Travel Hacks: Get 3 Valuable Tips from the Pros

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Travel Hacks: Get 3 Valuable Tips from the Pros | GTI TravelWhether you’re traveling for business or pleasure, traveling like a pro can save you time, money and reduce some of the annoyances that can come with the territory. These three tips from business travel agency pros can help you avoid hassles and navigate travel more easily.

Get TSA Precheck & Global Entry

TSA Precheck can help you cut down on stress and save time. You can skip the line at airport security, you won’t have to remove your shoes, belt or light jacket and laptops & liquids can stay put. An $85 membership is good for five years, and all you have to do is submit an online application and visit an enrollment center for a short appointment that includes a background check and fingerprinting.

Global Entry is a program that allows for pre-approved, low-risk international travelers to return to the U.S. using automatic kiosks at select airports. That way, you can fly (no pun intended) through customs and get home sooner. Corporate travel companies have professional business travel agents who are well-versed in the details of obtaining a TSA Precheck or Global Entry and can help you with the process. The less time spent languishing at the airport, the better, right?

Pack Light

Packing like a pro allows you to skip the hassle of waiting at baggage claim and possibly losing your luggage. $25 to check a bag doesn’t seem like much, but if you’re a frequent business traveler it adds up fast. Even if it’s a long trip, pack only the essentials and use laundry and dry cleaning services at your hotel. Just ask your business travel management company to book you a hotel that offers these amenities. Bringing just a carryon will save time and money, and it’s one less thing you need to keep track of when traveling.

Research Your Destination Before You Go

Food and travel information is more accessible than ever. Researching your destination online and checking out the travel sections of newspapers can keep you abreast of the latest restaurant trends and things to see and do. Because their agents are experienced in planning events around the globe, corporate event travel management services can be a great resource for getting the scoop on what’s hot.

Locals like taxi drivers are typically more than happy to give you the skinny on restaurants, sights and can’t-miss activities. Following your nose while you’re out exploring can yield affordable and tasty results; and street food will give you an authentic taste of the local culture. If you’re traveling to a foreign country and don’t know the language, learn basics like, “Hello,“ “Please,” “Thank You,” and “Do you speak English?” Using phrases in the local language such as “I would like…” can help make sure you’re ordering what you want to eat or drink. While it’s okay to splurge once in a while, eating healthy and nourishing foods can keep your immune system working like a charm and leave you feeling good overall.

If you’re looking to make travel a little more painless and a lot more fun, a business travel agency can provide specialized corporate travel management solutions designed to fit your specific needs.

Essential Items for Healthy Travel

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Essential Items for Healthy Travel

Falling ill or getting hurt when traveling is no fun, especially when there’s work to be done. Whether you are on a quick jaunt to attend a last-minute meeting or are involved in more extensive business event travel, it is essential to pack items that will help you maintain your health on the road. This handy list of must-bring things can help you stay healthy and prepared for anything.

Essential items for Healthy travelHand Sanitizer–One of the best ways to avoid getting sick is to keep a small bottle of hand sanitizer with you at all times. That way, if you can’t wash your hands you can still keep them clean.

First Aid Kit–When it comes to business travel planning, you can never be too prepared. Accidents happen, so make sure your first aid kit includes Band Aids, antiseptic wipes, antibiotic ointment, gauze, tweezers and a small pair of scissors.

Medications

Prescription Medications–Don’t forget to bring any prescription medications you are taking. Skipping vital medicines such as heart or blood pressure medications can be dangerous.

Antihistamines–Combat hay fever and other allergic reactions with antihistamines. Benadryl can make you drowsy, so if you’re driving or hitting a meeting, opt for a non-drowsy antihistamine like Claritin. Benadryl can also double as a sleep aid if you struggle with insomnia.

Pain Relievers–Over-the-counter pain relievers such as Ibuprofen or Acetaminophen can help ease aches and pains so you can focus on the tasks at hand.

Gastrointestinal Relief–Many people suffer from tummy troubles when they travel. Medicines such as Pepto-Bismol, Pepcid and Immodium can help keep upset to a minimum.

Motion Sickness–Traveling on crowded planes, trains and buses can make some people feel ill. If you have a history of motion sickness, carry medicine such as Dramamine with you.

