involve analyzing past data, including post-travel feedback surveys, to understand how long employees need to travel to accomplish goals while optimizing the travel budget.

Traveler satisfaction

Research shows that 60% of employees say business travel positively affects their satisfaction with their job. And Slack’s 2023 “State of Work” report found that most employees say feeling happy and engaged at work is a key motivator. What’s more, when employees are happy and productive, businesses thrive, according to The Economist .

The tricky part for travel managers is accommodating employees’ diverse travel needs and preferences within a corporate (not a luxury vacay) budget.

To keep employees happy and productive, travel managers must understand what satisfies employees while they travel and then develop a plan to deliver a positive experience while working within a corporate budget.

Adapting to changing business needs

Shifts in business priorities, such as targeting new international markets or altering strategic partnerships, directly affect travel requirements.

A shift toward more in-person client meetings, for example, can increase travel frequency. Corporate travel managers must adapt policies and budgets to align with evolving business needs.

And efficient corporate travel management requires monitoring shifting political, economic, and health climates worldwide and being ready to respond and adapt. Travel needs can change in an instant, and corporate travel managers must remain adaptable to adjust travel strategies as necessary.

Environmental sustainability

A 2023 Deloitte study reported that climate concerns will likely limit corporate travel growth in the coming years. Deloitte found that “4 in 10 European companies and a third of US companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets.”

This statistic highlights the growing pressure on corporate travel managers to devise travel strategies that meet the needs of a growing business while being efficient, cost-effective, and environmentally responsible.

4 tips for managing business travel

Now that we’ve discussed some of the job responsibilities and top challenges of corporate travel managers, let’s cover the best tips for managing business travel.

1. Establish clear communication channels

When employees don’t know your travel policies and procedures, it’s impossible for them to comply.

In other words, they might not know how much they can spend at a corporate dinner, whether they should take a taxi or use a rideshare app, or what safety and security policies they need to follow when traveling for business.

Consider establishing a clear communication channel where every employee can access critical travel information. This could be a dedicated travel portal or intranet page, regular email updates, or travel management software that provides real-time communication.

2. Conduct regular training sessions

Another way to fine-tune communication and increase awareness about travel policies is by conducting regular training sessions.

Create a live or digital training course that covers the following:

• Travel policies: Review company-specific travel guidelines and booking procedures.
• Safety measures: Explain all protocols and emergency procedures for travel. Draw special attention to areas people may be visiting that are undergoing political or civil unrest.
• Changes in procedures: Provide updates on any new or altered travel-related processes. This is especially important during health crises.
• Duty-of-care responsibilities: Educate on and provide clear definitions of the company’s commitment to traveler safety and well-being.
• Per diem amounts: Outline the daily allowances for expenses while traveling. Include a definition of what is and isn’t allowed. For example, is alcohol part of a per diem or excluded from corporate expenses?
• Expense reporting: Give instructions on how to accurately report and submit travel expenses.

3. Adopt travel technology

When you’re managing travel for multiple employees across different offices, it’s challenging to educate everyone, track expenses, and ensure compliance with travel policies. To organize and streamline everything, you may consider a travel management system (TMS).

A TMS is a comprehensive travel platform that helps companies book, track, and report travel activities. It typically also provides real-time data and analytics, helping you monitor travel spending and optimize your travel strategies.

4. Evaluate and update travel procedures and policies

Any changes in technology, the world economy, political climates, global health status, and industry have a profound effect on business travel.

As such, it’s essential to establish a process for continually evaluating and updating travel procedures and policies.

This could include:

• Reviewing policies to make sure they’re relevant, cost-efficient, effective, and safe
• Surveying your employees to see how happy they are with your travel policies
• Evaluating your TMS data to identify where you can optimize travel, innovate, and improve processes

Move your business forward with Uber for Business

In today’s fast-paced business world, getting corporate travel right is more important than ever. Adapting to changes quickly and embracing new technologies are key to staying ahead in managing business trips effectively.

You may also consider leveraging Uber for Business , a game changer in managing your company’s travel needs. It simplifies the entire process of corporate travel management with features like automated expense tracking and centralized control, making it easier to stick to policies and budgets.

With Uber for Business, you’re not simply organizing travel. You’re also saving time and money while giving your team a smoother, more efficient travel experience. Learn how to get started .

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Get the best of Uber, for business—including improved cost controls and compliance.

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It all starts here - manage travel and meal programs with easy to set cost controls and more.

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Help your employees connect with your company’s Uber for Business account.

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Enable executive assistants to arrange work transportation for executives with a delegate profile.

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The Strategy Guide to Corporate Travel Management

Download the PDF eBook version

Developing a corporate travel management strategy is one of the most important decisions you will make because it sets the framework for all your future travel plans.

With a solid plan in place, you can develop a budget, determine your objectives, identify your target audience, then build a program to achieve those goals.

It's also a way to build credibility with your employees and to encourage them to be responsible and accountable when they travel.

What Is Corporate Travel Management?

Corporate travel management is a business process used by companies to control, plan, and monitor the expenses of corporate travel. The changing global economy has affected the travel industry and, with it, the pressure on companies to reduce costs has grown.

Corporate travel management attempts to reduce these costs by streamlining company policies and procedures, which then translates into more effective and efficient business practices.

Here are some simple yet effective ways you can achieve this:

Plan the Logistics of Your Business

To plan for the logistics of your business, it’s important to first define what this term means. According to Investopedia , logistics refers to the “overall process of managing how resources are acquired, stored, and transported to their final destination. Logistics management involves identifying prospective distributors and suppliers and determining their effectiveness and accessibility.”

In the context of corporate travel management, logistical details may include what resources are needed by employees to travel safely and reach their destination. One example is financial resources, which can include the procurement of travel tickets, as well as the cost of lodgings and local transportation. Logistics in this sense can also include suppliers like the travel agency your company works with to make travel arrangements.

Identifying the logistical needs of your business will make planning and managing the trip easier. Additionally, you’ll be able to outline, adjust, and schedule corporate travel procedures accordingly.

Track Your Travel Costs on the Go

It’s easy to lose track of how much you’re spending when you’re moving from one place to another. The problem with travelling is that some unplanned costs can happen, especially when immediate problems arise. Some examples of this include going off-route in a taxi or the flight is delayed. This can lead to problems in the long run, especially if you’re travelling on a budget.

Thus, it’s important to keep track of your travel costs while in transit. Fortunately, it’s a lot easier to track travel costs through expense tracker apps, which can be web-based, cloud-based, or with mobile integration.

Not only can you track costs with these apps, but you’ll also be able to scan receipts, submit reimbursement reports, switch between currencies for international travel, compare actual costs with your set budget, and many more. Here are seven expense tracker apps specifically designed for travelling:

• Expensify (our top pick)
• Trail Wallet

Plan for Long-Haul Travel, but Also for Shorter-Haul Flights

In some cases, long-haul flights are not only necessary but also more appealing to corporate travellers as they may be able to save on costs.

According to a study published in the Journal of Air Transport Management :

“Business travellers are particularly attractive to book flights as they tend to travel more frequently than leisure passengers, and they tend to be prepared to pay higher prices than leisure passengers. In short-haul markets, such as those within the European Union (EU), business travel may represent a large proportion of a scheduled airline's traffic.”

This means that shorter-haul flights tend to cost more than long-haul travel, compelling companies to plan in advance and opt for long-haul flights.

However, effective corporate travel management should also take short-haul flights into account depending on the needs and nature of your business.

By planning for and allotting a budget for both long-haul and short-haul flights, you can meet business goals in a timely fashion without shortchanging other travel expenses, such as lodgings or local transportation.

Key Takeaway

Corporate travel management can be a necessary tool for companies, but it's also a huge money saver. Understanding how to properly use it will help you stretch your costs and make sure that you're following the right procedures .

Define Your Corporate Travel Management Goals

Most corporate travel managers can use some practice and advice on how to improve their skills. Corporate travel managers are responsible for planning, negotiating, and organizing travel for employees. While most employees rely on their employers to help them book flights, hotel rooms and rental cars, corporate travel managers complete those tasks for an entire company. Here are tips from a seasoned corporate travel manager on how to master the art of corporate travel management:

Understand Your Company's Travel Policies

For effective corporate travel management to happen, there should be clear guidelines about the company’s travel policies. This can include, but is not limited to, the following:

• Clear details about the company’s travel procedure
• Travel agency approved by the company
• Rules and regulations while employees are travelling, such as conduct and behaviour
• Method of travel, whether by land, air, or sea
• Procedures for procurement, cancellation, or loss of travel tickets
• Boarding and lodging details
• Travel arrangements while heading to and upon reaching the destination, such as car rentals or taxi services
• Expenses, such as per diem and meal expenses, or miscellaneous and emergency expenses
• Safety and security of travelling employees
• Insurance coverage for international travel

Clearly outlining and understanding these policies can help corporate travel managers to plan ahead and tailor travel arrangements according to the company’s business goals.

Additionally, employees will have a smoother time planning for the trip without disruptions to their day-to-day tasks and the company’s overall workflow.

Understand the Needs of Your Employees

Before the pandemic, corporate travel management tended to focus on getting the best arrangements for accommodations or the best deals for ticket prices.

These factors and many others are still important today, but the pandemic has brought to the fore another element in corporate travel that necessitates a higher priority: the safety and well-being of travellers.

In keeping up with the current changes, corporate travel managers should also ensure that partners and suppliers, such as their airline of choice or hotel accommodations, have solid health protocols in place.

It’s highly unlikely that employees will be willing to travel when there’s a high risk of getting infected. Thus, corporate travel managers should look into safety guidelines, quarantine policies, and local travel restrictions for the trip to be both safe and successful.

Use a Travel Management System

Similar to tracking travel expenses, corporate travel managers need to stay on top of all the necessary steps to organize and execute the trip successfully. This begins with making travel requests all the way to the return trip home. With a travel management system in place, it will be much easier to achieve the following:

• Streamline processes
• Gain approvals in a timely manner
• Create up-to-date reports
• Manage scheduling
• Anticipate emergency scenarios
• Smooth booking experience
• Compare prices for tickets, accommodations, and local transportation
• Manage other expenses
• Get the best value-for-money deals

If you’re using an expense tracker, be sure that your travel management system can integrate well with your chosen software.

Build Relationships With Vendors and Providers

In the industry of corporate travel management, vendors and providers can mean airlines, travel agencies, hotels, and other third parties providing goods and services that corporate travellers need.

As the ones spearheading the planning and managing for corporate travel, corporate travel managers will benefit a lot from building strong relationships with vendors and partners.

Communication is the foundation of strong relationships, so you should first be clear about what you need, as well as your travel goals and policies, so expectations can be properly set.

At the same time, it’s important to be responsive to prospective suppliers so you can engage with them and weigh your options.

Similarly, just as the supplier should understand your needs, you should also take into account the supplier’s needs as a business. If you aren’t able to come to a satisfying agreement, consider partnering with another vendor from which you can mutually benefit.

Create a Travel Calendar

A travel calendar will ensure that you’re making timely travel arrangements and you won’t encounter any delays. Keep in mind that delays can easily translate into extra costs, so be sure to allow time for possible unforeseen circumstances.

Proper scheduling also prevents disruptions, whether that’s on the employee’s side or the vendor’s side. With a timeline set in place, you’ll also be able to make the necessary adjustments that can address scenarios such as delayed flights or a high volume of travellers, especially if you’re planning arrangements during the holidays or vacation months.

Creating a travel calendar can also be made easier with an effective travel management system. Find one that works for your company’s processes, policies, and budget so you can maximize the app to suit your needs.

Follow Up To Make Sure All Goes Smoothly

Further to communication, following up on the progress of your corporate travel plans is necessary to ensure that all steps have been accomplished by all parties involved.

For instance, you can check whether all employees have the required travel documents or if approvals have already been signed by the relevant departments or managers.

Following up on your suppliers and providers can also smoothen out potential issues early on, especially when it comes to the availability of tickets or accommodations.

Follow-ups also keep everyone up-to-date about where they are in your set time frame. If someone still hasn’t accomplished their requirements, you can still make timely changes that won’t significantly affect the other stages of planning and executing the trip.

You can achieve corporate-travel-manager success if you are organized, diligent, and prepared to work hard. Keep these tips in mind while planning and managing business travel, and you'll be well on your way to mastering the art of corporate travel management.

Build a Program To Meet Those Goals

It’s not an easy task to manage corporate travel, especially if you are responsible for managing multiple teams and travel budgets. So, what are the best practices that a corporate travel manager has to follow?

Create and Manage a Travel Policy

A clear outline of travel policies will steer everyone involved in the right direction. This also ensures that corporate travel managers themselves are in line with the company’s overall rules and regulations, as well as the destination’s local laws and guidelines.

Having a travel policy will also let your employees know how to conduct themselves while travelling. This is especially important if you’re travelling internationally, as there are certain things you are expected to do and not do according to the local culture.

Aside from creating and managing an internal travel policy , it also pays to do research on where you’re going, even if it’s just a different state or a different country altogether.

Compile your research and summarise the information in a way that travelling employees will be able to easily digest. At the same time, get employee feedback while preparing travel policies to make sure that you’re covering all bases.

Know Your Budget

Of course, knowing your corporate travel budget is important. As previously mentioned, some airlines tend to charge corporate travellers a higher amount since they know that this is a necessary business expense.

