travel policy commonwealth business travel group miami, fl november 5, 2009
TRANSCRIPT
Travel PolicyCommonwealth Business Travel GroupMiami, FL November 5, 2009
Why talk about Travel Policy?
It’s your job!
Travel Policy Fundamentals
Company◦ Greatest cost savings, control and cost
avoidance◦ Policy and expectations◦ Company benefits◦ Corporate social responsibility
Agency◦ Great sales opportunity – pre and post◦ Insight to how to work with company◦ Helps prove agency value
Trends and biggest changes
Online vs. paperPre-approvalsAdvance purchase requirementsChanges / cancellationsPreferred supplier usageEmployee vs. Travel vs. Expense
policy (ies)How to book travelHow to pay for travel
Trends and biggest changes cont.
Insurance reviewAncillary feesActual receipts vs. per diemsIntegration of global policyReimbursable vs. NonreimbursableOther
◦ Parking, trip modeling, etc.
Measureable policies
Measureable Policy Performance
Pre and post◦ Pre-approvals and notifications◦ Daily / weekly / monthly / quarterly◦ Annual Reviews◦ Summaries vs. details
Sample reports – summary and detail◦ Online vs. offline◦ Advance purchase◦ Changes - Exchanges◦ Preferred supplier usage◦ Travel payment◦ Ancillary fees
Components of a policy
Purpose and expectationTravel program contactsHow to book travelAir, hotel and ground
transportationPayment and ReimbursementMiscellaneous
◦ Insurance◦ Emergency Assistance◦ Ancillary fees◦ Meals and business entertainment◦ Reimbursable vs. nonreimbursable
Components Details
Purpose and expectationTravel program contacts
◦ Executive sponsor◦ Responsible contact title and info
Components Details
How to book travel◦ Agency info◦ Online booking tool
Agent vs. online expectation◦ Approval processes – contacts◦ Profile◦ Billable/Nonbillable or project differences
Components Details - Air
Lowest applicable fare definitionFrequent Flyer / User programsClass of service - UpgradesCompany contracted carriersAdvance bookingNonrefundable vs. refundable
fares◦ Changes and cancellation policy◦ Saturday stay reimbursement policy
Illegal booking practices◦ Back-to-back ticketing / Point beyonds
Components Details - Air cont.
Ancillary fees◦ Preferred or advance seating fees◦ Baggage allowance and fees◦ On-flight Food/beverage reimbursement◦ In-flight internet/online services◦ Lost luggage policy
Denied boarding compensationElectronic ticketsTSA and ESTA requirements
Components Detail - GroundContracted suppliersCar sizeInsuranceAccident processUse of private-owned vehicles
◦ Mileage reimbursement / driving vs. flying
Miscellaneous fees◦ GPS / Traffic violations / Refueling / Parking
Taxi Black car service
Components Detail - Lodging
◦Contracted hotels◦Long-term accommodations◦Hotel upgrades◦Property quality◦Hotel frequency stay programs◦Security◦Miscellaneous fees
Hotel guarantees no-show early departure In-room charges (movies, mini-bar, etc.)
Components Detail - InsuranceTheftBaggageCarMedical
Components – Payment/Reimburse
Process Expense link / forms Approvals Receipt requirements File/payment expectations
Company vs. personal card Cash AdvancesCurrency conversion feesVAT ReclaimAudit?
Components Detail – Misc.
Phone◦ Cell / blackberry / phone cards / call reimburse
Internet reimbursementLaundry / dry cleaningTipping guidelinesAirport ParkingVisa / Passport
Components Detail – Misc. cont.
Business / personal travel combinationSpouse/family travelAirline club membershipsTravel Agency feesLost LuggageTravel advisory resourcesVaccinations
Components Detail – Misc. cont.
Travel lettersMealsPer diemsBusiness Entertainment policyBusiness gifts policyExecutives / employees on same plane
Policy Exposure
Executive support / endorsementPaper / Online
Company newsletter – bulletin board Company intranet All-company email status updates Competition Display –or- The Shame Game New Employee communication/meeting All-company meetings Department meetings
Policy Exposure cont.
Agency support◦ Regular meeting topic◦ Partnership Annual review◦ Online booking tool home page◦ Agency signature line◦ Agent educators
Advice
Use Travel Policy to…◦Get◦Retain
It’s your job!
Make money in the process by…◦Consulting◦ROI