Immune Boosters–There are lots of invisible critters swirling in the air, especially in enclosed spaces like airplanes. Supplements such as Airborne or Emergen-C contain vitamins and other ingredients that may help to stave off colds, flu and other illnesses.

Sunscreen

Prolonged exposure to the sun without protection can lead to long-term health issues like skin cancer and premature aging. Always bring a high SPF sunscreen with you when you travel. You never know when you will spend time outside, and bad sunburn isn’t pleasant to deal with.

Portable Gym

Although most hotels have 24-hour gyms these days, if you prefer working out alone, there are kits you can buy that contain a jump rope, resistance bands, pedometers and other light, easy-to-carry fitness gear. Running shoes, workout clothes and a bathing suit are also indispensable to stay fit and relieve stress while you’re on the road.

Healthy Snacks

You may be running from one place to another while traveling for business, but don’t forget to eat. Pack non-perishable healthy snacks like nuts, jerky, trail mix and dried fruit to keep your blood sugar level steady.

Looking for more valuable business travel planning tips? Small business travel solutions? Finding the best corporate travel agency to provide top-quality corporate travel management services can help reduce stress and make traveling a more pleasant experience, which is always good for your health.

 

Travel & Expense Policy: 6 Best Practices to Implement Today!

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6 Travel and Expense Policy Best Practices | GTI Travel

 

When it comes to corporate travel a straightforward travel and expense policy that clearly states what is considered authorized business travel and lists types of covered expenses is vital. A business travel management company that provides corporate travel management solutions can help you create travel and expense policies and guidelines that that will keep your company and employees on the same page.

 

Tips On Best Practices For Corporate Travel and Expenses Policy

1. Keep It Clear

Having a reasonable, unambiguous written travel and expense policy is essential to ensure that employees understand what is expected of them when traveling for business. Many companies create these policies as an afterthought, which can lead to conflict, overspending and misunderstandings between management and employees.

2. Keep It Simple

If you keep your company’s travel and expense process straight and simple, employees will be more likely to comply with it. No one wants to be bogged down with tons of paperwork or have to jump through a bunch hoops to get pre-approval for a business trip. A system that is overly complex can also make exaggerated expenses and mistakes more common. A firm, fast process with clearly-defined timeframes for submitting expenses can improve employee morale and increase productivity.

3. Collect The Right Information

Make sure your employees submit receipts and are aware of the specific information that must be included on expense reports. The IRS requires proof for claimed business expenses, and gathering relevant expense information can help your company avoid headaches at tax time. Different types of expenses may require different information for tax purposes. For example, reporting entertainment expenses as a deduction requires the company name and names of all attendees. A business travel agency that offers corporate travel event management can make it much easier to keep accurate records of entertainment and other business travel expenses.

4. Reimburse Expenses On Time

Just as employees are required to submit expenses in a timely manner, do the right thing and pay them according to your company’s published payment timetable. Delaying payment of travel expenses can present challenges with adherence to procedures and policy, cause accounting and cash-flow issues, and lead to plummeting employee satisfaction.

5. Enforce Travel And Expense Policies

Regular auditing of receipts and expense reports can make your expense procedures work better and help to maintain a fair system. It is critical for managers to enforce policies and procedures when employees make dubious travel arrangements or submit incorrect or inappropriate expenses. Upper management should make sure that those responsible for approving travel expenses clearly understand policies, adhere to them and hold employees accountable for missteps.

6. Review And Update Policies & Procedures

Reviewing travel and expense policies and procedures regularly is a must to keep your system running smoothly. Periodically evaluating what works and what doesn’t will help you keep improving procedures and cut down expenses. Distribute the updated version of your travel policy and procedure and make sure to explain any changes.

Corporate travel companies can help you create specialized travel and expense policies and procedures that will help you cut costs, increase employee adherence and make business travel more efficient and hassle free for everyone involved.

Bleisure Travel: Have a Little Fun on your Business Trip!

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Bleisure, the practice of combining business and leisure travel, is a way for corporate travelers to reap the benefits of some of the more affordable or free perks business travel provides. Mixing business with pleasure can be an exciting adventure, and if you’re in a city you’ve always wanted to visit, why not explore?