Knowing and understanding your budget, its allocations, and limitations will allow you to build an effective corporate travel program that meets all your goals and needs.

Having an understanding of your budget will also allow you to properly adjust expenses and prioritize certain elements of the trip.

For instance, you can save on flight tickets in exchange for higher-end lodgings. Additionally, you can anticipate unplanned costs, such as emergencies, delayed flights, or even when travellers get caught in the middle of a natural disaster.

Plan for the Worst-Case Scenario

Speaking of emergencies and natural disasters, nobody can tell when these things might happen. Accidents, whether major or minor, are also highly unpredictable.

As such, it will be to your advantage to plan for the worst-case scenario. It’s always good practice to anticipate that something untoward might happen during the trip so employees in transit won’t be in a bind when it actually happens.

Aside from allocating a budget for worst-case scenarios, it will also help employees if you include these scenarios in your corporate travel policy. This way, they’ll know what contingency plans the company has in store for them.

Use Technology To Make Travel Easier

In the past, spreadsheets were typically used to manage corporate travel procedures. These days, however, there are more advanced travel management solutions that can centralize, systematize, streamline, and even manage risks while employees are on-the-go.

Take advantage of the available technology so you can have a better view not only of travel expenses, but also policies, relationships with vendors, local rules, and all the updates needed to accomplish travel requirements.

This way, you can plan for the trip effectively while staying on top of all tasks required of you, employees, and suppliers.

It’s important that you understand what a corporate travel manager does and how they are responsible for their team's travel projects.

Execute With Excellence

There are many businesses that struggle with their travel management, spending countless hours a week dealing with the logistics of getting their employees to the right place at the right time.

Technology has made it easier for businesses to manage their own travel, but there’s still a lot of room for improvement.

Here’s how companies can take the leap from struggling with their current travel management system to enjoying a seamless and efficient experience:

Design Your Corporate Travel Schedule

Managing schedules is just as important as managing costs, so it’s important to design a detailed corporate travel itinerary.

Generally, this can be a checklist list that lets your employees know what happens during a specific date and time. This can be especially helpful when they have conferences or multiple events to attend.

A well-designed corporate travel schedule can include, but is not limited to, the following:

• Ticket and flight details
• Boarding and departure dates and times
• A list of activities that will happen during an event, conference, or meeting
• Event venues and attire
• Scheduled mealtimes
• Time for rest and leisure
• Estimated time of travel from the hotel to the event location, and vice versa

Again, it’s also beneficial to get employee feedback when designing the corporate travel schedule to see if your list covers all their needs.

Implement a Flexible Itinerary

Although it’s important to list down all the things that can happen during a trip, it’s equally important to make your schedule flexible. Take into account the possibility of delays, traffic, or other difficulties and emergencies that might happen along the way.

As mentioned, unforeseen events can happen and a flexible itinerary can help buffer the consequences of those scenarios so your schedule and the trip won’t be significantly impacted.

Create a Budgeting System so You Can Track Expenses and Benefits as They Are Needed

Corporate travel expenses can easily skyrocket when they’re not tracked properly. At the same time, employees might not immediately realize the benefits they can gain from undertaking corporate travel.

In this regard, a budgeting system will help them have an overview of what’s important to spend on and what they can gain from certain budget allocations.

Generally, it’s ideal to save on all expenses but everyone knows that you can only cut down on expenses so much without severely impacting the quality of the trip and the well-being of corporate travellers.

In this case, you need to go back to your company goals to properly assess which factors you can save on and which ones need a higher budget. There are no hard-and-fast rules for this, but a good rule of thumb to follow is if allocating a lower budget for, say, airline tickets, won’t affect the fundamentals of the trip, then it can be beneficial to pursue that route.

In turn, you can use what you save to arrange better lodgings for employees or allocate that for emergency scenarios.

Corporate travel management is a process that requires you to know your employees and plan accordingly. Find out how to improve it, then implement it. This ensures that everyone is on the same page.

A Successful Corporate Travel Management Plan Is One That Is Developed Strategically

Business travel management solutions can ensure smooth travel and procedures for all parties involved. This section will cover the different business travel management solutions and how they work.

Reporting Tools

According to a November 2020 survey , “roughly 66.5% of respondents stated that their organizations used an online expense reporting platform that includes mobile solutions.

In contrast, only 8% of the surveyed travel buyers claimed that their companies relied on Excel spreadsheets or other offline processes to track their travel expenses.”

Locomote offers a centralized dashboard for corporate travel management that makes sense of your data so you can pinpoint areas for improvement and review how well your corporate travel policy is performing.

With its breakdown of real-time data, you can track expenses, receive a detailed invoice, and even apply unused tickets to book your next trip.

Budget Management

Budget management refers to the financial resources corporate travellers are allotted for the entire trip and what they are used for. This can also refer to points, benefits, and deals offered by suppliers and partners.

With an effective budget management tool, each expense can be tracked quickly and efficiently, allowing corporate travellers to focus on why they went on the trip in the first place. At the same time, they can gain travel points and even access to different airport lounges.

Booking Tools

Booking tools for corporate travel management make it easier to acquire the best accommodations and book trips in a more convenient manner. There are many booking tools that you can compare depending on your trip’s goals.

Our booking tool focuses on features such as hassle-free group and solo travel, a user-friendly interface, and providing a safer and better travel experience.

Manage Your Business Trips Effectively

Corporate travel management can help cut down costs, get the best deals, and provide a safe and productive trip for travelling employees.

Having a strategic approach aided by technology can ensure that the trip is successful and rewarding to all parties involved.

Contact us today if you want to see a platform that can do all of this for you and more.

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Five steps to the best travel management process flow

By mona lavare posted may 15, 2021 03:11 am.

Rather than answer a million emails, why not move workflow management outside of your email inbox collectively?

Why not track it—as in, see what tours need to be booked and settled, which ones are continuing, which have passed, which team members are going and when etc.

It turns out, there are better alternatives to manage business travel than with email. Read on for the 5 levels it takes to improve your travel management method.

Determine priorities for administrators, managers and travelers

Business travel is one of the most challenging expenditures of any business. Each journey has different goals and purposes, and each person associated with the trip has different preferences.

• The business tourist wants an itinerary that doesn’t cause unnecessary sleep-loss, a comfortable room with WiFi, and maybe an additional day to explore a new town and turn a business trip into personal travel – a.k.a a “bleisure” trip.
• The office administrator needs a travel policy that works and a travel management solution that does not take too much time away from other duties. They shouldn’t need to open numbers of tabs with various booking sites or contact loads of travel experts or agents.
• And lastly, the finance manager needs immediate access to all travel spending to make budget decisions in real-time and optimize cost savings.

These preferences and concerns are a given. Depending on how your company goes, you may have extra factors to keep in mind. When making modifications to your business travel management process, start by listing out all of these factors in detail.

Use a booking program that allows tourists to book for themselves

Taking care of your business travelers is the solution to a successful travel management plan. If your team isn’t satisfied, then the method isn’t working.

One idea that travelers love is the ability to book for themselves, especially without having to double or triple check business policy. Why? Well, lots of ideas:

• No need to bother the office administrator or travel expert
• No need to write difficult emails or fill out forms with many itinerary options
• They can take the itinerary they need
• They can select the flight carriers and lodging they want

Finally, self-booking allows travelers to save their own time, their administrator’s time, and to get the choices they want within the pre-determined travel resources.

Use a booking platform that automatically permits travelers to book within policy or to save desired trips that an administrator can then end if you need more control. An office manager or travel manager can study this way inside the platform, which asks for bookings that are incomplete. No more email!

Streamline your systems and approvals method

Of course, when you use a corporate travel booking service, you want the travel policy and approvals inside your tool to fit the way your organization travels, not the other way around. Here are some points you’ll want to set and refresh as needed:

• Payment guidelines based on the town of destination
• Instruction based on traveler group
• Essential level of control 
• The person who is allowing each traveler/team (the team lead, project lead, or travel administrator?)

Some businesses choose not to be strict at all, allowing every operator to book out of policy if they need to, and just let the admin know via notification. Then there are organizations, mainly in traditional industries, that prevent booking outside of policy, and in those situations, they have the admin book it for the tourist just like a travel agent.

You need your booking platform to include the full spectrum, so you can do what works for your business culture and unique travel needs.

It’s smart to constantly assess your travel policy using data picked up by your corporate booking instrument so you know how well your policy is being followed. If too many bookings are being asked outside of policy or if the nature of travel has drastically modified, you should make modifications to your written and booking platform-based travel system.

Help travelers access direct support

As a travel administrator or office manager, you’ve unquestionably received calls and emails outside of regular business hours from travelers who encounter problems during their journey. It could be lost confirmation numbers, the opposite room type… anything.

Being effective for all of these incoming support queries doesn’t make travel management easy for you or for tourists. They might hesitate to contact you and not get the help they require, or on the flip side, they could be disappointed if you don’t answer on a Sunday afternoon.

It’s a much better practice to give business tourists direct access to a travel support team. One idea that businesses often solve is to work with a travel company, but this doesn’t provide for the self-booking process tourists love. Instead, it indicates they have to talk to a different intermediary to book.

It is reasonable to outsource travel support without having to sacrifice self-booking. Use a booking service that includes quality 24/7 support for every journey, and you (and your travelers) will breathe more relaxed. Sadly, the vast majority of legacy corporate booking instruments, travel agents, and travel management firms provide very low-quality customer support that has been outsourced. Look for an instrument that has invested in training in-house support representatives who are available around the clock.

Optimize your travel spend immediately, monthly, and quarterly

Because company travel is such a complex expense, it’s become widespread for administrators and managers to have ultimately no knowledge of its current costs.

A CFO or finance administrator might know the exact travel spend three months down the line, but understanding what’s going on today? Really tricky!

But, not knowing the current state of driving isn’t good.

The finance company can’t make immediate budgetary choices and is always playing catch-up, trying to cut expenses after the fact.

Any tour agent or TMC will send you monthly records, but without the immediate ability to login and review spend, the finance unit is always in the dark. Having quick insight into travel can help the finance team track spend, but it can also support receptionists to better welcome incoming travelers from other offices and travel administrators to safely track travelers’ whereabouts.

Of course, monthly and periodic reviews into travel are still necessary. Finance and services will want to review the impact and worth of various trips and the program as a whole.

Instant visibility isn’t the only factor that provides for informed finance decisions. Granular information is important as well.

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Corporate travel management: Essential guide for businesses

Today businesses rely heavily on business travel to succeed. As and when the processes are re-defining in the corporate industry, business travel is one such aspect that is changing at a rapid pace. It is becoming more value-driven and technologically advanced. When it comes to managing a business trip, it doesn't just involve flight bookings, accommodation, transportation, and meals. It also requires setting guidelines for approval processes, financials such as expense reports, budgets, reimbursement protocols, and corporate travel policies compliance. 

We will look at the challenges that occur while managing corporate travel and how you can simplify your travel management process. Business travel management is necessary so that employees can optimize their time on the road while still keeping company goals in mind and complying with regulations.

For employees, work trips can be both productive and exciting, and it is only until they come back from the tip and spend hours filing that expense reports. Trips should be an opportunity to broaden your network, raise your company's profile and create unforgettable memories But making the expense report.

What is corporate travel management?

Corporate travel management entails everything from planning and booking flights, hotels, and transportation to organizing the proper papers and approval methods and mileage tracking and paying for everything essential for a corporate trip. In simple terms, if we were to explain, it is a system for monitoring and organizing business travel.

With managing business travel, it's essential to balance employees' travel needs with the company's financial and other objectives. Some businesses hire specialized travel services to handle this other full-time travel managers.

Importance of travel management

Business travel management is critical because it ensures that businesses should get the most out of their travel expenses. It's important to analyze that they are not overpaying for transportation and lodging. It also specifies how employees plan business travels and guarantees that all travel expenditures are distributed in the company's best interests. The most significant factor in having a well-managed company travel program is to ensure employees' safety.

Corporate travel management categorization

Financial control: Involves working with each department to evaluate their travel needs and build a budget based on current spending.

Safety and efficiency: It involves ensuring employee safety and efficiency while keeping tabs on travel expenses.

Policy adherence: It entails the creation of business travel policies that reduce the company's travel costs.

Productivity: It allows employees to feel calm and recharged at all phases of travel to achieve the goals of a business trip. This helps them concentrate exclusively on their task, resulting in better results.

What does corporate travel manager do?

Corporate travel managers are a vital part of the company. A corporate travel manager is the internal employee of a company, or maybe, an external agent (if you have outsourced your travel system) who oversees and plans the corporate trip for an entire organization. And not just this, the central role entails establishing corporate travel policies, which is the make or break point of a company as it involves the rules and procedures for employees to follow. Overall, the travel manager assists the organization in efficiently and effectively navigating worldwide business travel.

Some of the activities that a travel manager facilitates are:

1. Booking trips and accommodations for employees.

2. Keeping track of the company's travel expenditure and ensuring that it remains within budget.

3. Vendor selection and management.

4. Evaluating or delivering travel expense information to the finance department for review.

In-house travel managers

An in-house travel management agent is a person you hire to handle the booking of trips, make last-minute modifications to travel plans, and maximize your savings while finding the most excellent prices for your staff.

