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Business Travel Essentials for the Corporate Traveler

Business Travel Essentials: The Complete Checklist for Your Next Trip

Corporate Travel Essentials
Business Travel Essentials Checklist

Did you know that Americans make over 405 million long-distance trips for business each year? That’s almost 16% of all of the travel done by Americans!

With so many people traveling for business, there has to be a way to make the travel comfortable and satisfying—even if it is for work. So what should you really have in your carry-on and checked bags?

Keep reading to learn more about the complete checklist of business travel essentials for your next business trip!

Packing Cubes

When you travel for business, it doesn’t mean that all of your travel is strictly business.

You may have your work clothes, but you may also want to pack some workout clothes for the gym in the morning or an outfit for after-work happy hour.

With so many different types of clothes that you want to pack, you’ll want to use packing cubes to keep it organized (and easier if you want to unpack in an organized way).

Shoe Bags

Odds are you are packing nice shoes for a business trip. But just because you’re wearing nice shoes, doesn’t mean that they won’t get dirty while you are out and about.

Bringing shoe bags to put your shoes in will not only help to protect your shoes from getting scuffed up in your bag, but they will also protect your clothes and other belongings from dirt and mud that may be on the shoes.

Underseat Carry-on 

There are so many carry-on options to choose from to travel.

However, you want to ensure that you have one that fits under the seat in front of you when you are traveling for business.

In the carry-on, you should have room for your laptop (usually a separate compartment to keep it safe), room for notebooks and pens, chargers, a water bottle, and other miscellaneous items you may want in your bag.

Portable Phone Charger

If you are constantly on the go for your business travels, you may not have time to sit down and plug in your phone. But that doesn’t mean the calls stop!

To make sure that you are ready for a call at any time of the day—whether you are at the airport or driving to your hotel – you should have a portable phone charger with you.

You won’t ever have to worry about your phone dying when traveling for business again!

Travel Adaptors

When traveling for business, you may not always stay in the country. If you are going on an international trip, you have to be prepared. Part of that preparation involves having travel adaptors for the country you are visiting.

If you don’t have the right adaptor, you won’t be able to charge any of your devices!

The best kind of travel adaptor to get is a universal one that can change based on the country you are in. This way, if you are traveling to multiple countries at once or are constantly in different countries, you don’t need more than one.

Noise-Canceling Headphones

Traveling while listening to meetings or having phone calls isn’t the easiest thing to do. However, with headphones, it doesn’t have to be that difficult.

But even better? Noise-canceling headphones.

They make sure that they drown out the noise around you (like a busy airport) so that you can focus on your call. That means you can say goodbye to not hearing your boss’s important instructions this time!

Portable Monitor

Have you ever tried to work off of Excel while also entering numbers into a computer program but also trying to stay up to date with your messages from your boss?

It’s nearly impossible. That’s why having a monitor with you can make it so much easier.

Obviously, you are not going to bring your entire desk monitor with you on your trips, but you can bring a portable monitor!

Reusable Water Bottle

It’s not always easy to save the world and travel for business all the time. However, you can take small steps to do both! If you use a reusable water bottle when you are packing for business travel, you will be reducing your plastic waste. 

You can simply fill up your water bottle at the airport, in stores, and at the hotel. Additionally, this way, you are not constantly looking for water—you always have your bottle with you! 

Wrinkle Releaser

Business travel attire tends to wrinkle pretty easily—it’s also a nicer material that you want to keep looking nice, even after a long day of travel.

Packing a wrinkle releaser can help reduce your stress about what you look like on your business trip. Even if your clothes become wrinkled on your flight, you can just spritz the clothes the night before and leave them on a hanger to reduce the wrinkles! 

You’ll look as though you pulled the clothes out of your own closet for work the next day!

Get These Business Travel Essentials

While traveling for business is different than traveling for leisure, it doesn’t have to be annoying or hard! You can use these business travel essentials to make your trip comfortable and enjoyable! 

If you are constantly traveling for business, it can be hard to keep up, though. If you feel that way, we here at Telios want to help streamline the process and make your life easier!

With over 50 years of experience, we know the world of corporate travel. Schedule a demo with us to learn how we can help with your travels.

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Business Travel Insurance: Know How

Are you in the habit of purchasing travel insurance when you travel for work? If this scenario has never crossed your mind, here’s why it should. Business travel accident insurance protects you if something happens while you’re traveling.