Whether you’re planning an extended stay or just taking a few days off, knowing you have some downtime after you’re done with a bunch of stressful meetings or a conference gives you something to look forward to. Since your employer most likely picked up the tab for your airfare, you’re saving some cash that can be spent on doing things you love after work is done. Bleisure can be complicated though, so it’s good to keep a few things in mind before you plan your trip.

Plan Ahead

Many organizations use business travel planning companies to take care of travel arrangements for their employees. Business travel agents will help you find the flights that fit your needs and can often get you a deep discount on accommodations, even if you’re staying after your business duties are over.

Another advantage of Bleisure is being able to use some of the perks of airline frequent flyer miles and car and hotel loyalty programs. Many people who travel frequently for business quickly accumulate these points, and you can use them for special perks like free upgrades, free hotel stays, tickets to shows and more.

If you want to bring your family or a friend who will enjoy the sights while you work, corporate travel services companies are also well-versed in the travel policies of the organizations they work with; and can advise on your company’s travel policy when it comes to combining business with personal travel. This can make it much easier to plan your trip and ensure that you’re not violating any of your employer’s rules or procedures regarding corporate travel.

Timing is Everything

If possible, schedule meetings or other work-related activities on Mondays and Fridays; that way you can plan a weekend getaway for the price of a couple of hotel nights without having to take any days off. The company that provides corporate travel services for your organization may also be able to help you secure corporate discounts for those nights as well.

If you can’t stay an extra day or two, there are plenty of ways to blend leisure time into your corporate travel.

  • Get together with family or friends at your destination.
  • Go see a concert, visit a museum or catch a show after you’re done for the day.
  • Try the local cuisine at a restaurant and grab a drink at a local hot spot.
  • If you have some free time during the day, check out open-air markets.
  • Take a bus or walking tour of the area.

Having the opportunity to travel to a destination you might not otherwise visit can give you valuable cultural knowledge and experience that you may be able to use in the workplace. Using corporate travel services can make Bleisure a breeze and allow you make the most of your time on the road.

Travel Risk Management – What Companies need to Know!

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Travel Risk Management - What Companies need to Know!Travel risk management is a proactive, comprehensive approach to protecting your employees and company from travel risks. It’s not just about how effectively your organization responds to a crisis, but how well you can actually prevent a crisis from happening. In today’s ever-changing world, more and more businesses are making corporate traveler safety and security a top priority, and corporate travel management is just one piece of the puzzle in making travel safer, lower-stress and more cost effective.

Traveler Insecurity

Many people who frequently travel for business experience anxiety because of terrorist attacks and natural disasters, but it much is more likely that they will run into snags such as a robbery or car accident when traveling. Corporate travel consultants who are available 24/7 can help ease business travelers’ fears and help them solve these kinds of problems regardless of which time zone they’re in.

Planning ahead

Another way to mitigate the impact of risks associated with corporate travel is to have policies, plans and processes in place. Travel and expense management solutions that provide tools, services and solutions to business travelers before a trip are not only vital to mitigating travel risk; they can also lessen the financial impact when problems do arise.

When it comes to corporate travel risk management, the importance of being prepared cannot be overstated. A corporate travel management company will help your business develop and enforce a comprehensive travel risk management plan that includes guidelines for safe travel practices.

One of the biggest obstacles companies face is their employees’ lack of knowledge about their company’s current procedures. Well-defined guidelines help travelers gain an understanding of their responsibilities and procedures they are required to follow in case of an emergency.

Information about travel warnings, assistance with visas & passports, and plans for making travel changes in case of disaster gives employees a sense of security and peace of mind, which leads to increased productivity while they’re traveling for business. If your company is on the small side, travel management for small business is an invaluable tool that can help you streamline travel services.

Real-Time Information & Global Connections

For many organizations, it can be difficult to rapidly an d accurately determine if their travelers are impacted by unexpected events. Many companies rely on information from news sites or social media for risk alerts, but these sources are often unreliable and inaccurate.

Corporate travel management companies have access to tools and technology that monitor real-time global happenings such as weather events, terrorism, political or health crises, which allows them to inform travelers who may be impacted right away.

Immediate Assistance

If something does happen, the response should be coordinated, seamless and immediate. A business traveler may need medical treatment, security, evacuation services, new accommodations or last-minute transportation, and working with a global travel service company significantly reduces the time it takes to identify and help travelers who need assistance.