External corporate travel managers

These people are highly specialized travel agents. These people are available at your request and use online booking tools to help you save money. External travel management agencies will be open 24 hours a day to your service.

Simplify your travel expense management process

4c's of corporate travel management.

Every business needs to master the four c's of corporate travel management if they want to streamline their travel spending.

Collaboration

It's necessary to understand the why of overspending. As overspending by employees can account for up to a third of a company's travel and expense budget, employees must collaborate with corporate travel managers to understand travel policy guidelines, and CFOs must collaborate with travel managers to create strategic policy improvements.

In business, everything comes down to expenses on office supplies, vendor payments, ads, or traveling Though traveling is just a small part of expenses, it can take a significant toll on your budget if not managed properly. Overall corporate travel managers have to look for only two aspects: Spending less and higher ROI from business travel Pricing optimization can help organizations finance additional business trips without increasing their budgets substantially.

Effective travel management will only be possible if CFOs are involved in understanding the technicalities of a travel policy or instead of creating a business travel policy. Because if it comes down to cost-cutting, they should know where the travel spend is allocated and why.

Whenever we talk about a good environment, culture plays an essential role. Businesses should encourage a positive corporate travel culture for employees to be their most productive selves; Businesses may empower their employees with tailored travel experiences by utilizing effective corporate travel management software.

How does travel expense management software work?

Because each employee in the organization has a corporate card, the process for each employee is the same:

- Through their travel software, the employee submits a request for an additional trip. This information contains the vendor, the price, and the rationale for the purchase.

- Their manager, deployed during the approval process, receives an alert. They get access to all of the information through the software they require without leaving their workstation.

- The manager gives his approval, and the employee can now access the funds.

- Using either a virtual card or physical card, they make the purchase for which they requested funds.

- When employees upload a photo of receipts, the transaction (together with the receipt or invoice) is forwarded to the finance department.

- The transaction, receipt, and required accounting details are synced to the accounting software. 

- In accounting, inbox transactions are labeled as owner, merchant, amount, date, and status.

- Now the finance team can reconcile expenses & receipts from one single platform through an automated encoding.

What is travel management system?

Travel management systems help companies streamline their travel processes. It is software that allows you to plan, track, analyze business trips and provide travel inventory, policy, and reporting. 

For companies that still follow old and traditional managing expenses, the system smoothens out those manual work and automates them altogether.

A travel management program is built on four pillars:

- Maintaining employee safety.

- Boosting program cost-effectiveness.

- Increasing employee productivity.

- Increasing transparency.

Challenges in managing corporate travel

Travel costs aren't always the most critical portion of a company's budget. Employees think that if it isn't a core component of their job, they will find various ways to avoid adhering to the rigorous standards. And instead, focus on the element of their job description. They avoid specific guidelines or steps because there are too many rules, approval hurdles, and complicated processes. Challenges to managing corporate travel range from operating costs, rigid policies to not giving employees freedom while planning a corporate trip.

Minimizing errors

Sometimes fixing the errors takes a lot of time. Employees sometimes fill in incorrect expenses, which may not match your credit card statements. It involves going back and forth to your invoices, receipts, and if any receipts go missing, it's annoying. It's annoying in terms of figuring out who approved the expense. So to avoid any errors and save up hours, it's essential to invest in good automation software that avoids the errors and duplication of travel expenses.

Too many rigid rules

For employees, a business trip is an opportunity for new experiences and to build a business. So employees must plan their journey according to what's best for them. Too many rules, like forcing them to live in a particular hotel they don't want. If employees feel compelled to choose specific options, some of the allure is lost, And they may not be able to focus on work assignments with the same excitement. Doing this will provide employees with autonomy and will lessen the burden of the finance team on booking itineraries for every employee.

Expense claims

Filing expense claims is the one thing that employees dislike. Expense reports take a lot of admin if employees pay from their pocket or through company credit cards. Every time employees come back from the trip; they have to spend hours filling the expense report and avail for reimbursement the next day.

The thing with using company credit cards for managing travel expenses is that keeping track of receipts becomes a nightmare for employees and the finance team. The finance team has to collect those receipts every month to reconcile the expenses with the credit card statements And later work to settle employees' claims.

To lessen the burden for both payment cards are the best way to settle expenses. They log in every payment the moment you make it, so there is no more reconciliation or filing expense report headaches.

Monitoring and tracking approvals

Managing travel requests differ for small to large businesses. Large corporations might hire a travel agency to manage that corporate travel, wherein the small businesses' workload comes down to the person in charge of the financial or administrative aspects of the company.

What if you have to go on several business trips? Depending on your company's size, you may find that traveling becomes quite cumbersome compared to how easy it was when you were managing things on a smaller scale. At times like these, having suitable systems in place can help ensure you don't fall behind or delay the approval process.

Otherwise, it could mean missing out on essential things, which means fewer positive outcomes relating directly to your project's results. Sometimes it may also happen that one team member from one department may send you trip requests through different sources simultaneously.

How to automate travel expense management?

Sometimes unplanned travel like last-minute air booking, hotel booking can be hard to pull together, And the challenges seem to vary. Frequent modification or cancellation of flights can add to a company's already enormous travel costs.

Travel automation software helps your finance team and employees:

- In managing all employees and their expenses through an easy-to-use interface.

- Regular detailed reports help keep track of your spending.

- A software that allows you to reconcile your trip expenses easily.

- Pay straight from the company wallet to save the headache of submitting lengthy reimbursement paperwork.

And with all of this, Automation leads to fewer errors in travel arrangements, and the administrative crew is free to focus on more vital tasks. Furthermore, if employees may arrange their excursions, they can design the most convenient vacation for them.

Built-in travel policy

A travel policy is an effective tool to manage employees' travel expenses. No matter how good your travel policy is, it takes time for employees to go through every detail in that lengthy document. And if they do, they might skip some steps, ignore some essential rules, ask too many questions if they don't understand, and forget those minute details. This could lead to mistakes. 

But what if you automate it? That means you can incorporate your travel policy into a travel management system, which eliminates the need for anybody to remember it or ask questions. They follow the procedure from beginning to end, doing what is needed of them. Remember that compliance will be significantly more straightforward if the policy is well-balanced and flexible than if it is excessively rigid.

Set spending limits

This is the best way to control your budget. How. Apart from the flights and overnight accommodation, employees might pay for daily expenses such as meals and cabs out of pocket or with a business card; depending on your firm's policies, these small costs can quickly add to your travel budget. 

So, the finance team can set spending limits for each card according to the budget. And not only this, they can even restrict the available vendors. And the budget for traveling employees is set slightly higher than the other employees. And for that, your finance manager can increase your pre-approved sum to match your per diem. The primary purpose of setting limits on cards is to provide controlled access to company funds to the employees. They can spend freely and fast, but never over the limitations.

Create approval workflows

Approving funds requests or trip expenses is another time-consuming task. With the automation tool, you can request funds and get them approved in real-time just by using the mobile app, web app, and even just from email. 

You can create approval workflows in 3 ways

- No approval is required for any trip

- Approval is required for some trips

- Approval is required for every trip.

You should have a simple approval process in place. If an employee tries to book a trip outside of policy, they should be able to request approval from within the app, And once they send the approval request, the admin should be notified instantly. There's no need to send emails with all the expense details for approval.

The most crucial step is to choose who will approve the trips: the finance manager, corporate travel manager, CFO, or numerous department heads. Some systems offer a multi-level approval process to streamline requests, wherein you 2-3 people to approve the requests. This procedure could save your company time spent on back-and-forth emails between team members and supervisors and hours spent examining the details of budgets per trip type.

Eliminate expense claims

The most challenging work a travel automation software lessens is filing expense reports. So, if there is no filing of expense reports, no expense claims, You know employees hate expense reports altogether. 

As no one wants to come after a long trip and create long expense reports and then wait for months to attain reimbursement, finance departments have to reconcile payments with credit card statements, chase receipts, and instruct the entire firm on complying with the guidelines.

The sad part is, what if employees lose their receipts? A finance manager has to go back and check credit card statements amongst the thousands of other transactions and look for who made the payment and what? Employees can quickly file a claim with the tools by clicking on the receipt and sending it in for review. So, giving employees access to the company's funds from the beginning of their trip takes away a lot of pain and admin work and takes away the headache of losing expense receipts.

Managing employee travel expenses with Volopay

Expense management software like Volopay allows you to pay with virtual and physical cards to keep track of your travel bookings and payments in one spot. You can use a virtual card generated by the platform to book flights or accommodations online. You have a physical, prepaid credit card to pay for when you're on the go, maybe an Uber. As a result, employees are never required to pay for anything with their funds.

Now, it's decided that fixing your travel issues is about improving how your company spends. It would help if you had comprehensive expense management software for your business that manages travel expenses and other expenses. It provides real-time insights into your travel spending, so you don't have to track payments later. Combine this expense management approach with payment methods such as prepaid and corporate expense cards. Both these cards include pre-approvals, spending limits, so you don't have to look into travel policy every time you make payment.

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Top 5 Advantages Of Travel Management Process Flow

Home » B2B » Top 5 Advantages Of Travel Management Process Flow

Travel managers remain inundated with queries, requests, and suggestions from employees about upcoming business travel plans. Amongst the worst nightmares of a corporate travel manager is handling last-minute changes in itineraries and cancellations. If the manager is dealing with group bookings, the problem multiplies exponentially. To eliminate such issues, corporations require efficient travel management process flow. They can employ corporate travel management companies that have well-defined processes and follow standard steps to handle common and complex problems of business travels.

What is a travel management process?

A systematic way of handling the travel requirements of any corporation is known as the travel management process. The steps have multiple touchpoints and stakeholders such as booking agents, the finance department, the risk management team, and more. Travel management companies use streamlined processes and several corporate travel management platforms to help corporations with numerous travel requests such as new bookings, bulk cancellations, finance audits, and more.

Benefits of travel management process flow

1. itinerary creation and implementation.

While on a business trip, employees need a defined set of itineraries to know the exact course of action for maximum outcomes. TMCs help in maintaining the booking details of flights, hotels, restaurants, cabs, etc. Further, they use advanced platforms to ensure travel policies are followed by employees on the trip. This helps the employee and corporate keep a track of the schedule of the trip along with the attached expenses. Further, tracking and scrutinizing the itinerary can assist in defining the ROI for future traveling requirements.

2. Use a self-booking platform

Taking good care of your business travelers is the key to success for any business trip. Corporates can opt for a travel management platform such as Paxes with TMCs that allows traveling employees to book flights, hotels, etc. for themselves. This is one significant factor in keeping travelers happy and satisfied along with reducing touchpoints and errors. Employees can plan their travel without bothering the travel manager , sending out emails, or filling out multiple forms. They can choose how they want to travel without moving away from the company’s travel policies. Other benefits of using a self-booking platform are:

• Employees can choose the air travel providers and staying facilities they want
• They can track their frequent flier programs
• They can enjoy all the benefits of an online booking platform

Self-booking allows business travelers to save their own and the administrator’s time. They can exercise their options within the travel budget assigned to them.

3. Streamline approvals process and policies

TMCs backed by AI-powered travel booking platforms simplify the process of business trip booking approvals greatly. The platform shows all the bookings of an organization to the concerned decision-makers and travel managers. After getting approvals with just a few clicks travel agencies can directly confirm the booking details of an employee on business trips. The same along with the itinerary will be updated via notifications to all the involved personnel i.e. the traveling employee, the concerned supervisor, and the travel agency for future reference.

4. Help travelers access direct support

Travel managers may have too many things to deal with, such as calls and emails from business travelers requesting for changes in bookings or itineraries. Most of the times it will be overburdening the managers. Hence, TMCs come to the rescue with direct support to the traveling executives. The dedicated support team of TMCs comes up with innovative solutions within travel policy to cater to the changing requirements of a traveling employee. Further, they can also tackle emergency situations by mitigating risks of travel for the employee in real time.

5. Optimize business travel expenditure instantly

Managing travel expenses in-house can be a tedious and complex job. Administrators and managers with limited knowledge of current costs and policies may be unable to control spending beyond budget policies. Hence, TMCs have committed finance teams. They can provide instant insight into travel costs to keep a track of the travel expenditures of individual employees. Further, reports can be sent to corporate managers for better and detailed analysis of the business travel of an employee.

Business travel can get complicated going ahead as more and more companies look to make the best use of available resources. With business travel making a strong comeback after the COVID-19 pandemic, travel strategies are expected to be different now than what it was earlier. Corporates need best travel management process flow to get maximum ROI on business travels and keep themselves in pace with their competitions.

By researching and choosing the best business travel management companies, you can minimize and even eliminate the downsides and boost the experiences of all concerned. These agencies make use of some of the best travel management platforms like paxes. These platforms empower travel managers with the right tools to make business travel simpler and manage with more flexibility.

Suggested Read: 11 Business Travel Tips For A Comfortable Corporate Travel

Travel Management Process Flow FAQs

Why is the travel management process required.

It helps to cater to the travel requirements of a corporation in an organized manner. It helps resolve bookings, finance, audit, and bulk cancellation queries.

What are the major benefits of having a travel management process flow?

It helps in curating and booking an itinerary. It simplifies the approval process and helps travelers to get direct support.

What are the benefits of choosing a self-booking platform?

Employees are free to select the airlines and accommodations they prefer. They can track and check their frequent flyer program and use all the advantages of an online booking service.