We often think of insurance for leisure travel but it somehow never crosses our minds for business travel. Let’s look at your insurance policy options and some travel accident insurance benefits you may not have thought of.

Do You Need Business Travel Accident Insurance?

There are a few reasons why you might need business travel accident insurance. First, if you have employees who travel for work, it’s a good idea to have this type of coverage in case something happens to them while they’re away. This way, you won’t be held liable for any medical bills or other expenses they incur.

Another reason to get insurance for business travelers is if you travel frequently for work yourself. This type of coverage can help you if you’re injured while traveling or need to cancel your trip. It can also cover any expenses you incur as a result of an accident, such as medical bills or lost wages.

What Business Travel Accident Insurance Covers

Now that we’ve answered the question of why you need business travel accident insurance let’s take a look at what it covers. As we mentioned earlier, business travel accident insurance can cover medical expenses, lost wages, and cancelations or delays.

But it can also cover a few other things, like last-minute cancellation fees, emergency travel expenses, trip interruption, and baggage delays.

It’s important to note that coverage will vary depending on the policy you choose. So be sure to read the fine print before buying a policy. Some things it may cover:

  • Medical coverage
  • Lost wages coverage
  • Trip cancellation coverage
  • Emergency evacuation coverage
  • Kidnap and ransom coverage
  • Extraordinary communication
  • Terrorism-related Injuries and Fallout
  • Exposure, disappearance, and hijacking
  • Repatriation of remains and return of minors
  • Multiple trips insurance, annual policies
  • Death benefits
  • Bedside visitation

 

Did you know that some business travel accident insurance policies will pay to have your family or friends come to visit you? If you’re hospitalized while traveling on business, your policy may reimburse you for the cost of travel and accommodations for a family member or friend. This benefit can be extremely helpful if you’re injured while traveling and need someone to be by your side.

How Much Does Business Travel Accident Insurance Cost?

The cost of insurance for business travelers will vary depending on the insurer and the coverage you choose. However, you can expect to pay somewhere between $30 and $100 per year for this type of insurance.

Tips For Choosing Business Travel Insurance Coverage

When choosing business travel accident insurance, it’s important to ensure you’re getting the right coverage for your needs. Here are a few tips to help you choose the best policy:

Decide How Much Coverage You Need

Do you only need medical coverage? Or do you need coverage for lost wages and cancelations as well?

Consider The Deductible

The deductible is the amount you’ll have to pay out of pocket before your coverage kicks in. The higher the deductible, the lower the premium. But make sure you can afford the deductible if you do have to make a claim.

Read The Fine Print

Make sure you understand exactly what is and isn’t covered by your policy. It’s also a good idea to check for any exclusions.

Look at Multiple Providers

Don’t just choose the first policy you come across. Compare different policies to make sure you’re getting the best coverage at the best price.

Check Reviews and AM Ratings

Before you purchase a policy, check reviews and AM Best Ratings to make sure you’re buying from a reputable business insurance provider.

Coverage Limits

Be sure to choose a policy with coverage limits that meet your needs. Remember, the higher the coverage limit, the higher the premium.

Destination Risks

When you’re planning a business trip, it’s essential to research the risks associated with your destination. Some countries are more dangerous than others, and there may be specific crimes or hazards that you need to be aware of. For example, Mexico has a high rate of petty theft, while Brazil has a high rate of violent crime.

Make sure you know what to expect before you travel so you can stay safe while you’re on your trip. The best way to find out about the risks in your destination is to check the State Department’s travel advisories. The advisories are updated regularly and they’ll provide you with all the information you need to know about safety and security in your destination country.

How to Make a Claim

If you need to make a claim, the first thing you should do is contact your business travel insurance provider. They’ll give you instructions on what to do next. In most cases, you’ll need to submit a claim form and supporting documentation, such as medical bills or police reports. Once your claim is submitted, the insurance company will review it and determine if you’re eligible for benefits.

Keep in mind that business travel accident insurance is designed to supplement your regular health insurance. It’s not meant to be a replacement for health insurance. So, if you’re injured while traveling, you’ll still need to pay your deductible and copayments.

Get Help From Experts

Business travel accident insurance can provide vital coverage in the event of an unexpected incident while traveling for work. While it is not required, business travelers would be wise to consider purchasing a policy to protect themselves and their families in case something goes wrong.