Careful planning and coordination within your organization is a must when developing a travel risk management plan. Working with an experienced corporate travel management company that provides these services can make it much easier to effectively respond to and resolve any scenario that may arise.

5 Travel Tips for Corporate Travelers

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Travel Tips for Corporate Travelers | GTI TravelCorporate travel can be interesting but in today’s fast-paced world it’s essential to be prepared for anything. Packing, rushing to make a flight and being constantly on the move can take a toll on your physical and mental health. Staying organized and keeping a positive attitude can help make traveling easier, especially if you have a global travel service to help with reservations, upgrades and itinerary changes.

Here are five simple things you can do to minimize stress and maximize productivity while traveling for business:

Join Rewards Programs

Members of rewards and loyalty programs often receive early boarding and first-class upgrades on flights, hotel rooms, rental cars and other services. If you belong to a rewards or loyalty program, customer service agents are more likely to provide you with top-notch customer service. You may think these programs only cater to corporate travelers from large companies, but even if you are part of a smaller company, joining rewards programs is worth it. Maximize the benefits you get from using rewards programs by working with a company that specializes in travel management for small businesses.

Pack Light

Lugging huge bags around and worrying about lost luggage is stressful. Waiting for checked baggage when you land can also throw a wrench in your corporate travel schedule if you can’t pick it up in a timely manner. Pack light and bring only a carry-on with the essentials you need for your trip. Skipping checked baggage can also have a positive impact on your budget—saving on little things can really add up when it comes to travel and expense management solutions. You can also save time by keeping a carry-on suitcase packed with clothing, shoes, accessories and toiletries.

Keep Your Cool

Good manners matter. Although you may be annoyed about your flight being delayed or getting the wrong type of rental car, you have a much better chance at upgrades, making itinerary changes and receiving excellent service when you are polite and treat people with respect. If you find yourself in a sticky situation that you just can’t deal with, enlisting the services of a corporate travel management company can help you get the issues resolved quickly without having to directly deal with the mess.

Dress Well

You may receive better service if you look presentable and well-dressed. Wearing clothing that doubles as meeting or presentation attire is also a good idea in case your baggage goes missing or you’re running late.

Use Corporate Travel Consultants To Plan Ahead

Experienced corporate travel consultants can help cut down on stress by taking care of arrangements such as air, hotel, car rental and rail reservations. Many are available around-the-clock and will also assist you with details such as meeting and event registration, changes in flight arrangements, baggage problems and other issues that make travel a headache.

Corporate travel consultants typically have vast global networks of travel connections and the latest technology at their fingertips, and will ensure that you’re maximizing savings and using business perks and miles to their fullest.

Simply put, skilled travel counselors who understand the particulars of corporate travel services can make your corporate travel more enjoyable, stress-free, and cost effective.

What do Business Travelers Want in a Hotel?

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What do Business Travelers Want in a Hotel | GTI TravelBusiness travelers are spending more time than ever on the road, and since their hotels are their ‘home away from home,’ a multitude of hotels are beginning to cater to their specific needs. Most corporate travel agents are well-versed in what business travelers want and have solid relationships with hotels that provide essentials and extras that make travel easier and more comfortable. If you are wondering what matters when it comes to accommodations, here are five things that make a big difference when you’re traveling for business.

1. Free Wi-Fi. In the age of email and web-based programs, free Wi-Fi is a must. The hotel should offer a secure connection and unlimited data with no time limits. Free local calls and long distance calling over the internet are also a plus. A good business travel management company will help you find a hotel that guarantees secure, free Wi-Fi so you don’t have to shop around when making reservations.

2. A ‘home’ office in a quiet setting. Business travelers often need to work in their hotel rooms. Having an office away from the office that is conducive to working is essential. Good lighting, plenty of well-placed power outlets and a comfortable, comfortable seating, and ergonomic work area are very important for travelers who may spend hours working in a hotel room. A business center and access to a printer is also a necessity.

Business travelers need a quiet environment that makes it easy to focus on work and get a good night’s rest. Rooms should be sound insulated or in a quiet corner of the hotel, away from elevators, the gym and other noisy areas with lots of activity. Many business travel agencies provide global travel services with access to extensive information about what each hotel offers so you can make sure you get what you need.

