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Innovative Travel Management Company

A Guide to Corporate Travel Planning

Partner with a Corporate Travel Company for Streamlined Travel Planning

Our team develops a clear plan for your corporate travel needs and ensures smooth trips. Our services include:

  • Careful travel preparation
  • Corporate travel policy knowledge and experience
  • Employees focus on work, not travel plans and hiccups
  • Peace of mind for your company
  • Easy travel planning

Partner with a Good Travel Management Company

Travel Management Companies (TMCs) have become increasingly important to the commerce of a business. While they can assist with a variety of needs for corporate travel planning, a TMC’s main function is to streamline the process of corporate travel and provide clarity on travel policies.

Our corporate travel planning program handles things for you, including:

  • Setting up employee travel preferences
  • Planning flight schedules
  • Hotel availability research
  • Keep your team focused on work only
  • Analysis of risk factors and avoidance of cancellations and delays

When it comes to corporate travel planning, TMCs are equipped with advanced options to assist employees in booking airfare, as well as offering preferred seating and error management, should anything go wrong during the trip.

A great TMC is an ally in corporate travel and will work to find your business the best deals possible while saving time in the process. Long relationships with a strong TMC can result in rewards and loyalty points through corporate cards and lodging.

Plan Ahead

While a TMC can certainly run the logistics of travel planning, it is still up to the individual to plan their day-to-day travel. This planning can help with the following:

  • Save time
  • Save energy
  • Avoid price gouging
  • Avoid high competition when booking
  • More flexibility when booking
  • Ensure usability of rewards and loyalty programs

Business calendars outlining business trips and budgetary restrictions are another good way to independently engage in corporate travel planning and can also assist a TMC in finding options that best fit your corporate budget. Planning ahead in this way can also indicate the necessity of a business trip overall and help plan if better arrangements can be made further out to better fit a business’ commercial needs.

Understand Your Corporate Travel Policy

A corporate travel policy is an outline of travel approval processes, accommodations, incidental allowances, and reimbursement policies. The more strict a travel policy is, the more a business can save when planning corporate travel. Be sure your policy is well-explained to gain these benefits:

  • Avoid unnecessary hassles
  • Avoid ad-hoc fees
  • Over-budget spending
  • Loss through wasted time

A good travel policy should adapt to the needs of a business and its employees while also being easy to comply with. If a travel manager or executive needs to spend hours collecting receipts or itemized deductions from employees, time and resources are being wasted on processes that could be clearly outlined for employees in a corporate travel policy. Drafting a policy for planning corporate travel shouldn’t be complicated, and working with a TMC can often streamline this process for a business as well!

Many corporate travel policies also come equipped with an incidental allowance, enabling employees to enjoy their business trip without concern for food, drink, entertainment, or transport costs. Offering an allowance to employees can incur more travel savings in a variety of ways, depending on how the allowance is set up. Allowances often come in two forms: Per Diem or Accountable Plan.

Maintain A Food And Entertainment Allowance

Many corporate travel policies also come equipped with an incidental allowance, enabling employees to enjoy their business trip without concern for food, drink, entertainment, or transport costs. Offering an allowance to employees can incur more travel savings in a variety of ways, depending on how the allowance is set up. Allowances often come in two forms: Per Diem or Accountable Plan.

Per Diem Allowances

Some companies may opt to use a per diem allowance which can include the following:

  • Meals
  • Transportation
  • Lodging
  • Complete trips without excessive record keeping
  • Reimbursable during tax filing

Accountable Plan Allowances

Alternatively, other corporate travel policies will engage in an accountable plan, instead using itemized receipts and records of corporate spending to decide on which specific items are eligible for reimbursement. Accountable plans offer more flexibility for a business but require more trust in the employee when planning for corporate travel.

Regardless of which allowance you use, be sure to check with local IRS regulations on what can or cannot be declared — These guidelines can change between nations or seasonally, and a budgetary restriction one year may not be applicable the next. Some items also cannot be reimbursed at all, such as personal spending or particularly lavish or extravagant costs like resort lodging or some first-class trips.

Determine Ways Employees Can Share Costs

While an individual can set up a corporate travel plan, it takes the effort of a whole team to reduce corporate travel spending. Follow these steps to save money by having employees share costs:

  • Encourage employees to carpool
  • Have local employees use their own vehicles
  • Send the minimum necessary amount of employees on trips

Get Started With Corporate Travel Savings

There are many ways your company can reduce planning with corporate travel. Planning ahead, clearly outlining corporate travel policies, and finding a dedicated TMC. A Travel Management Company can assist by offering peace of mind so you can focus on your work. Talk with a Telios Travel agent and learn how Telios Travel can help your business with corporate travel.

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Common Questions

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