How can TMC help in optimizing business travel expenditures?

Finance teams are dedicated in TMCs. They can give quick insight into travel expenses so that the company can monitor how much each employee spends on travel.

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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How to write a travel policy

When it’s time to travel for business, employees need to know what’s allowed, when to book, what supplier to book – and most importantly, why. A well-crafted travel policy provides a consistent, safe, managed and cost-controlled framework that leads to wise travel decisions. Here’s the BCD Travel guide to writing a travel policy for your program.

What is a travel policy?

How to write a travel policy is the playbook for company travel. It helps travel teams control business travel costs and processes. It’s a set of guidelines that need to be respected by employees when they plan trips on the company’s behalf.

Why your managed travel program needs a travel policy

The main objective of an effective travel policy is to keep travelers safe while also supporting the company goals. When properly constructed, the travel policy sets a consistent framework for travelers and the various stakeholders involved in the travel program. It is a living document that should and will shift over time. Think of your travel policy as a brief but mighty document useful for:

• Aligning business travel with company goals
• Satisfying duty of care and legal obligations for the organization and its people
• Supporting quality travel experiences for employees

Which stakeholders should get involved in developing the travel policy?

Travel programs often collaborate with a variety of departments or stakeholders, including finance/accounting, procurement, human resources, security/risk management, C-level, legal/compliance and technology/IT. At minimum, provide your collaborators with opportunities to review and provide feedback on the policy. 

THE PROCESS

Set goals – how to write a travel policy

Define what you want to achieve with your travel program. Are you going for cost savings, transparency, traveler satisfaction, wellbeing, sustainability or a combination?

Cover everything

Describe the entire booking process from A to Z. Organize it by relevant priorities as agreed with all travel program stakeholders. There’s no one-size-fits-all approach for writing a travel policy, but consider this non-exhaustive list as you outline yours: 

• Introduction/objective – Explain the goals and sets expectations for all employees traveling for business
• Approval/pre-approvals – Specify which travel requests require pre- or special approvals
• Booking/reservations – Provide agent contact information (phone numbers and chat functionality), online booking tool links and instructions, and the step-by-step process for arranging air, ground and hotel accommodations
• Bleisure policy – Detail how and when travelers can add personal travel days to a business trip and make clear who will be responsible for covering this expense
• Definitions and terms – Explain or clarify all relevant keywords, terms and phrases within the documents
• Travel and expense reporting (T&E) – Outline the rules and deadlines for reporting expenses, including links to expense tools, timing for expense reports and approver/approval information. Set per diems and minimum receipt amounts. Where applicable, a separate travel expense policy may be linked to the travel policy
• Gifts – Include rules for accepting gifts from or offering them to business partners, suppliers or vendors
• Guest travel exceptions
• People risk management – Define and explain duty of care protocols, safety guidelines, emergency protocols, emergency contacts, etc.
• Spending/T&E/expense guidelines – Clarify what is covered and what is not, e.g., reimbursable vs. non-reimbursable costs; this may be included as a separate document or policy that links to the travel policy
• Transportation guidelines – This should cover expense parameters (encourage lowest cost options) and rules for rail trips, rental cars, personal vehicles, ridesharing, public transportation, insurance requirements, and accidents.

Write for your audience

Remember that travelers are busy consumers. Make sure the travel policy document is thorough, but keep it as short as possible. Use clear and easy to understand language. Don’t neglect the appearance of the document itself. It should be well designed with examples or illustrations of relevant documents and booking tools. Make sure it’s available digitally and can be downloaded onto any device.

Educate, inform, communicate.

Make sure everyone at your company (especially travelers) has access to the travel policy and knows who to contact with questions. Store the policy on the intranet or other central communication channel. Integrate traveler-friendly mobile apps, like BCD’s award-winning TripSource® platform , which simplifies business travel and keeps travelers organized, informed and within company guidelines. It puts users in control with instant access to trip details, booking options, check-in reminders, real-time flight notifications, risk alerts, itinerary sharing, the COVID-19 Information Hub and more. For travel and security managers, the new  BCD Alert™  mobile app, provides 24/7 coverage of active travelers against destination risk and incidents, allowing managers to monitor and respond remotely.

Measure your success.

What does a successful travel program look like for you? Define the parameters you’ll measure. If saving is your goal, you should measure total travel spend. Other things you can measure are compliance or traveler satisfaction.

Plan regular reviews.

With your travel program stakeholders, decide on a comfortable cadence (quarterly, annually or other) for reviewing, auditing and revising the travel policy. As part of this plan, decide how interim policy changes will be communicated to your organization.

BCD clients: For questions or help devising or reviewing your travel policy, contact your program manager. Not a BCD client? Contact us.

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5 step guide to complete travel and expense management process

Team Kissflow

Updated on 12 Feb 2024 • 3 min read

Business travelers are the face of the organization. They make awesome presentations, close deals, and keep the cash flowing. But you’ve got to spend money on travel to see the returns. Businesses continue to spend boatloads of money on   corporate travel management   to keep up these massive revenue streams.

In fact, this amount is projected to hit $1.6 trillion in 2020, according to the Global Business Travel Organization.

Even though business travel management might seem straightforward, it’s far from simple. There are a lot of moving parts and far too many people are involved in it. By the time employees get their travel requests approved from the manager, the finance team, and the department head, ticket prices have gone up, hotels are sold out, and you are left paying a whole lot more than you planned.

Outdated travel processes result in ineffective travel expense management and an incredible waste of time and resources. But having an automated travel management platform can bring back some sanity to business travel processes.

Request to reimbursement: 5 step solution to travel and expense management process:

1.   travel request.

Start by thinking about a portal where your employees can raise a request for business trips. This can be a form where most employee details like name and reporting manager are pre-filled. Employees only have to enter details specific to the trip they’re about to make.

2.   Travel Approval

Once employees submit their requests, they are sent for approval by one or more people. This is where having a well-defined corporate travel management policy comes handy. You can choose to auto-approve travel requests based on certain criteria. Perhaps, a one-day local trip doesn’t need to go through the lengthy approval process.

3. Submitting Expenses

Employees can capture expense receipts and upload them as and when they happen. This saves them a lot of time when they come back. All they have to do is ensure that their expenses don’t violate the business travel policy and submit it. There are even   finance management tools   to capture information from a digital copy of the receipt and categorize the expense accordingly.

4.   Expense Approval

By setting up an approval hierarchy, you can ensure that relevant information reaches the right person at the right time. You can even choose to auto-approve expense requests in certain cases.

For example , if the claim is less than $20 and the expense category falls under food, you can choose to approve this claim automatically, thereby saving a considerable amount of time.

5. Reimbursing the Employee

After approval from the finance team, you can set up an automatic   travel reimbursement   process where the money gets credited to the employees’ bank accounts directly.

Features to look for in a travel and expense management

An ideal travel and expense management tool should take care of the entire process from you: right from travel requests, to approvals, to reimbursements.

Depending on your requirements, you might either need an off-the-shelf software or   customize one on your own . However, there are a few key features you cannot do without:

Pro tips to streamlining your travel and expense process

While claiming travel expenses can be dreary, there are a few things you can do to make it less daunting. Following a streamlined travel approval process can help you save time and avoid costly mistakes.

1. Use a Travel Expense Tracker

When your salespeople are out there closing deals, it can be frustrating for them to spend just as much time collecting receipts for food and travel as they do connecting with customers. It’s crucial to make the process for claiming expenses as easy as possible to that requesting reimbursements doesn’t become a full time job. A   travel and expense tracker   with a mobile app comes in handy so employees can submit expenses even when they’re on the move.

2. Automate Whenever Possible

There are a lot of manual holes in the travel expense process. From paper receipts to   keying in data on a spreadsheet , there are many chances to create a more automated system. Whether it is automated approvals for a particular amount or creating journal entries immediately, you can find many ways to introduce more smooth functioning.

3. Avoid Paperwork

Paper receipts not only fade and become illegible with time, but they’re also easy to lose. So, it’s always better to scan the receipts and back them up in the cloud. This saves you a lot of time during audits and you don’t want to be at the mercy of archaeological work to decipher the lost ink on paper receipts.

4. Eliminate Double Entries

Connect your expense reporting system with your other systems like accounting software to avoid manually entering the same data twice. This not only saves you time but also eliminates human errors.

5. Set Up Online Reimbursements

When the finance team approves a claim, you can expedite the reimbursement process by setting up an ACH payment or a direct bank transfer and sending the money directly to the employee’s bank account.

Streamline all your key finance processes like travel and expense reimbursement claims, travel approvals, and budget requests with  Kissflow Finance & Ops Cloud . Get improved control over finance approvals and see your efficiency soaring. Get your free demo today.

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Why Your Business Needs a Travel Policy

What are corporate travel programs?

Corporate travel programs are comprehensive policies and guidelines that companies implement to manage and regulate the travel activities of their employees. These programs outline the rules and procedures for booking flights, accommodations, ground transportation, and other expenses. A corporate travel program streamlines the travel process, controls costs, ensures employee safety and well-being, and maintains compliance with company policies and industry regulations.

The Benefits of a Business Travel Program

Implementing a business travel program can bring numerous benefits to your company, both tangible and intangible. Let’s take a closer look at some of the advantages:

Cost Control

A well-designed travel policy enables businesses to set spending limits, define allowable expenses, and enforce travel-related budget caps. With a clear framework, companies can avoid unnecessary expenses and gain better control over their travel costs.

Improved Compliance

With a travel policy, businesses can ensure employees follow the established guidelines and regulations. This helps maintain consistency and eliminates confusion, ensuring all travel arrangements remain within the specified parameters.

Time-Saving

A travel policy simplifies the booking process by providing employees with a streamlined approach to making travel arrangements. This saves valuable time and allows employees to focus on core responsibilities rather than getting lost in the complexities of planning and booking travel.

Enhanced Employee Satisfaction

A well-crafted travel policy demonstrates that the company values the well-being and comfort of its employees. By providing clear guidelines and support during travel, businesses can enhance employee satisfaction and overall travel experience.

Duty of Care

With a travel policy in place, companies can ensure the safety and security of their employees while traveling. By having guidelines on emergency protocols, health and safety precautions, and travel insurance requirements, businesses can fulfill their duty of care and mitigate potential risks.

How to Create a Business Travel Policy

Creating a business travel policy involves a step-by-step process to ensure it aligns with your company’s objectives and addresses your needs. Consider these key steps:

• Assess Your Needs ‍ Before creating a travel policy, assess your company’s travel requirements, budget constraints, and employee travel patterns. This will help you identify the areas your policy needs to cover.
• Define Policy Objectives Clearly outline the objectives of your travel policy. Do you want to control costs, ensure employee safety, or improve efficiency? Defining your objectives will guide the content and structure of your policy.
• Set Expense Guidelines Establish clear guidelines on what qualifies as an allowable expense. Specify limits for airfare, accommodations, meals, ground transportation, and other relevant expenses. This will help avoid confusion and set realistic spending limits.
• Define Approval Process Determine who will approve travel requests and expense claims. Clearly outline the process and specify any thresholds that require additional approvals. This will help maintain consistency and accountability within your organization.
• Communicate the Policy After drafting your travel policy, communicate it effectively to all employees. Provide training if necessary and make sure everyone can easily access the policy. Encourage feedback and update as travel patterns and requirements evolve.

How a Travel Management Company Can Help Your Business

Managing corporate travel can take a long time and create confusion. A travel management company (TMC) can make a significant difference. A TMC specializes in providing end-to-end travel management solutions, helping businesses streamline their travel processes and maximize their travel program’s efficiency. Some key ways a TMC can help your business include:

Expertise and Industry Knowledge

TMCs, like Christopherson Business Travel , have extensive knowledge and experience in the travel industry. We stay up-to-date with the latest trends, regulations, and technologies, ensuring your travel program remains optimized and compliant.

Cost Savings

TMCs have established relationships with travel suppliers, allowing us to negotiate discounted rates and secure better deals. By leveraging our networks, we can help your business save on travel expenses.

24/7 Support

Travel-related emergencies can occur at any time. A reputable TMC offers 24/7 employee support, regardless of time or location. This provides peace of mind and reinforces your duty of care obligations.

Technology Solutions

TMCs utilize advanced travel management technology, providing you with access to user-friendly booking platforms, expense management tools, and comprehensive reporting systems. This simplifies the travel process and provides valuable insights to optimize your travel program.

By partnering with a travel management company, your business can focus on its core operations while experts handle your travel program, ensuring efficiency, cost savings, and enhanced employee experiences.

Having a travel policy in place is crucial for businesses of all sizes. It provides a framework for managing corporate travel, controlling costs, ensuring compliance, and maintaining employee safety and well-being. By creating a well-designed travel policy and partnering with a travel management company, your business can streamline its travel processes, maximize cost savings, and provide your employees with a seamless and enjoyable travel experience.

For more information on travel program management, visit Christopherson Business Travel Program Management .

Connect with our team of experienced travel experts to learn how Christopherson can help your business travel with ease.

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• Drive materials cost savings and optimization
• Increase speed and throughput across teams
• Reduce risk by finding better suppliers

Spend analytics

Turn data into action, from cutting costs to driving initiatives, with AI-powered analysis of all your spend data in a single source.