3. In-room amenities. Hair dryers, free bottled water, coffee makers and full-length mirrors are perks that make business travelers come back. Being able to easily sync devices to the television is also a plus that enhances a traveler’s experience. Quality bedding makes for good sleep, and many travelers are grateful for the luxury and comfort of when they slide between the sheets.

4. Speedy turnaround on dry cleaning. Fast, accessible dry cleaning is indispensable to the corporate traveler who needs to stay looking sharp for meetings and conferences. A clean, working iron and ironing board should also be provided.

5. Room service with healthy options. A selection of hot, in-room dining choices that are available 24/7 is important to guests on the go. Many barely have time to grab a bite while working and healthy options are much appreciated. Some hotels offer apps or in-room information on wait times so that travelers know how long their food will take to be served.

Are you looking for a hotel that meets your needs when it comes to business travel? A top corporate travel agency can help.

The Latest Trends in the Airline Industry: What You Need to Know

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The Latest Trends in the Airline Industry | GTI TravelThings are frequently changing and evolving in the world of corporate travel. New challenges and trends are happening in every sector of business, but due to its competitive nature the airline industry changes at a particularly rapid pace. The latest trends in the airline industry have their plusses and minuses as they always do, so it’s a good idea to get a leg up on what’s happening on the ground and in the air.

Weighing Passengers

Finnair has just started a new program where it weighs not only luggage, but passengers before takeoff. The airline is weighing passengers to get a more accurate picture of the average traveler that flies with Finnair. Because the weight of the aircraft impacts things like fuel level, speed and balance, more relevant data may help Finnair plan its flights more efficiently. The program is voluntary and will continue into 2018. If you are concerned about the hoops you may have to jump through when traveling for business, a top corporate travel agency that provides global travel services should have access to extensive information on both domestic and international airlines and flights that can help you make flight choices that fit your schedule budget, and comfort level.

Better Customer Care and Service

It’s nothing new, but one of the top consumer concerns when it comes to flying is top-notch customer service. Airlines are not only investing in customer service and kicking it up a notch; they’re also getting more creative with how they deliver it. More and more airlines are offering web-based customer service and raising their standards for quality customer care. Using a business travel agency that provides comprehensive travel services can help you avoid the hassle of contacting the airline altogether if you need to make a reservation or change a flight at the last minute. Your company’s corporate travel agency will also give employees to forge relationships with dedicated agents who are available 24/7. These agents understand individual travelers’ needs and can quickly provide the service they require.

Apps

Airlines are constantly improving mobile apps that allow customers to check flight times and delays, check in and buy tickets. Although more airlines are offering ticket sales through apps, many corporate travelers still prefer to use an experienced business travel management company that offers convenient global online access to the best deals, flight times, upgrades and amenities.

These are just a few of the current trends that are happening in the airline industry. Airlines must innovate and provide incentives to attract customers and stay competitive, so look for even more new trends in the coming years. While airlines are trying to make it easier to fly, booking airline travel can be frustrating and time consuming, especially if you’re flying last minute or facing a complicated itinerary. Seeking the assistance of corporate travel agents who provide global travel services not only saves you time and money, it can help you cut down on stress and make flying for business travel less of a hassle.

Guide to Creating and Implementing a Travel Policy for your Small Business

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Developing a well-thought-out travel policy for your small business can help you save time, reduce expenses, and increase employee satisfaction and productivity. Creating a corporate travel policy may seem daunting, but with some careful planning you can make it simple to administer and easy to use.

Guide to Creating and Implementing Small Business Travel Policy | GTI TravelAnalyze Current Travel Policies and Data

Review the previous and current policy that is already in place. Which policies have worked well in the past? What are some of the pitfalls you have encountered regarding business travel? If possible, collect all financial data to analyze past and current corporate travel costs. You may be surprised to find that with a little tightening of policy, your business can save a lot of money. Consider hiring an experienced travel management consultant who will work with you to develop a travel policy that meets your needs.

Travel Requests

Your travel policy guide should include a detailed description of the procedure they must follow to obtain approval for a trip. Create a form that includes the required information for trip approval that includes:

  • Dates of the trip
  • Purpose of the trip
  • Name of the event (if applicable)
  • Estimated total cost
  • Department to which the trip will be charged (if applicable)

Specify Options

Allowing employees to book their own travel arrangements without approval from a manager or assistance from a corporate travel agency can be costly. Employees may not be concerned with choosing economical travel options. If an employee travels frequently or is responsible for making travel arrangements for others, researching and planning can take up an excessive amount of time and keep that person away from his or her work.

