e) Booking cost and exceptions: The goal of this section should be to provide guidelines to employees on acceptable booking cost for airlines, lodging, and car rentals. All Vendor travel should be booked by the Vendor using the Vendor’s credit card and shall not be direct billed to the company. Corporate travel management Anatomy of a corporate travel policy both employers and employees will love (+ template) A well-designed corporate travel policy does not only help to maintain order throughout the entire travel process, but also promotes compliance, saves the company money, improves travellers’ safety, and prevents fraud. As per research by Aberdeen group, 43% of best in class companies consider T&E expense management as critical strategy and 48% of best in class companies cite “need to reduce expense processing costs” as a top pressure. This includes defining a Travel & Expense (T&E) policy, processing receipts, ensuring that receipts match the expense, auditing, reimbursing employees for out of pocket expenses. Corporate travel policies are implemented to help manage budgets and provide clear guidelines for their employees to refer to when it comes to time and expense reporting, reimbursement, booking guidelines, traveler safety, security, and more. You might want to start with a lower amount, for example, anything greater than $20 needs a receipt. Focus on policy adoption. But business travel can be a complex and expensive process, and navigating all of its intricacies can be difficult. Here are a few simple and effective expense management best practices that you can implement in your organization to witness the visible changes. this Corporate Travel Policy is available to all travelers, travel arrangers, accounts payable staff, and newly hired employees expected to travel. What are your corporate travel expense reimbursement policies & best practices? Travel policies should clearly present easy-to-follow instructions on when and how to book travel, travel class (economy, business), hotel standard, how to pay and how to claim expenses. Let's take you through the best practices for corporate travel policy. Some of the common examples are. When your employees are traveling for business, you aren't just responsible for making sure that they get there and back safely. In our experience, the T&E policy is well adopted in cases where a senior executive like CFO (Chief Financial Executive) is supporting the policy. Answers. Create and enforce a travel policy for your company that includes all the appropriate guidelines for business travel. We find that for long-haul flights some clients do allow their staff to select Premium Economy or Business class for flights over 10 hours. Back To Sample Travel Expense Policy There are multiple options available including external or internal help desk, travel booking tools or other travel websites like Expedia, individual airlines sites, etc. Yet, even if you own your own 3-person company and employees only travel twice a year, you should consider creating a policy. The goal of corporate travel policies is to keep employees productive and safe while maximizing the value of each business trip. Having just a policy doesn’t lead to fraud prevention but the visibility backed by a strong process does. At Direct Travel, it’s important to us to work closely with you to boost travel policy adoption. Now, corporate travel experts have been able to devise some best practices that are continuing the revolution in the industry. 2020 Travel Policy Best Practices, The Top 2020 Trends That Affect Travel Policy, More Streamlined Payment and Reimbursement, Questions to Consider When Creating a Robust Corporate Travel Policy. Understand why the exception handled and if it is a genuine request then figure out a way to accommodate that in the policy. About. If the booking cost is over the guidelines, then a process should be in place to approve those exceptions. A corporate travel safety policy typically includes the following items: Risk ratings for travel locations, A traveler tracking system, Pre-trip assessments, training, and awareness briefings, A travel safety website, and; An emergency response plan in the event a traveling worker runs into trouble. The T&E policy should have a clearly defined process for reporting the expense and the pre-requisites for submitting the expenses. There was a separate Travel Policies book. Organizations across the board are looking for ways to improve their T&E process and the first step is to have a solid foundation in the form of a T&E policy. Many people enjoy customer rewards programs or loyalty programs for their favorite brands when purchasing goods and services. Specifically, This section is more an overview than a detailed explanation of each component of the T&E policy, use this as a template to create a T&E policy which is customized to your organization needs, The first step is to define what spend categories are covered under the Corporate Travel and Expense policy and what special rules you might have for these categories. b) Ensure that employees understand the legal requirements from, Benefits of Travel and Expense (T&E) Policy, Though cost savings is not the only reason for which you should define a T&E policy, having a well-defined Travel and Expense policy does lead to, It helps you to understand key trends by way of gathering spend data (assuming you have an electronic system to capture T&E spend including vendor details). We’re kicking off this guide with an introduction to what a corporate travel policy is and what it can do for your company. Airports are prime spots for bad actors to target unwitting travelers. Given the rapidly changing environment of corporate travel, the smartest option is to have a procedure in place that will allow for frequent updates with minimal effort. Trends, Insights and Best Practices Prepared by Citi in conjunction with Acquis Consulting Group and Mastercard Treasury and Trade Solutions Corporate Travel Policy Made with FlippingBook. Corporate travel policy best practice. Badge account holders may contact Seagate’s corporate travel department to request a “guest” profile to access Seagate’s travel agency and book travel arrangements. It is good practice for the initial communication to go from CFO on why the need for T&E policy and how employees can provide feedback. As per research by travel booking site cheapair.com the best time to book a domestic flight is 49 days in advance. There are multiple benefits to having good reporting around T&E spend. 