Choose either the standard or base edition of our solution to combine leading sourcing and negotiation technology with access to a global network of suppliers to simplify sourcing events.

Contract management

Speed up contract cycles and reduce administrative and legal costs when you rid yourself of paper and ink.

Category management

Digitalize and streamline category strategy development, execution, and monitoring to increase productivity, savings, and profits.

Source-to-contract suite

Create efficiencies, capture more savings, and improve supplier selection to minimize risks with a closed-loop digital process.

Strategic sourcing suite

Accelerate time to market, shorten source-to-contract cycle times, and reduce direct spend costs to increase revenue and profits.

Sourcing for Automotive and Industrial Manufacturing

Equip sourcing and commodity management teams in automotive and industrial manufacturing to create high-value sourcing agreements.

Supplier discovery

Drive bids for your business up and your costs down when you find new suppliers with this free buyer-supplier matching service.

Recreate the buying experience by connecting spend categories and boosting supplier collaboration to move faster and spend better.

• Tackle direct, indirect, and services spend
• Improve the experience with guided buying
• Achieve greater efficiency and cost control
• Remove barriers between buyers and suppliers
• Share data, get insights, and manage workflow
• Adapt automatically to market requirements

Procure to pay

Drive visibility and control across all spend-related processes and make sure your negotiated savings reach the bottom line.

Define, validate, and enrich catalog content with enterprise-grade content management tools and give employees a simple way to buy.

Procure to order

Automate your buying process from procure to order, integrated with your back-end system to let your ERP handle accounts payable.

Centralized procurement

Improve compliance and reduce costs with visibility across company-wide purchasing processes, without jumping in and out of multiple systems.

Automate your payables processes to help cut costs and risks and turn your invoices into strategic assets.

• View all invoices across all channels
• Digitalize invoice capture and approval
• Strengthen control of payables and cash
• Improve processing speed and accuracy
• Optimize working capital
• Collaborate with suppliers on discounts

Invoice management

Eliminate exceptions and enforce compliance to unlock value trapped inside your payables.

Centralized invoice processing

Use a common worklist and an automated workflow to see and manage all invoices in one place.

Manage lifecycle, performance, and risk all in one place to get the right products from the right suppliers at the right time.

• Drive spend to preferred suppliers
• Integrate supplier management with procurement
• Manage with a unified supplier record
• Scale risk management across your supply base

Supplier lifecycle and performance management

Manage suppliers based on specific parameters by using a single, up-to-date supplier record with information maintained by suppliers.

Supplier risk management

Help buyers make smarter decisions prior to purchase by making risk due diligence part of the procurement process.

Drive better business outcomes with a single platform to find, engage, and manage your global external workforce.

• Automate the entire end-to-end process of procuring external workers and services
• Gain visibility across your entire extended workforce and track their quality of work
• Build a stronger external workforce and talent ecosystem
• Leverage robust analytics and machine learning capabilities to engage and manage top talent
• Track and report on all external workers with master worker records
• Onboard, manage, and pay multiple resources for multiple assignments with one solution

Comprehensive external workforce management

Initiate, engage, manage, and offboard your global contingent workers and services providers with one cloud-based solution.

One master record for all global external workers

Manage and track your entire global external workforce efficiently with standardized worker records in one place.

Global SOW-based services provider management

Simplify how projects with external services providers are initiated, engaged, managed, and completed.

Centralized management of all workers

Onboard multiple external workers, assign to one or more job orders, and create a service entry sheet that integrates with your ERP.

Connect travel, expense, and invoice management for total visibility and greater control.

• Automate and speed up spend processes
• See spend in a unified view
• Submit and approve expenses anywhere
• Simplify business travel
• Connect vendor invoice processes
• Pay vendors on time

Expense management

Automate expense management and take control of spending, wherever it happens.

Travel management

Simplify travel management and let employees book business travel on their own, at the best rates, and within spending policies.

Automate AP management to be more efficient, increase profitability, and get more visibility into spending.

Solve specific spend management challenges without tackling your entire source-to-pay process with individual SAP solutions that grow with you.

• Achieve visibility and control of spending
• Find new supplier sources to reduce risk
• Simplify contract management and approval
• Guide users to buy from the right suppliers
• Eliminate invoicing exceptions
• Improve cash flow and optimize working capital

Centralize contract storage, boost compliance, and automate and accelerate the lifecycle of any type of contractual agreement.

Goods and services procurement

Control spending with prepackaged, preconfigured procurement solutions designed to be up and running in 12 weeks or less.

Supplier lifecycle management

Qualify and bring suppliers onboard quickly, rely on up-to-date information, and make sure users buy from preferred suppliers.

Make risk assessment and due diligence part of procurement to mitigate supply risk and potential supply chain disruption.

Services procurement

Manage services procurement and automate the service engagement lifecycle with a cloud solution that maximizes business value.

Meeting today's strategic priorities with our spend management solutions

Can procurement be made sustainable?

Yes, with SAP Ariba solutions that help you make smarter and safer decisions, buying goods and services that align with your sustainability goals.

What is total workforce management?

It’s what you achieve when you manage employees and contract labor seamlessly with SAP Fieldglass and SAP SuccessFactors solutions.

Explore our latest innovations

Contract rate data visibility in SAP Fieldglass

Simplify the negotiation and finalization of agreements with a new user interface displaying all rate-related data in a single view on the statement of work.

Generative AI-powered recommendations in SAP Ariba

Populate category management tools with recommended content from large language model (LLM) integration based on contextual and dynamic questions or tools.

• See procurement and external workforce innovations

An official website of the United States government

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• For U.S. Citizens/Lawful Permanent Residents
• Mobile Passport Control

Mobile Passport Control (MPC)

Media assets.

Transcript: https://www.cbp.gov/video/ofo/new-mpc-video.srt

Mobile Passport Control (MPC) allows eligible travelers to submit their travel document, photo, and customs declaration information through a free, secure app on their smartphone or other mobile device. The use of MPC streamlines the traveler’s entry process into the United States by reducing passport control inspection time and overall wait time. Use of MPC does not require pre-approval. Travelers who successfully use the MPC app will no longer have to complete a paper form and may be provided a designated queue. As a result, travelers may experience shorter wait times, less congestion and efficient processing.

The CBP Mobile Passport Control App

CBP’s MPC app is a free application that can be downloaded from the Apple App store and Google Play and is currently available for eligible travelers to use upon arrival at MPC approved sites . See FAQ question number 2 to see a complete list of current MPC Sites.

New MPC App Experience

• On November 9 - MPC travelers will no longer need to scan the QR code to validate their submission with the CBP officer.

Visit our Mobile Apps Directory for other approved CBP applications for easy download from the Google Play and the Apple App Store.

How does MPC Work?

After downloading the MPC Application from the Google Play Store or Apple App Store, eligible travelers will be prompted to create a profile with their passport or LPR card information. Upon arrival at eligible Preclearance locations users must select their mode of entry in the application as "Preclearance" before selecting their departing Preclearance Port of Entry. If a traveler is not using preclearance, upon landing in the United States, travelers will select "U.S. airport" as their mode of entry and then select their arrival airport or seaport and terminal. Travelers will then take a self-photo and answer a series of CBP inspection-related questions. Once the traveler submits their transaction through the app, travelers will then bring their physical passport to a CBP officer to finalize their inspection for entry into the United States.

Cellular or Wi-Fi connectivity is required to send information, but travelers may complete profile(s) without being connected to the internet.

Where can eligible travelers use MPC?

CBP uses the Mobile Passport Control (MPC) application to streamline the processing of eligible travelers entering the United States. Eligible travelers with a smartphone or tablet may voluntarily download the Mobile Passport Control (MPC)-enabled mobile application (app) from a mobile application store (e.g., Apple App Store or Google Play Store).

The MPC mobile app, is available to U.S. citizens, U.S. lawful permanent residents, Canadian B1/B2 citizen visitors and returning Visa Waiver Program travelers with approved ESTA. MPC is currently available at the following 51 sites, including 33 U.S. International Airports, 14 Preclearance locations, and 4 seaports of entry:

• Abu Dhabi Zayed International Airport (AUH) 
• Atlanta Hartsfield-Jackson International Airport (ATL)
• Aruba Queen Beatrix International Airport (AUA)
• Bermuda L.F. Wade International Airport (BDA)
• Baltimore/Washington International Thurgood Marshall Airport (BWI)
• Boston Logan International Airport (BOS)
• Calgary International Airport (YYC)
• Charlotte Douglas International Airport (CLT)
• Chicago O’Hare International Airport (ORD)
• Dallas/Fort Worth International Airport (DFW)
• Denver International Airport (DEN)
• Dulles International Airport (IAD)
• Dublin Airport (DUB)
• Edmonton International Airport (YEG)
• Fort Lauderdale-Hollywood International Airport (FLL)
• Halifax Stanfield International Airport (YHZ)
• Honolulu Daniel K. Inouye International Airport (HNL)
• Houston George Bush Intercontinental Airport (IAH)
• Houston William P. Hobby International Airport (HOU)
• John F. Kennedy International Airport (JFK)
• Kansas City International Airport (MCI)
• Las Vegas Harry Ried International Airport (LAS)
• Los Angeles International Airport (LAX)
• Miami International Airport (MIA)
• Miami Seaport
• Minneapolis-Saint Paul International Airport (MSP)
• Montreal Trudeau International Airport (YUL)
• Nassau Lynden Pindling International Airport (NAS)
• Newark Liberty International Airport (EWR)
• Oakland International Airport (OAK)
• Orlando International Airport (MCO)
• Ottawa International Airport (YOW)
• Palm Beach Seaport
• Philadelphia International Airport (PHL)
• Phoenix Sky Harbor International Airport (PHX)
• Pittsburgh International Airport (PIT)
• Port Everglades Seaport
• Portland International Airport (PDX)
• Sacramento International Airport (SMF)
• Salt Lake City International Airport (SLC)
• San Diego International Airport (SAN)
• San Francisco International Airport (SFO)
• San Jose International Airport (SJC)
• San Juan Airport (SJU)
• San Juan Seaport
• Seattle-Tacoma International Airport (SEA)
• Shannon Airport (SNN)
• Tampa International Airport (TPA)
• Toronto Pearson International Airport (YYZ)
• Vancouver International Airport (YVR)
• Winnipeg James A Richardson International Airport (YWG)

What are the benefits of using MPC?

MPC provides a more efficient in-person inspection between the CBP officer and the traveler. Since the administrative tasks are performed by the traveler prior to the passport control inspection, MPC reduces passport control inspection time and overall wait times.

When will I be able to submit my information to CBP through an MPC app?

Travelers should submit their information upon arrival at the port of entry, including preclearance locations.

Does MPC replace my passport?

No, travelers must present a valid U.S. Passport, U.S. lawful permanent resident card, Canadian passport or a Visa Waiver Program passport to a CBP officer upon arrival.  

Will I still have to go through the processing lines if I use MPC?

Yes, travelers will still be processed by a CBP officer. Travelers using MPC will be directed to a specific processing lane for a streamlined entry process.

Do travelers still have to fill out a declaration form?

No. Travelers will answer CBP inspection-related questions electronically via their smartphone or tablet. If a traveler has already filled out a CBP declaration form, it can be turned in to a CBP Officer.

Can families use MPC?

Yes, up to 12 profiles can be created for family members. All authorized MPC apps allow for a single household to submit one MPC transaction, including answers to CBP inspection-related questions.

Is using MPC secure?

Yes, the traveler’s document information and answers to CBP inspection-related questions are submitted directly to CBP via secure encryption protocols. The information you enter on the authorized applications are securely transmitted to CBP which sends a response to the apps, generating the electronic receipt you may display when entering the MPC queue. The authorized apps provide the option to store your profile on your smartphone or tablet for future travel or deleting it after your trip. Please note that the photo taken on the application will need to be updated periodically. CBP recommends travelers review the application’s privacy policy prior to download and use. Only information entered after the traveler acknowledges CBP’s notices (i.e., CBP’s mobile privacy policy, Section 311 of the Trade Facilitation and Trade Enforcement Act of 2015, Disclaimer Statement and the Paperwork Reduction Act Notice) is required to be compliant with CBP’s MPC business requirements.

What happens if my flight is diverted to a different airport?

Travelers will not be able to use MPC if their flight is diverted to a U.S. airport that does not utilize MPC processing. Upon arrival at the diverted airport, travelers will follow standard processing procedures. If you were processed by a CBP officer in Preclearance, you would land as a domestic passenger and can proceed to your destination or connecting flight.

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Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS A lock ( Lock Locked padlock icon ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

Renew an adult passport

Find out if you can renew your passport or need a new one. Learn how to renew your passport by mail, get it changed or corrected, or what to do if it expires soon.

Renew early. Passport processing times  vary. And some countries and airlines deny entry if your passport expires in less than 6 months.

Determine if you can renew your passport

If any of the following are true, you cannot renew your U.S. passport and must instead apply for a new passport in person using Form DS-11:

• Issued before your 16th birthday
• Issued more than 15 years ago
• Damaged, lost, or stolen. Learn how to report a lost or stolen passport.
• Issued in your previous name, and you do not have a legal document like a marriage license to prove your legal name change

If none of the above situations are true, you can renew your U.S. passport. 

Can you renew an expired passport?

You can renew an expired passport, but only if it was issued within the last 15 years.