At Telios Travel, we help you navigate the world of business travel insurance so you can find the best policy for your needs. We offer a free demo of our services to help you understand your options and make the best decision for your business. Contact us today to learn more.

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How to Choose a Travel Technology Company for Your Business

Choosing a Travel Technology Company

Travel. It is something that a lot of people love to do, and it is something that some businesses find essential for their operations. 

A lot of business travel was halted due to the pandemic, but it is expected to bounce back by the end of 2022.

About 17% of companies surveyed said that they would spend 100% of the travel budget from 2019 to the fourth quarter of 2022. That is a significant jump considering that only 1% of companies spent 100% of the travel budget from 2019 to the fourth quarter of 2021. 

To get back on track, you need a travel technology company that you can rely on. You need someone that you can depend on as more business travel is getting underway. 

What are your options for technology companies? What are the business travel tools that you need? How do you know what the best travel tech company is? 

This is your guide. 

Know Your Budget 

The first thing that you need to do is set a budget for how much you are willing to spend on a travel technology company. This is going to be part of your business travel expenses, so you need to plan for this accordingly. 

Is this going to take too much out of your business travel budget? What is your overall business travel budget? 

These are the questions that you need to ask in your company. Not only will you know what you can realistically afford with a travel tech company, but you will also have an idea of what you can afford on your business trips. 

That is an important step to take because the travel tech company will have the first piece of information that they need to manage you and your company properly. Take the time to sit down and figure these things out. 

Ask About Experience 

The next thing that you should keep in mind is how much experience a travel tech company has. In general, the motto is that the longer that company has been around, the more reliable they probably are. 

This is because for a company to be around that long, they need to be reliable and have a good reputation. Over 30% of businesses will fail after two years. To make it over a decade, you need to be in the top 35% of businesses. 

That should emphasize that if a company has been around longer than that, then they are doing something right. 

The Right Technology 

Next, make sure that the company that you are going to work with has the technology needed to meet your needs. Can they manage a travel budget? How long does it take to manage flight and hotel bookings? What are they using to find the best deals out there? 

These are questions that you need to be asking. A company with outdated technology or just the wrong technology is less likely to meet your business needs. This can set your business back and ultimately cost you both money and time. 

Do your homework on this subject and ask about what technology they use for their business. 

Online Reviews

Reading online reviews of a business can be a great way to get an idea of what you are in for by working with this business. Generally, people rate businesses from 1-5 stars and leave comments on what stood out about this business. 

If a business averages 4-5 star reviews and generally has comments about its efficiency and customer service, then you are most likely good to go. However, if a business has mostly 1-2 star reviews and comments about rude staff and incompetency, then that is most likely a business you do not want to work with. 

Take the time to read these reviews and see what past customers have had to say. You can get a much better idea of a business’ identity and how they treat people this way. 

Flexibility 

One thing that you want from a business that you are working with is for them to have flexibility. Every customer is different, and you are no exception to this. 

That means that you may have different needs than what they are used to, and as long as it is a reasonable request, a business should be able to accommodate you. 

This can be essential when it comes to working with business travel companies. The reason why is that in this field, you may be dealing with a lot of things that change at the last minute. 

For example, let’s say that you have an unexpected business opportunity in Los Angeles, and you need to get there tomorrow from New York City. In this situation, you are going to need a company that can adapt on the fly and works promptly with you. 

When it comes to business travel, you need a company managing your plans that can drop everything at the last minute and work around unexpected needs. Ask questions about this to see how much notice they need and what the typical services that they provide are. 

Pick the Best Travel Technology Company

These are just a few of the things that you should look for when choosing a travel technology company. You are going to want a company that is flexible for your business needs, preferably one that is experienced, has a good reputation, and has the right technology for you. 

All of this should be in the budget that you allocate. Do you know what you are looking for? If so, message us and book a demo of our services today.

How to Determine Travel Expense Reimbursement for Your Employees

Travel Expense Reimbursent Process
Determine Travel Expense Reimbursement

There are over 445 million business trips made each year. But do you know that travel expense reimbursement is not mandated by the law? It is up to you and your organization to reimburse the employee.

However, you may want to consider it because there are many benefits of reimbursement.