4. In partially manage… MAKING TRAVEL ARRANGEMENTS Method of Booking Travel All travel paid by MHW/MTR must be booked either through Columbia Sportswear Travel Department or Columbia’s online booking tool, Concur Travel. Top 10 Best Practices for Implementing Your Corporate Travel Program The Implementation Process is the foundation for a successful travel program. What is travel expense reimbursement? For best results, use clear, straightforward, and specific language. It is recommended that you review your overall T&E spend and identify categories which are not reimbursable. Our travel management experts use a consultative approach to work with you to create a comprehensive plan to manage your business travel policies and procedures, which includes regular compliance analysis. Essentially, a corporate travel and expense policy is a document that outlines guidelines for all spending, reporting, and tracking of business travel expenses. However, when it comes to policy creation, one-size-fits-all is definitely not the name of the game. Make sure your travel policy follows the same tone. List and enforce selections of preferred airlines, rental car companies, and hotel chains to help guide employees. One way businesses can improve policy compliance is by focusing more on improving … If the lowest comparable airfare is only offered on options that cannot be booked through Seagate’s approved travel agency, then the traveller may book the lower cost option directly with the carrier. T&E is the second largest controllable cost for the average U.S. organization and your travel policy can be a tremendous advantage in today’s competitive business environment. On an average, you can, Standardization leads to reduced exceptions and hence overall reduced cost to process an expense report. 3. Some companies prioritise cost savings while others value traveller comfort and convenience above all else. The success of corporate travel policy compliance is a measurement of booking behavior against the travel policy. Navigator Blog When writing a corporate travel policy document, one size doesn’t fit all. 1. Consider some of the best practices of booking corporate travel: Encourage company policy compliance. A travel policy must, first of all, be comprehensive. The company travel policy is becoming more streamlined and concise to encourage greater compliance. Second – when you roll out the policy, there are always questions from employees, so you need someone to handle employee questions and feedback. As you create or refine your travel policy, here are some questions to consider to make sure your policy maximizes cost savings without frustrating your employees. These include ensuring that you have senior management buy-in on the policies you are about to implement, keeping the policy simple and focus on adoption then enforcement. !| convenience and safety. Work with the incumbent Travel Management Company to develop a plan to redeem unused tickets after the transition date. Airports are prime spots for bad actors to target unwitting travelers. You should start by thinking about the nature of your organization – is it pretty strict or relaxed? Let’s look at some of the key components of the T&E policy. Budgets Cards Travel Integrations. Often, company savings are valued over traveler satisfaction. Your travel policy is the engine that powers everything related to your travel management process. By working with a travel management company, you can customize your online booking tool so that it not only gives more choices to travelers, but also guides them towards the most compliant options and seamlessly integrates the travel policy so that travelers don’t have to try to remember what is allowed and what is not. When the summer travel season kicks off, some employees like to add a little pleasure to their businesses by tacking on personal travel time to a business trip. Before we get into specific details on each of these best practices, let’s first look at why you need a T&E policy, to begin with. A travel policy needs to cover all elements of your travelers’ trips, from booking to their return. There were forms to fill out, security badge pictures to be taken, and a tour of the office building. Business travel has become more and more common in today’s business world as companies have recognized its value. T&E policy implementation is no different from any other change initiative and if you have key executives backing up the policy, there is a higher chance of adoption. This can sometimes make it difficult to track authorized travel and related expenses and reimbursements. If an employee pays for a business-related travel expense, such as airfare, a rental car, hotel stay or meals, they are reimbursed by the company for that amount. It’s important to check if your company has a corporate travel insurance policy to cover anyone travelling, ... Jaclyn Reynolds suggests “a lot of our Corporate Traveller customers opt for the ‘best price of the day’ as the preferred fare. Be alert, especially at the airport. Badge account holders may contact Seagate’s corporate travel department to request a “guest” profile to access Seagate’s travel agency and book travel arrangements. At Egencia, we’ve found that by following a series of best practices, companies can set the stage in these first, critical weeks to establish traveler adoption and compliance and meet their travel program goals. 