How to renew your passport and what documents you will need

Passports can only be renewed by mail, and the renewal process for passport books and cards is the same. You will select which type of passport you want when you fill out the application form. Online renewals are currently paused. Because it can take up to three months to process your application, it is important to renew your passport before it expires.

Typically, you will need the following items to renew your passport:

• You can fill out Form DS-82 online , or
• Download Form DS-82 and fill it out by hand, or
• Find your local passport acceptance facility or regional agency and pick up a copy.
• Passport photo
• Passport fee
• Your most recent passport - Your most recent passport will be mailed back to you separately after your new passport is mailed.
• Name change documentation, if necessary

Learn how to submit all your documentation and passport fees and where to mail them.

Check with the Department of State to find out the current processing times for passport renewals .

If you need your passport quickly

Learn how and where to get your passport fast for emergency or urgent travel or to get expedited processing. The time it takes for each varies throughout the year, and there may be additional fees. Use the fee calculator or chart.

Check the status of your passport renewal

Learn how to check the status of your passport renewal online . Or check its status by phone (call wait times may be long).

If you need to change your name or correct your passport

After you receive your renewed passport, if you change your name or find an error, you will need to get an updated one to reflect the change. The process, cost, and forms you need depend on how long you have had your current passport. Follow the steps from the State Department to change your name or correct your passport.

If you are outside the U.S.

Contact the U.S. embassy or consulate near you to request a passport while outside the U.S.

If you need help with your passport application

If you have questions about your U.S. passport, the National Passport Information Center (NPIC) can help. Get contact information for NPIC and find out when to contact them based on when you are traveling.

Be aware of passport expiration rules for your destination

Some countries and airlines will not allow a U.S. passport holder to enter if their passport expires in less than 6 months. 

Check your destination country's U.S. passport expiration rules on the  Department of State's country information page .

• On the left, search for the country name in the "learn about your destination" box.
• On that country's page, look for "passport validity."

LAST UPDATED: May 15, 2024

Have a question?

Ask a real person any government-related question for free. They will get you the answer or let you know where to find it.

What is group travel insurance?

• Coverage options
• Choosing the right plan

Purchasing and managing group policies

• Special considerations
• Final recommendations and tips

Group Travel Insurance: A Comprehensive Guide

Affiliate links for the products on this page are from partners that compensate us (see our advertiser disclosure with our list of partners for more details). However, our opinions are our own. See how we rate insurance products to write unbiased product reviews.

• Group travel insurance is a single policy that covers groups of 10 or more. 
• Everyone in the group must have the same itinerary and travel to the same destination.
• Shop early and compare quotes to get the best deal. 

Whether preparing for a large family reunion in another state, booking a business trip with colleagues, or traveling with your college crew to a new country, you might consider group travel insurance. Group travel insurance provides financial protection for trips of 10 or more groups. But apart from the party size requirements, it functions the same as other travel insurance policies. 

Here's what you need to know about group travel insurance — how to determine if you need it, different options, and tips to secure the best deal. 

Group travel insurance is a single travel insurance policy that protects everyone on a trip. The policies are available for groups of 10 or more. Unlike other insurance policies that only cover one person or family travel insurance that only covers related travelers, group travel insurance can cover any group traveling together. You do not have to be related.

Group travel insurance policies usually offer comprehensive coverage, including standard protections against lost luggage, legal fees, medical emergencies, trip cancellations, and more. 

Key Benefits of Group Travel Insurance

Cost-effectiveness.

Group travel insurance may be cheaper than buying separate policies for each individual traveler. Insurance companies may provide discounts for insuring multiple people, as this lowers administrative overhead per person. This is similar to how auto insurers offer rate reductions for consumers who insure multiple people under one policy. 

It's worth noting that group travel insurance costs depend on the insurer and your trip details. Comparing quotes can help you find the best rates on the coverages you need.

You can find our guide on the best cheap travel insurance here.

Simplified management

Group travel insurance might make sense if everyone in your group has the same itinerary and travels to the same destination. The main perk of group travel insurance versus separate policies for each person is that it streamlines the purchasing process. You can buy one policy instead of multiple.

But to make it work, your group needs to be organized. This is especially true if group members intend to split the cost of the policy. It's crucial to communicate well with the people in your group and ensure everyone is on the same page. 

Coverage Options

Common coverage features.

Most group travel insurance policies offer comprehensive coverage, which usually covers common travel issues like cancellations and medical emergencies. 

Here's what comprehensive group travel insurance covers :

• Trip cancellation insurance: If you need to cancel your trip, this coverage reimburses you for the cost of travel. Each policy includes a list of cancellation reasons that are covered.
• Travel insurance for baggage: This covers the cost of stolen or missing luggage.
• Emergency medical evacuation insurance : Covers the cost of transportation from one location to another due to an emergency medical situation.
• Travel medical insurance: If you need medical care due to illness or injury while traveling, this part of the policy covers the cost. 
• Trip interruption travel insurance: If you have to cut your trip short due to an unforeseen emergency, this helps pay for travel plan changes. 
• Trip delay travel insurance: If there are delays to your flight or another aspect of your trip, this covers extra costs associated with the delay. It might include reimbursement for meals or hotel expenses. 

Additional coverage options

You can customize your travel insurance policy with coverage options at an additional premium. These add-ons can be helpful to provide adequate coverage for your group's specific needs. Some examples include:

• Adventure and sports coverage: For planned activities that involved increased risk (e.g., hiking, scuba diving, skiing, etc.) 
• Special events coverage: For cancellations, interruptions, or other losses that occur during planned events (e.g., weddings, corporate events, excursions, etc.)
• Equipment coverage: For damage, loss, or theft of equipment or gear brought on the trip (e.g., sports equipment, tech, etc.)
• Pre-existing condition waiver : For those with pre-existing conditions to receive travel medical coverage while traveling

Choosing the right group travel insurance

Assessing group needs.

Assessing your group's needs can help you choose the right group travel insurance. Some factors to consider include but aren't limited to the duration and destination of your trip, the type of travelers and their needs (including their ages and any pre-existing conditions), planned activities, and the group's budget.

Comparing insurance providers

Depending on the details of your trip, group travel insurance might be cheaper than purchasing individual policies for each traveler. But that is not always the case. As you shop for group travel insurance, there are steps you can take to ensure you get the best deal.

Get multiple quotes

It's smart to compare quotes from several providers. Multiple quotes allow you to compare coverage options and pricing. You can use a travel insurance comparison site like SquareMouth or TravelInsurance.com . Or you contact providers directly. Once you know the price range for protection, you can select the provider that seems like the best fit. 

The best time to buy travel insurance is right after you make your first trip deposit. Your policy kicks in right away, which is helpful if an event occurs that forces you to cancel your trip. Additionally, an early purchase can be necessary to qualify for certain riders, such as pre-existing condition coverage and CFAR travel insurance .

Application and enrollment process

You should be prepared to provide the following information about your group when fielding quotes from travel insurance companies. 

• Trip dates 
• Travelers' names and date of birth
• Destination 
• Initial trip deposit date 
• Cost of trip per traveler (prepaid and nonrefundable expenses)

Your insurance company may ask for additional information, such as pre-existing medical conditions and planned activities. 

Policy management and claims

The coverage you select applies to everyone in the group. Each group member can make individual claims, which is helpful if only one or two people need to make a claim. But if everyone is involved, the entire group can file claims. 

Special Considerations for Group Travel Insurance

Tailoring policies to group type.

It's important to tailor your insurance policy based on the type of group and the trip to ensure adequate protection. For example, if you're traveling with senior members, you want your policy's medical coverage to include pre-existing conditions. If your trip has physical or outdoor activities, adventure and sports coverage is additional protection worth considering. 

A travel insurance agent can help you identify which coverages are necessary for your group's trip and find a policy that works for your group's budget.

Handling diverse member needs

Handling the diverse needs of group members within a single policy requires careful attention to policy details, including coverage specifics and deductibles. Start by thoroughly reviewing the policy to understand the included coverages and associated deductibles. If certain coverages are unnecessary for your group, ask your insurer whether they can be removed to reduce costs. 

You may want to look for a policy with add-ons or customizable options. This allows you to tailor the coverage to meet the specific needs of different group members. Additionally, consider raising the deductible to lower the premium. However, ensure the deductible amount is affordable for all members in case a claim needs to be filed. This ensures your group has adequate protection while accommodating the diverse financial needs of the group.

Group travel insurance final recommendations and tips

Best practices for group leaders.

Before your trip, communicate insurance details like coverage inclusions, exclusions, deductibles, and how to file a claim with your group. It also helps to maintain policy documents in case an unexpected event arises. 

You and your group should also establish a contingency plan and save your insurance's emergency hotline contact number for medical emergencies, natural disasters, or other travel disruptions.

Resources for further information

For further information on group travel insurance, check out:

• Insurance companies' websites for information about coverage options, exclusions, and getting a quote. 
• Travel insurance comparison sites allow users to compare policies from multiple providers at once based on coverage, price, and other factors. Some examples of comparison websites include InsureMyTrip , Squaremouth, and VisitorsCoverage . 
• Travel agencies to help you book your trip and pick group travel insurance based on your itinerary. 
• Consumer review sites like Trustpilot and ConsumerAffairs to read first-hand testimonials by real users on their experience with a company. 

Group travel insurance FAQs

Group travel insurance typically requires a minimum of 10 travelers to qualify for group travel insurance, but this varies by provider.

Yes, many group travel insurance policies offer options for various activities specific to the group's needs and travel itinerary, such as adventure and sports, special events, and equipment coverage. 

Group travel insurance can be more cost-effective per person than individual policies, especially for larger groups. Compare quotes from various insurance providers to get the best deal on the coverages you need. 

If one member  of a group travel insurance plan has an issue, that member can file a claim with the travel insurance company individually. That's why it's important for every member to be familiar with the claims process in case an issue arises. 

A group leader should consider the group's specific needs, planned activities, destination-specific risks, and the group's budget when choosing a travel insurance policy. 

Editorial Note: Any opinions, analyses, reviews, or recommendations expressed in this article are the author’s alone, and have not been reviewed, approved, or otherwise endorsed by any card issuer. Read our editorial standards .

Please note: While the offers mentioned above are accurate at the time of publication, they're subject to change at any time and may have changed, or may no longer be available.

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MoSCoW Prioritization

What is moscow prioritization.

MoSCoW prioritization, also known as the MoSCoW method or MoSCoW analysis, is a popular prioritization technique for managing requirements. 

  The acronym MoSCoW represents four categories of initiatives: must-have, should-have, could-have, and won’t-have, or will not have right now. Some companies also use the “W” in MoSCoW to mean “wish.”

What is the History of the MoSCoW Method?

Software development expert Dai Clegg created the MoSCoW method while working at Oracle. He designed the framework to help his team prioritize tasks during development work on product releases.

You can find a detailed account of using MoSCoW prioritization in the Dynamic System Development Method (DSDM) handbook . But because MoSCoW can prioritize tasks within any time-boxed project, teams have adapted the method for a broad range of uses.

How Does MoSCoW Prioritization Work?

Before running a MoSCoW analysis, a few things need to happen. First, key stakeholders and the product team need to get aligned on objectives and prioritization factors. Then, all participants must agree on which initiatives to prioritize.

At this point, your team should also discuss how they will settle any disagreements in prioritization. If you can establish how to resolve disputes before they come up, you can help prevent those disagreements from holding up progress.

Finally, you’ll also want to reach a consensus on what percentage of resources you’d like to allocate to each category.

With the groundwork complete, you may begin determining which category is most appropriate for each initiative. But, first, let’s further break down each category in the MoSCoW method.

Start prioritizing your roadmap

Moscow prioritization categories.

1. Must-have initiatives

As the name suggests, this category consists of initiatives that are “musts” for your team. They represent non-negotiable needs for the project, product, or release in question. For example, if you’re releasing a healthcare application, a must-have initiative may be security functionalities that help maintain compliance.

The “must-have” category requires the team to complete a mandatory task. If you’re unsure about whether something belongs in this category, ask yourself the following.

If the product won’t work without an initiative, or the release becomes useless without it, the initiative is most likely a “must-have.”

2. Should-have initiatives

Should-have initiatives are just a step below must-haves. They are essential to the product, project, or release, but they are not vital. If left out, the product or project still functions. However, the initiatives may add significant value.

“Should-have” initiatives are different from “must-have” initiatives in that they can get scheduled for a future release without impacting the current one. For example, performance improvements, minor bug fixes, or new functionality may be “should-have” initiatives. Without them, the product still works.

3. Could-have initiatives

Another way of describing “could-have” initiatives is nice-to-haves. “Could-have” initiatives are not necessary to the core function of the product. However, compared with “should-have” initiatives, they have a much smaller impact on the outcome if left out.

So, initiatives placed in the “could-have” category are often the first to be deprioritized if a project in the “should-have” or “must-have” category ends up larger than expected.

4. Will not have (this time)

One benefit of the MoSCoW method is that it places several initiatives in the “will-not-have” category. The category can manage expectations about what the team will not include in a specific release (or another timeframe you’re prioritizing).

Placing initiatives in the “will-not-have” category is one way to help prevent scope creep . If initiatives are in this category, the team knows they are not a priority for this specific time frame. 

Some initiatives in the “will-not-have” group will be prioritized in the future, while others are not likely to happen. Some teams decide to differentiate between those by creating a subcategory within this group.