So keep reading to find out how you can benefit from reimbursing travel expenses, what to reimburse and what your travel reimbursement policy needs to include.

What Are the Benefits of Reimbursement

The biggest benefit of travel expense reimbursement is that travel expenses can be deducted from the company’s income tax.  It is a legitimate business expense, and it can be worth your while to look closely at how you can incorporate this into your annual tax return.

Some work-related travel expenses may be deductible on an employee’s personal tax return. So, your employees could benefit from tax deductions too. However, depending on the IRS rules many won’t be able to take the advantage of the deductions.

So, if your business can reimburse expenses for business trips, they may not be added to the employee’s taxable income. Therefore, it can be a nice perk to either attract new talent or retain your top employees.

What Are the Common Travel Expenses

Once you decide that your company will reimburse travel expenses it is time to choose which expenses you accept. Not all business trips will incur the same expenses, therefore specifying the most common travel expenses can be a good practice. It can even help you to reduce travel costs.

Meals, transportation such as taxis, and lodging are the most common travel expenses. However, you may be willing to add other costs such as internet or phone costs or specific equipment and materials costs.

It is up to you what expenses you will reimburse. But by treating all employees equally you may need to further outline when or where those expenses can occur.  For example, if you decide to reimburse for meals while traveling, get specific.

Will all meals be reimbursed from the minute they leave their home until the moment when they return home? Or only meals at their destination will be reimbursed?

Types of Travel Reimbursement

You can reimburse your employees either by following the per diem method or having an ‘accountable plan’. Depending on the type of your business, one method may suit you better than the other.

Per diem is probably the simplest method for travel expense reimbursement. You set a daily cost that an employee is eligible to spend during their business trip. The per diem may include meals, transportation, or lodging costs.

You will need to follow the IRS guidelines about the per diem amount because they vary. There will be a different amount for national per diem, and abroad or season. Even certain locations within the continental United States can have different per diem.

The biggest benefit of having per diem is that your employee does not need to track each individual expense. They submit the agreed per diem amount.

Another type of travel expense reimbursement is an ‘accountable plan’. It means that you have an agreement with your employees on the allowances or reimbursement for travel expenses. IRS has strict guidelines as to what qualifies as an ‘accountable plan’, therefore it is best to check before enforcing this type of reimbursement.

Requirements for Travel Expense Reimbursement

Being very specific on what can and cannot be reimbursed can save a lot of headaches. But it can also ensure that you are compliant. You may want to set standard travel expense reimbursement requirements.

First of all, you may approve some of the reimbursements before travel. For example, you may have a limit on how much you spent on airfare. Anything above the agreed costs may require approval by a designated travel manager, or HR personnel.

If you have a daily spending cost, you may accept the agreed amount without the need for individual receipts. And anything above the agreed cost, will not be accepted.

What documentation is required for the travel expenses? Will you only collect receipts, or do you require a tax invoice?

Employees need to be clear that personal expenses will not be covered during the business trip unless they agreed otherwise.

Travel Reimbursement Policy

To avoid unnecessary administrative work, or possibly even a dispute the best practice is to have a travel reimbursement policy. This way all employees know what is and isn’t eligible for reimbursement.

As part of your travel reimbursement policy, you need to outline what is the acceptable way to document and collect receipts.  In addition, it may be beneficial to check with the IRS, what is their exact policy on travel, gifts, transportation, and meal deductions.

It must be clearly stated in the travel reimbursement policy that if the employee fails to provide proper documentation, no costs can be reimbursed. Because without the correct receipts, your company won’t be able to get the tax deduction.

Another important element of a policy is to have a timeframe for when expenses for business trips will be accepted. For example, you may decide that an employee has 30 days to submit the required paperwork. Having strict submission guidelines will prevent employees from claiming old travel expenses.

Your policy can also outline how you will pay out the reimbursed travel expenses. Will you add them to the employee’s wages?  Or will you require an employee to submit an invoice? Whatever method you choose, make sure to check with IRS if it is legal.

It’s Time to Take the Next Step

Travel expense is a legitimate business expense, and you may be able to use it as a tax deduction. A travel expense reimbursement policy can outline what employees can reimburse, the required documentation, and the timeframe of claims.

Now that you know how to decide on your travel expense reimbursement, it’s time to plan your next business trip by contacting Telios Travel today.

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