2 Safety for Business Travel Policy. Introduction. Expense management • 7 min read. Read up on these four travel policy best practices and use them as guidance to create and enforce a better policy that improves your company’s bottom line. Certify has put together this useful how-to guide for building a corporate travel policy to help implement a structure for business travel in your company. A typical travel policywill cover items such as what vendors employees should use, how they should book travel, what costs are covered on a company card, and how reimbursement works. It is important to define the policy as early as possible, even if you are a small company. Corporate travel policy best practices When writing a corporate travel policy document, one size doesn’t fit all. Company Customization vs. Readability – Customization can often make a travel policy long and complex. Corporate travel policies are a crucial component to well-managed business travel — but in order to be effective, they must be done well. When embraced companywide, corporate travel policies give travel managers visibility into spend and better control over how budgets are spent. Technology That Makes Your Corporate Travel Program Smart and User-friendly. This way payment, expense reporting and reimbursement occurs seamlessly, on a user-friendly platform. Copyright 2020 by Direct Travel | Privacy Statement | Terms Of Use | GDPR Privacy Notice, What Should Be Included in a T&E Policy? In fact, the Phocuswright 2015 Travel Manager Survey found that behind cost savings and policy compliance, 39% of respondents are concerned with managing traveler safety and upholding duty of care. Business travel management is complex: managing costs|! Despite that connectivity and the ability to book travel by oneself, corporate travel agents are still as important as ever. a) Define an expense reimbursement process for both employees and non-employees. Dry cleaning services – some companies do reimburse this expense and some don’t and this is dependent on the average number of travel days for your employees. By Patrick Whatman Published February 7, 2020 Writing a company travel and expense policy is a simple enough task - if a little tedious. Travel And Expense Policy Best Practices And Corporate Travel Planners can be beneficial inspiration for those who seek a picture according specific topic, you will find it in this site. Best Practices: 1. Our recommendation is to resist this temptation and focus on rather accommodating the needs of the employees. Developing a corporate travel policy that reduces liabilities, supports corporate travel cost savings, clarifies procedures, delivers useful information, and embraces employees’ needs will help give you an edge over your competitors. As per financial dictionary, “travel expenses are defined as Expenses incurred when a person conducts business away from home. – How can you reduce out-of-policy bookings and boost compliance? Join me at 1:45 today to learn more about the Best Practices for implementing a Corporate Travel Policy. This is the most important piece of the T&E policy. Pricing. 3. Try it for free. Your policy should clearly define your values and processes as an organization; ensuring that the company is the driver of your overall travel program and related costs, not the traveler. T&E expense as a percentage of total spend may vary from company to company, but this is always a top of the mind issue for most CFO’s because well-controlled T&E expenses can not only save company money but also prevents any fraud by employees and misuse of company assets. This can include adding lodging marketplaces and ride-sharing services as providers, as well as giving travelers more flexibility in accommodations and greater convenience in booking transportation. Share best practices on all things business travel. The point of a one-page corporate travel policy is to communicate the most vital information to your business travelers. The policy needs to be clearly communicated to all, including line managers so they can enforce it. With proper logging, you should be notified when undesired events occur, like hard drive failure, power failure, and data exfiltration, and you should be able to trace back an attack or event to its source. Company Team Careers Press Log In. You can find guidelines on the IRS website. With greater concern about climate change and the desire to adopt an eco-friendly lifestyle, sustainable travel is becoming a new trend. Reporting of the expense reports: if you are using an expense management tool then this process is straightforward but if not, then clearly define how and to whom expenses should be submitted after they are approved. Thank you. It helps finance team to understand spend patterns and any transactions which might be fraudulent in nature. What is a Corporate Travel and Expense Policy? Required fields are marked *. Insurance cover as provided by the company on international travel.   >  Corporate Travel Policy Best Practices. It is important to have a well-defined T&E expense policy but equally important is to clearly articulate the objective of the policy both for the management as well as employees. What to include in a corporate travel policy for modern travellers. Ideally, this should be owned by a finance function or a procurement function. How often in advance are your travelers booking? How do you bring both into alignment? Why talk about Travel and Expense policy best practices? Best Practices for Writing & Organizing the Company Travel Policy; Getting the Word Out to Employees About Company Travel Policies; Travel Policy Compliance ; While many large companies have company travel policies, smaller companies often do not. In the event of a security incident, are you able to trace the intrusion to its source? Great-West corporate … – How do you communicate changes to your team members? By Alex Hyman on October 16, 2018, 3 minute read Why have a corporate travel policy if your team doesn't follow the rules? CORPORATE HR POLICY Title: Global Travel and Entertainment Expenses Number: 11.02 Date: April 10, 2018 Global Travel and Entertainment Policy Policy: This document is designed to act as a guideline for business travel and entertainment expense reimbursement. Some common non-reimbursable categories include. Executive support. Customization can often make a travel policy long and complex. Business Travel and Expense Policy Best Practices. !