How Can Development Teams Use MoSCoW?

  Although Dai Clegg developed the approach to help prioritize tasks around his team’s limited time, the MoSCoW method also works when a development team faces limitations other than time. For example: 

Prioritize based on budgetary constraints.

What if a development team’s limiting factor is not a deadline but a tight budget imposed by the company? Working with the product managers, the team can use MoSCoW first to decide on the initiatives that represent must-haves and the should-haves. Then, using the development department’s budget as the guide, the team can figure out which items they can complete. 

Prioritize based on the team’s skillsets.

A cross-functional product team might also find itself constrained by the experience and expertise of its developers. If the product roadmap calls for functionality the team does not have the skills to build, this limiting factor will play into scoring those items in their MoSCoW analysis.

Prioritize based on competing needs at the company.

Cross-functional teams can also find themselves constrained by other company priorities. The team wants to make progress on a new product release, but the executive staff has created tight deadlines for further releases in the same timeframe. In this case, the team can use MoSCoW to determine which aspects of their desired release represent must-haves and temporarily backlog everything else.

What Are the Drawbacks of MoSCoW Prioritization?

  Although many product and development teams have prioritized MoSCoW, the approach has potential pitfalls. Here are a few examples.

1. An inconsistent scoring process can lead to tasks placed in the wrong categories.

  One common criticism against MoSCoW is that it does not include an objective methodology for ranking initiatives against each other. Your team will need to bring this methodology to your analysis. The MoSCoW approach works only to ensure that your team applies a consistent scoring system for all initiatives.

Pro tip: One proven method is weighted scoring, where your team measures each initiative on your backlog against a standard set of cost and benefit criteria. You can use the weighted scoring approach in ProductPlan’s roadmap app .

2. Not including all relevant stakeholders can lead to items placed in the wrong categories.

To know which of your team’s initiatives represent must-haves for your product and which are merely should-haves, you will need as much context as possible.

For example, you might need someone from your sales team to let you know how important (or unimportant) prospective buyers view a proposed new feature.

One pitfall of the MoSCoW method is that you could make poor decisions about where to slot each initiative unless your team receives input from all relevant stakeholders. 

3. Team bias for (or against) initiatives can undermine MoSCoW’s effectiveness.

Because MoSCoW does not include an objective scoring method, your team members can fall victim to their own opinions about certain initiatives. 

One risk of using MoSCoW prioritization is that a team can mistakenly think MoSCoW itself represents an objective way of measuring the items on their list. They discuss an initiative, agree that it is a “should have,” and move on to the next.

But your team will also need an objective and consistent framework for ranking all initiatives. That is the only way to minimize your team’s biases in favor of items or against them.

When Do You Use the MoSCoW Method for Prioritization?

MoSCoW prioritization is effective for teams that want to include representatives from the whole organization in their process. You can capture a broader perspective by involving participants from various functional departments.

Another reason you may want to use MoSCoW prioritization is it allows your team to determine how much effort goes into each category. Therefore, you can ensure you’re delivering a good variety of initiatives in each release.

What Are Best Practices for Using MoSCoW Prioritization?

If you’re considering giving MoSCoW prioritization a try, here are a few steps to keep in mind. Incorporating these into your process will help your team gain more value from the MoSCoW method.

1. Choose an objective ranking or scoring system.

Remember, MoSCoW helps your team group items into the appropriate buckets—from must-have items down to your longer-term wish list. But MoSCoW itself doesn’t help you determine which item belongs in which category.

You will need a separate ranking methodology. You can choose from many, such as:

• Weighted scoring
• Value vs. complexity
• Buy-a-feature
• Opportunity scoring

For help finding the best scoring methodology for your team, check out ProductPlan’s article: 7 strategies to choose the best features for your product .

2. Seek input from all key stakeholders.

To make sure you’re placing each initiative into the right bucket—must-have, should-have, could-have, or won’t-have—your team needs context. 

At the beginning of your MoSCoW method, your team should consider which stakeholders can provide valuable context and insights. Sales? Customer success? The executive staff? Product managers in another area of your business? Include them in your initiative scoring process if you think they can help you see opportunities or threats your team might miss. 

3. Share your MoSCoW process across your organization.

MoSCoW gives your team a tangible way to show your organization prioritizing initiatives for your products or projects. 

The method can help you build company-wide consensus for your work, or at least help you show stakeholders why you made the decisions you did.

Communicating your team’s prioritization strategy also helps you set expectations across the business. When they see your methodology for choosing one initiative over another, stakeholders in other departments will understand that your team has thought through and weighed all decisions you’ve made. 

If any stakeholders have an issue with one of your decisions, they will understand that they can’t simply complain—they’ll need to present you with evidence to alter your course of action.  

Related Terms

2×2 prioritization matrix / Eisenhower matrix / DACI decision-making framework / ICE scoring model / RICE scoring model

Prioritizing your roadmap using our guide

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9 Best Travel Insurance Companies of 2024

According to our analysis of more than 50 travel insurance companies and hundreds of different travel insurance plans, the best travel insurance company is Travelex Insurance Services. In our best travel insurance ratings, we take into account traveler reviews, credit ratings and industry awards. The best travel insurance companies offer robust coverage and excellent customer service, and many offer customizable add-ons.

Travelex Insurance Services »

Allianz Travel Insurance »

HTH Travel Insurance »

Tin Leg »

AIG Travel Guard »

Nationwide Insurance »

Seven Corners »

Generali Global Assistance »

Berkshire hathaway travel protection ».

Why Trust Us

U.S. News evaluates ratings, data and scores of more than 50 travel insurance companies from comparison websites like TravelInsurance.com, Squaremouth and InsureMyTrip, plus renowned credit rating agency AM Best, in addition to reviews and recommendations from top travel industry sources and consumers to determine the Best Travel Insurance Companies.

Table of Contents

• Travelex Insurance Services
• Allianz Travel Insurance

Travel insurance can help you protect the financial investment you made in your vacation when unexpected issues arise. Find the best travel insurance for the type of trip(s) you're taking and the coverages that matter most to you – from interruptions and misplaced belongings to illness and injury.

• Travelex Insurance Services: Best Overall
• Allianz Travel Insurance: Best for Trip Interruptions
• HTH Travel Insurance: Best for Groups
• Tin Leg: Best Cost
• AIG Travel Guard: Best for Families
• Nationwide Insurance: Best for Last-Minute Travel Insurance
• Seven Corners: Best for 24/7 Support When Traveling
• Generali Global Assistance: Best for Medical Emergencies
• Berkshire Hathaway Travel Protection: Best for Specialized Coverage

Customizable upgrades are available, including car rental coverage, additional medical insurance and adventure sports coverage

Medical and trip cancellation maximum are not as high as some other companies

• 100% of the insured trip cost for trip cancellation; 150% for trip interruption
• Up to $1,000 in coverage for lost, damaged or stolen bags and personal items; $200 for luggage delays
• $750 in missed connection coverage
• $50,000 in emergency medical and dental coverage
• Up to $500,000 in emergency medical evacuation and repatriation coverage

SEE FULL REVIEW »

Annual and multitrip policies are available

Distinguishing between the company's 10 travel insurance plans can be challenging

• Up to $200,000 in trip cancellation coverage; $300,000 in trip interruption coverage
• $2,000 for lost, damaged or stolen luggage and personal effects; $600 for bag delays
• Up to $1,600 for travel delays
• Emergency medical coverage of up to $75,000
• Epidemic coverage

Generous coverage at the mid- and high-tier levels, and great group discounts

Preexisting conditions coverage is only available at mid- and high-tier plans

• 100% trip cancellation coverage (up to $50,000); 200% trip interruption coverage
• Up to $2,000 in coverage for baggage and personal effects; $400 in baggage delay coverage
• Up to $2,000 in coverage for trip delays; $1,000 for missed connections
• $500,000 in coverage per person for sickness and accidents

Variety of plans to choose from, including two budget-friendly policies and several more premium options

More limited coverage for baggage issues than other companies

• 100% trip cancellation protection; 150% trip interruption
• $500 per person for lost, stolen or damaged baggage and personal items
• Up to $2,000 per person in travel delay coverage ($150 per day); $100 per person for missed connections
• $100,000 per person in emergency medical coverage, including issues related to COVID-19

Travel insurance policy coverage is tailored to your specific trip

Information about policy coverage inclusions is not readily available without first obtaining a quote

• Trip cancellation coverage for up to 100% of your trip's cost; trip interruption coverage for up to 150% of the trip cost
• Up to $2,500 in coverage for lost, stolen or damaged baggage; $500 related to luggage delays
• Up to $1,000 in missed connection and trip delay coverage
• $100,000 in emergency medical coverage

Variety of plans to choose from and coverage available up to a day before you leave on your trip

Limited trip cancellation coverage even at the highest tier

• Trip cancellation coverage up to $30,000; trip interruption coverage worth up to 200% of the trip cost (maximum of $60,000)
• $2,000 for lost, damaged or stolen baggage; $600 for baggage delays
• Up to $2,000 for trip delays; missed connection and itinerary change coverage of $500 each
• $150,000 for emergency medical and dental issues

Customer service available 24/7 via text, Whatsapp, email and phone

Cancel for any reason coverage costs extra

• 100% trip cancellation coverage (up to between $30,000 and $100,000 depending on your state of residence); interruption coverage for up to 150% of the trip cost 
• Lost, stolen or damaged baggage coverage up to $2,500; up to $600 for luggage delays
• Trip delay and missed connection coverage worth up to $1,500
• Emergency medical coverage worth up to between $250,000 and $500,000 (depending on where you live)

Generous emergency medical and emergency evacuation coverage

Coverage for those with preexisting conditions is only available on the Premium plan

• 100% reimbursement for trip cancellation; 175% reimbursement for trip interruption
• $2,000 in coverage for loss of baggage per person
• $1,000 per person in travel delay and missed connection coverage
• $250,000 in medical and dental coverage per person

In addition to single-trip plans, company offers specific road trip, adventure travel, flight and cruise insurance coverage

Coverage for missed connections or accidental death and dismemberment is not part of the most basic plan

• Trip cancellation coverage worth up to 100% of the trip cost; interruption coverage worth up to 150% of the trip cost
• $500 in coverage for lost, stolen or damaged bags and personal items; bag delay coverage worth $200
• Trip delay coverage worth up to $1,000; missed connection coverage worth up to $100
• Medical coverage worth up to $50,000

To help you better understand the costs associated with travel insurance, we requested quotes for a weeklong June 2024 trip to Spain for a solo traveler, a couple and a family. These rates should help you get a rough estimate for about how much you can expect to spend on travel insurance. For additional details on specific coverage from each travel insurance plan and to input your trip information for a quote, see our comparison table below.

Travel Insurance Types: Which One Is Right for You?

There are several types of travel insurance you'll want to evaluate before choosing the policy that's right for you. A few of the most popular types of travel insurance include:

COVID travel insurance Select insurance plans offer some or a combination of the following COVID-19-related protections: coverage for rapid or PCR testing; accommodations if you're required to quarantine during your trip if you test positive for coronavirus; health care; and trip cancellations due to you or a family member testing positive for COVID-19. Read more about the best COVID-19 travel insurance options .

Cancel for any reason insurance Cancel for any reason travel insurance works exactly how it sounds. This type of travel insurance lets you cancel your trip for any reason you want – even if your reason is that you simply decide you no longer want to go. Cancel for any reason travel insurance is typically an add-on you can purchase to go along with other types of travel insurance. For that reason, you will pay more to have this kind of coverage added to your policy.

Also note that this type of coverage typically only reimburses 50% to 80% of your nonrefundable prepaid travel expenses. You'll want to make sure you know exactly how much reimbursement you could qualify for before you invest in this type of policy. Compare the best cancel for any reason travel insurance options here .

International travel insurance Travel insurance is especially useful when traveling internationally, as it can provide medical coverage for emergencies (in some cases for COVID-19) when you're far from home. Depending which international travel insurance plan you choose, this type of travel insurance can also cover lost or delayed luggage, rental cars, travel interruptions or cancellations, and more.

Cheap travel insurance If you want travel insurance but don't want to spend a lot of money, there are plenty of cheap travel insurance options that will offer at least some protections (and peace of mind). These are typically called a company's basic or standard plan; many travel insurance companies even allow you to customize your coverage, spending as little or as much as you want. Explore your options for the cheapest travel insurance here .

Trip cancellation, interruption and delay insurance Trip cancellation coverage can help you get reimbursement for prepaid travel expenses, such as your airfare and cruise fare, if your trip is ultimately canceled for a covered reason. Trip interruption insurance, on the other hand, kicks in to reimburse you if your trip is derailed after it starts. For instance, if you arrived at your destination and became gravely ill, it would cover the cost if you had to cut your trip short.

Trip delay insurance can help you qualify for reimbursement of any unexpected expenses you incur (think: lodging, transportation and food) in the event your trip is delayed for reasons beyond your control, such as your flight being canceled and rebooked for the next day. You will want to save your receipts to substantiate your claim if you have this coverage.

Lost, damaged, delayed or stolen bags or personal belongings Coverage for lost or stolen bags can come in handy if your checked luggage is lost by your airline or your luggage is delayed so long that you have to buy clothing and toiletries for your trip. This type of coverage can kick in to cover the cost to replace lost or stolen items you brought on your trip. It can also provide coverage for the baggage itself. It's even possible that your travel insurance policy will pay for your flight home if damages are caused to your residence and your belongings while you're away, forcing you to return home immediately.