  • If your company allows employees to use frequent flier miles and other rewards, make sure this is included in your travel policy guide.
  • Let your employees know that the company will pay the lowest available rate for travel arrangements. If he or she prefers an itinerary based on different travel times or other factors, make it clear that it will be up to the employee to pay the difference.

Many of these issues can be avoided by using a corporate travel agency to take care of all your company’s travel needs. Experienced designated agents who are available to assist employees 24/7 can help streamline the planning process, decrease stress and cut costs.

Expense Reimbursement Procedures

Set daily limits for employees to cover meals, tips, taxis, parking and other costs. Specify which expenses are covered and require receipts to be reimbursed. Clearly state the procedure for submitting an expense report, including the deadline for submitting requests.

Contacts and Emergencies

Require employees to provide a mobile phone number, contact information for their hotel, and an emergency contact at home so they can be reached in the event of an emergency. With just a click or phone call, a corporate travel agency gives you access to itineraries, flight and hotel details, meeting times and locations, and other pertinent information. If employees are traveling overseas, a corporate travel agent can also provide assistance with travel warnings and contacts for the US embassy in that country.

Create Your Travel Policy Guide

Corporate travel agencies can assist you with drafting your travel policy. They will address your current concerns, review previous policies, collect, consolidate, and analyze data, and make suggestions for improvement.

GTI can help you determine best way to implement a travel tracking system and devise travel policies that benefit both your small business and employees.

5 Ways Small Businesses can Cut Down on their Travel Expense

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If you’re looking to reduce expenses for your small business, finding the most cost-effective ways to travel is a great way to save money. With a little help, proper planning and knowing where to cut back, your small business could save thousands of dollars and significantly cut travel costs.Ways Small Businesses can cut travel expenses

1. Look for Corporate Discounts

Most major airlines, hotels, and car rental agencies offer corporate discount programs that can help save a significant amount on travel costs. Whether you are planning a trip in advance, need flexibility with travel dates, or want to book a flight or hotel on short notice, ask your travel agent if they can get you an even bigger corporate discount and help to avoid costly change fees.

2. Sign Up for Rewards Programs

Using frequent flyer miles programs and rewards offered by airlines, hotels and credit cards is also an effective way to cut costs. If you travel frequently, these points can add up quickly and save your company thousands of dollars each year. Consult with your corporate travel agent on the various rewards programs available to book flights and hotels. They would ensure that you get the best rates and use the least amount of rewards possible to maximize savings.

3. Plan for the Unexpected

In today’s fast-paced world, small businesses often incur the biggest travel expenses from unexpected events such as weather delays, emergencies and last-minute bookings. When you choose a corporate travel agency that offers live assistance from travel agents 24/7, they can help you deal with any situation that may arise.

4. Save Time and Money by Using a Corporate Travel Agency

The hours that employees spend researching and planning travel could be spent working. Complicated itineraries or group travel can take days of planning, and corporate travel agents have access to resources that can cut business travel planning time to minutes instead of days or hours.

Business-oriented travel agencies have access to state-of-the-art technology and global travel networks that can significantly expand your cost-saving options and save your company up to 40 percent off regular corporate rates. Agents can assist you with:

  • Airfare and rail tickets
  • Hotels
  • Car rental
  • Airport parking and ground transportation
  • Group travel arrangements
  • Team-building activities
  • Meeting and event management and registration
  • Changes in flight arrangements or baggage problems
  • Help with passports, visas and travel warnings
  • Advise you on the most affordable days and times to travel

5. Enforce your Travel Policy

Having a system in place that tracks employee compliance can deter business travelers from violating your company’s travel policies. A travel management plan will guide you in setting appropriate travel policies. Periodic review and adjustment of these policies can make all the difference when it comes to cost-effective, efficient business travel.

Skilled agents who know the ins and outs of corporate travel services are an invaluable tool that can save money and alleviate stress. Less anxiety can lead to happier employees, better productivity, and significant cost savings. Enlisting the help of experienced corporate travel agents can help your small business maximize its travel budget and keep things running smoothly no matter what your business travel needs may be.