| corporate travel policies as well as traveller service|! How can you add tiers, international travel guidelines, travel wellness sections, VIP policies, sustainability policies, etc., without overwhelming the reader? Tips On Best Practices For Corporate Travel and Expenses Policy. economy for daytime travel, business class for night flights), employees have become accustomed to having these choices presented to them. 1. Policy Scope. Companies who explain the need for policies have a better compliance rate as compared to companies who just implement policies without first explaining the need. While perhaps most applicable to travel managers, these recommendations for improving adherence can be adopted by anyone who deals with travel expense reporting. a) Travel booking:  How travel should be booked by employees. So, if you can’t do 49 days/ 7 weeks, aim for at least 2 weeks. Today’s business travelers want more flexibility around their company trips. b) Preferred airlines:  If you have a preferred Contract with any airlines then make sure that you communicate that to employees. Travel: Corporate Travel Policy and Best Practices. Maintenance and updating of the Corporate Travel Policy is the responsibility of the Executive Director and will include collaboration with the Board of Directors Chair and Treasurer . Corporate Travel Policy. Travel – Air, Road, Lodging, car rentals. From using new types of software to finding new ways of handling business expenses, corporate travel agents are reimagining the business model. This part of the policy should explain how travel costs should be paid for — whether through a centralized corporate account, the employee’s own personal credit card, or a mix of both. Keeping everyone informed in a timely manner is a key to compliance. I think that you would agree with me that although Travel and expense (T&E) spend is not a major contributor to the total spend, it still needs a lot of attention and resources to process the expense reports for employees. Some organisations like to plan business trips several weeks in advance, while others are willing to make bookings at the very last minute. As per Aberdeen research group, the top benefit companies are looking for is reduce expense processing cost. Unfortunately, the problem with most travel policies is simple: they are too looooong. Once you have data about key vendors, you can go back and negotiate the cost with these vendors. Focus on adoption and not enforcement only, once you have policy fully adopted, you don’t need to enforce it! If the lowest comparable airfare is only offered on options that cannot be booked through Seagate’s approved travel agency, then the traveller may book the lower cost option directly with the carrier. With a clear and unambiguous policy, you can start the expense management process in your organization. You should start by thinking about the nature of your organisation – is it pretty strict or relaxed? Sales organizations, those that employ many sales people supported by a minimum administrative staff have a hard time getting the sales people to submit their expense reports. Travel Trends, expense benchmarks, policy pain points, and helpful tools. Not following travel policy best practices is an easy—and shockingly common—way to cost your company large sums of money. Now that might not be possible all the time, as per the research, the worst day to book a ticket is one day before the flight, followed by 2 days, 3 days until you get to 11 days out. A Best Practices Guide to Corporate Travel Policy Compliance Developed n Cooperat on w th A rPlus Internat onal R s ng pr ces from suppl ers and ncreased scrut ny by sen or management of travel program costs are putt ng more pressure on corporate travel managers to del ver value. We work with each client to ensure that their travel policy is competitive, drives cost savings and enhances the travel experience. Do you know what makes up a good corporate travel policy? Here are some best practices travel managers can consider … How do you bring both into alignment? First – all employees can easily understand what is expected out of them. Save my name, email, and website in this browser for the next time I comment. Other vendor expenses – expenses you allow. This will not just lead to process efficiencies but also leads to a friction-free T&E expense reimbursement process. Following should be covered in the travel policy. For example, if you are exclusively using cards, then that gives you better visibility into T&E spend but then you are liable for paying late fees if employees don’t file expenses on time. As per research from. Travel Trends, expense benchmarks, policy pain points, and helpful tools. Keeping everyone informed in a timely manner is a key to compliance. Click here to download the travel policy info-graphic. Best Practice #2: They'll Track Travel Risk. This may include methods of transportation, travel class, choice of hotel and “green practices” of partners and suppliers. Corporate Event Travel Management ; Meeting Registrations; Corporate Travel Services. Again, focus on adoption first. There are two main reasons for defining clear ownership. Staying Ahead of Rapidly Changing Travel Practices. Make sure you have a mechanism to report on the total spend at the department level and at the company level. Corporate Travel Best Practices. The list of categories generally evolves over time so you don’t need to capture everything on day one. The One-Pager: Corporate Travel Policy Best Practices. Staying Ahead of Rapidly Changing Travel Practices – How often should your travel policy be updated? Some companies mandate these policies, whereas others are more flexible. Considerations in 2020 and beyond include the ability to combine leisure activities with work and better integration with traveler preferences in online reservation apps, airlines, accommodations and loyalty programs. Thank you. Read up on these four travel policy best practices and use them as guidance to create and enforce a better policy that improves your company’s bottom line. It simple and brief and define as fewer rules as possible recommendation is to centralize the travel Manager, Greenwood... Unambiguous policy, you don ’ T fit all expenses should be approved at the level. 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