Travel medical insurance If you find yourself sick or injured while you are on vacation, emergency medical coverage can pay for your medical expenses. With that in mind, however, you will need to find out whether the travel medical insurance you buy is primary or secondary. Where a primary policy can be used right away to cover medical bills incurred while you travel, secondary coverage only provides reimbursement after you have exhausted other medical policies you have.

You will also need to know how the travel medical coverage you purchase deals with any preexisting conditions you have, including whether you will have any coverage for preexisting conditions at all. Read more about the best travel medical insurance plans .

Evacuation insurance Imagine you break your leg while on the side of a mountain in some far-flung land without quality health care. Not only would you need travel medical insurance coverage in that case, but you would also need coverage for the exorbitant expense involved in getting you off the side of a mountain and flying you home where you can receive appropriate medical care.

Evacuation coverage can come in handy if you need it, but you will want to make sure any coverage you buy comes with incredibly high limits. According to Squaremouth, an emergency evacuation can easily cost $25,000 in North America and up to $50,000 in Europe, so the site typically suggests customers buy policies with $50,000 to $100,000 in emergency evacuation coverage.

Cruise insurance Travel delays; missed connections, tours or excursions; and cruise ship disablement (when a ship encounters a mechanical issue and is unable to continue on in the journey) are just a few examples why cruise insurance can be a useful protection if you've booked a cruise vacation. Learn more about the top cruise insurance plans here .

Credit card travel insurance It is not uncommon to find credit cards that include trip cancellation and interruption coverage , trip delay insurance, lost or delayed baggage coverage, travel accident insurance, and more. Cards that offer this coverage include popular options like the Chase Sapphire Reserve credit card , the Chase Sapphire Preferred credit card and The Platinum Card from American Express . 

Note that owning a credit card with travel insurance protection is not enough for your coverage to count: To take advantage of credit card travel insurance, you must pay for prepaid travel expenses like your airfare, hotel stay or cruise with that specific credit card. Also, note that credit cards with travel insurance have their own list of exclusions to watch out for. Many also require cardholders to pay an annual fee.

Frequently Asked Questions

The best time to buy travel insurance is normally within a few weeks of booking your trip since you may qualify for lower pricing if you book early. Keep in mind, some travel insurance providers allow you to purchase plans until the day before you depart.

Many times, you are given the option to purchase travel insurance when you book your airfare, accommodations or vacation package. Travel insurance and travel protection are frequently offered as add-ons for your trip, meaning you can pay for your vacation and some level of travel insurance at the same time.

However, many people choose to wait to buy travel insurance until after their entire vacation is booked and paid for. This helps travelers tally up all the underlying costs associated with a trip, and then choose their travel insurance provider and the level of coverage they want.

Figuring out where to buy travel insurance may be confusing but you can easily research and purchase travel insurance online these days. Some consumers prefer to shop around with a specific provider, such as Allianz or Travelex, but you can also shop and compare policies with a travel insurance platform. Popular options include:

• TravelInsurance.com: TravelInsurance.com offers travel insurance options from more than a dozen vetted insurance providers. Users can read reviews on the various travel insurance providers to find out more about previous travelers' experiences with them. Squaremouth: With Squaremouth, you can enter your trip details and compare more than 90 travel insurance plans from 20-plus providers.
• InsureMyTrip: InsureMyTrip works similarly, letting you shop around and compare plans from more than 20 travel insurance providers in one place. InsureMyTrip also offers several guarantees, including a Best Price Guarantee, a Best Plan Guarantee and a Money-Back Guarantee that promises a full refund if you decide you no longer need the plan you purchased.

Protect your trip: Search, compare and buy the best travel insurance plans for the lowest price. Get a quote .

When you need to file a travel insurance claim, you should plan on explaining to your provider what happened to your trip and why you think your policy applies. If you planned to go on a Caribbean cruise, but your husband fell gravely ill the night before you were set to depart, you would need to explain that situation to your travel insurance company. Information you should share with your provider includes the details of why you're making a claim, who was involved and the exact circumstances of your loss.

Documentation is important, and your travel insurance provider will ask for proof of what happened. Required documentation for travel insurance typically includes any proof of a delay, receipts, copies of medical bills and more.

Most travel insurance companies let you file a claim using an online form, but some also allow you to file a claim by phone or via fax. Some travel insurance providers, such as Allianz and Travel Insured International, offer their own mobile apps you can use to buy policies and upload information or documents that substantiate your claim. In any case, you will need to provide the company with proof of your claim and the circumstances that caused it.

If your claim is initially denied, you may also need to answer some questions or submit some additional information that can highlight why you do, in fact, qualify.

Whatever you do, be honest and forthcoming with all the information in your claim. Also, be willing to provide more information or answer any questions when asked.

Travel insurance claims typically take four to six weeks to process once you file with your insurance company. However, with various flight delays and cancellations due to things like extreme weather and pilot shortages, more travelers have begun purchasing travel insurance, encountering trip issues and having to submit claims. The higher volume of claims submitted has resulted in slower turnaround times at some insurance companies.

The longer you take to file your travel insurance claim after a loss, the longer you will be waiting for reimbursement. Also note that, with many travel insurance providers, there is a time limit on how long you can submit claims after a trip. For example, with Allianz Travel Insurance and Travelex Insurance Services, you have 90 days from the date of your loss to file a claim.

You may be able to expedite the claim if you provide all the required information upfront, whereas the process could drag on longer than it needs to if you delay filing a claim or the company has to follow up with you to get more information.

Travel insurance is never required, and only you can decide whether or not it's right for you. Check out Is Travel Insurance Worth It? to see some common situations where it does (and doesn't) make sense.

Why Trust U.S. News Travel

Holly Johnson is an award-winning content creator who has been writing about travel insurance and travel for more than a decade. She has researched travel insurance options for her own vacations and family trips to more than 50 countries around the world, and has experience navigating the claims and reimbursement process. In fact, she has successfully filed several travel insurance claims for trip delays and trip cancellations over the years. Johnson also works alongside her husband, Greg, who has been licensed to sell travel insurance in 50 states, in their family media business.

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9 Expense Management Best Practices for 2024

• May 28, 2024 11:10 AM

In 2024, the way companies handle travel and expenses will undergo a major shift due to the advent of new technology such as AI, Blockchain, and predictive analytics. Maintaining efficiency and sound finances in a business requires compelling expense management.

From establishing clear policies to leveraging advanced software solutions, here are nine indispensable strategies to optimize expense management in 2024.

1. Expense Policy Establishment

Clarity is crucial in expense management. An effective policy provides clear guidelines for spending within an organization. It specifies allowable expenses, spending limitations, approval procedures, and documentation needs. This framework ensures consistency, accountability, and compliance across all levels.

Many organizations are adopting automated expense management software to enforce policy adherence. These solutions streamline the entire expense management lifecycle, from submission to reimbursement. 

Data entry, receipt processing, and policy enforcement are automated, reducing administrative burdens while improving accuracy and efficiency. This lets employees concentrate on more productive tasks, boosting productivity and operational excellence.

2. Pre-Approval Procedures

Pre-approval adds control and oversight to expense management. To maintain compliance with corporate standards and avoid overspending, we mandate that staff obtain consent before making any purchases. This proactive approach empowers managers to review and authorize expenses in advance, reducing the risk of unauthorized expenditures and budgetary discrepancies.

Pre-approval processes also encourage openness and financial accountability. Employees become more mindful of their spending, considering the company’s financial health. This promotes an attitude of responsibility and ownership, where everyone contributes to resource conservation and sustainable growth.

3. Employ Automated Expense Management Software

Automated expense management software transforms organizations’ financial processes. It automates expense submission, approval workflows, receipt processing, and reimbursement, reducing manual data entry and processing time and freeing resources for strategic tasks.

The software enhances accuracy and compliance by enforcing company expense policies and flagging errors or violations in real time. Some of them can even support Netsuite integration to further enhance and streamline the financial management of a company. This proactive approach helps maintain financial integrity and mitigate risks.

Additionally, stakeholders can see expense data right away to make better decisions and plan strategically. Managers can check detailed reports and analytics to follow spending patterns, find chances to save money and improve budgets.

4. Streamlining Expense Reporting

Streamlining the expense reporting process simplifies data collection, submission, and review, leading to faster reimbursements and improved accuracy. Modern expense management solutions offer intuitive interfaces and mobile apps that enable employees to capture receipts, categorize expenses, and submit reports effortlessly. 

Automatic workflows send expense reports to the right people for approval, eliminating delays and lessening administrative work. By simplifying expense reporting, organizations can work better and concentrate on important plans.

5. Consolidating Travel and Expense Management

Integrating travel and expense management offers cost savings and efficiency. Centralizing bookings and expenses streamlines tracking and reimbursement. This makes administrative jobs easier and gives a clearer view of travel expenses, facilitating decision-making and vendor negotiation.

Consolidation also promotes cohesive resource allocation and budget optimization. Aligning travel expenditures with business objectives prioritizes investments and enhances agility. Ultimately, this approach maximizes the value of travel expenditures while minimizing costs and administrative overhead.

6. Automated Expense Auditing

Vigilance is crucial in detecting discrepancies and ensuring compliance. Automated auditing tools use advanced algorithms to scrutinize real-time expense reports, flagging errors and policy violations. This proactive approach safeguards financial integrity and enhances transparency and accountability.

Automated auditing reduces internal auditors’ burden by automating routine tasks and identifying anomalies for review. This improves audit efficiency and accuracy, helping organizations reduce risks and better use their resources.

7. Timely Reimbursements

Prompt reimbursement is essential for maintaining morale and trust. Delays can impact productivity and satisfaction. Establishing clear reimbursement timelines and implementing automated processes expedite payments and reduce administrative overhead.

Clear communication of reimbursement policies and procedures helps streamline the process and minimize delays. Prompt reimbursement demonstrates a commitment to employee satisfaction and fosters a positive work environment.

8. Utilising Corporate Credit Cards

Corporate credit cards offer convenience and control in expense management. Issuing cards to employees streamline payments and provides better expense tracking. Features like spending limits and real-time monitoring enhance control and visibility.

Corporate cards can optimize cash flow management by consolidating expenses and offering rewards. However, robust controls are necessary to prevent misuse. Setting spending limits, defining usage policies, and conducting regular audits mitigate risks and ensure responsible use.

9. Analysing Expense Data

Data analysis informs decision-making and strategic planning. Regular analysis helps identify trends, cost drivers, and areas for improvement. Analytics software and reporting solutions offer information on spending habits and opportunities for optimization.

For example, analysis may reveal opportunities to negotiate better pricing or consolidate vendors. It can also highlight areas of overspending, prompting cost-saving measures. Regular analysis empowers organizations to make informed decisions and improve financial management.

Organizations seeking long-term success in 2024’s competitive environment must manage expenses efficiently. By adopting the nine best practices detailed in this guide, businesses can streamline processes, boost transparency, and improve financial efficiency.

This content is brought to you by the FingerLakes1.com Team. Support our mission by visiting www.patreon.com/fl1 or learn how you send us your local content here .

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• Serve customers by appointment only who have urgent travel to a foreign country in the next 14 calendar days, or need a foreign visa in the next 28 calendar days

The U.S. Department of State runs each passport agency and center. An agency and center is different than acceptance facilities which may include post offices, libraries, and local government offices.

Avoid the stress of needing to visit a passport agency or center for urgent travel. Apply early at an  acceptance facility  or  renew by mail .

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5 steps to the best travel management process flow

1. determine priorities for administrators, managers and travelers.

• The business traveler wants an itinerary that doesn’t cause unnecessary sleep-loss, a comfortable room with WiFi, and maybe an extra day to explore a new city and turn a business trip into personal travel – a.k.a a “bleisure” trip.
• The office manager needs a travel policy that works , and a travel management solution that does not take too much time away from other tasks. They shouldn’t need to open hundreds of tabs or contact loads of travel consultants or agents just to book flights. Here’s a handy template.
• And finally, the finance manager needs instant access to all travel spend to be able to make budget decisions in real-time and optimize cost savings.

2. Use a booking platform that allows travelers to book for themselves

• No need to bother the office manager or travel manager for a simple booking procedure
• No need to write complicated emails or fill out forms with multiple itinerary options
• They can choose the itinerary they want and how they would like to travel (car rental, booking on different airlines, using a train etc.)
• They can choose the air travel providers and lodging they want, managing their own hotel bookings and flight tickets
• They can track their frequent flyer programs
• They can get all the benefits of an online booking platform tailored for business travel, while you get to make sure that they plan their trips within your company travel policy.

3. Streamline your policies and approvals process

• Pricing guidelines based on the city of destination
• Travel insurance requirements
• Guidelines based on traveler group (such as team, office, or country)
• Required level of control (pre-approve all trips, no trips or just ones of a certain price/length)
• The person who is approving each traveler/team (the team lead, project lead, or travel manager?)

Travel Management: Book, manage, report and support business travel all in one place

4. help travelers access direct support.

5. Optimize your travel spend instantly, monthly, and quarterly

Download your expense reimbursement policy template now

Optimize your travel management process, going forward post-covid.

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