4 Business Travel Fraud Schemes and What You Can do to Prevent Them

4 Business Travel Fraud Schemes and What You Can do to Prevent ThemIn the world of handwritten expense reports, corporate travelers have many opportunities to profit from various expense reimbursement fraud schemes, resulting in billions of dollars being stolen from companies each year. Although there is always potential for fraud, using proper internal controls and business travel management companies that utilize cutting-edge technology can help your business control travel costs and root out fraud.

1. Profiting from Per diems

The hassle of saving receipts and filling out expense reports has led many companies to give business travelers daily allowances, or per-diems. If an employee attends a conference that includes all meals– he or she has no food costs but still receives an allowance each day, basically costing the company money for nothing.

How to avoid it: Many business travel agents are trained to help employees utilize easy-to-use electronic travel expense management systems that cut down or eliminate the need for per diems.

2. Padding Mileage

With handwritten log books, inflating mileage is a common way to fraudulently increase reimbursement for travel expenses.

How to avoid it: New expense report apps with GPS tracking capabilities allow employees to record actual mileage based on the time and distance traveled.  Instituting a travel expense policy for your small business that only accepts mileage reimbursement through GPS tracking can help your company cut mileage costs.

3. Fake Out-of-Pocket Expenses

Some companies only ask for receipts over a certain dollar amount, which leaves plenty of opportunity to submit false expenses for amounts that fall under the limit–such as tips for bellhops and cab drivers.

How to avoid it: Travel expense tracking technology makes it easier than ever for employees to manage receipts and fill out paperless expense reports. Some expense apps enable you to use smartphone voice technology to create receipts instantly or snap a picture of a receipt and upload it to an electronic expense report. These types of smart expense apps allow more accurate reporting of expenses and eliminate the need for a no-receipt policy.

4. Unused & Last-Minute Airline Tickets

Some business travelers are quite savvy at getting free airline trips on the company dime. For example, if an employee is reimbursed for a flight for a conference that is subsequently cancelled; he or she may book an additional ticket when the conference is back on, even though the original ticket could have been used with a change fee. Another trick that can cost your company– employees who purchase expensive airline tickets close to the time of the flight to get better upgrades.

How to avoid it: Many corporate travel agencies use state-of-the-art technology to track reservations, cancellations & flight changes; and can automatically apply unused tickets or upgrades the next time an employee travels. Some programs can pull information from expense reports and flag employees that show a habitual pattern of last-minute bookings.

If you’re looking to prevent travel expense fraud, choosing the best corporate travel agency to assist you will make your company’s corporate travel policy more efficient, effective and reduce or eliminate fraud.

The Changing face of Business Travel (and How your Company needs to Keep Up)

The Changing face of business travel | GTIThe world of business travel is always evolving—technology and the sharing economy have changed the way companies do business and the world of corporate travel as well. Business travelers’ preferences vary, and companies providing corporate travel services must adapt to accommodate employees’ needs and expectations. There are a few ways to ensure that your company is keeping pace with the ever-changing landscape of business travel, including:

Spring for Conveniences that Make Business Travel Easier

While a business travel planner has no control over long airport security lines, there are ways to mitigate some of the hassles that frequent corporate travelers face. Setting up TSA Pre-Check for those who fly frequently and Global Entry for employees who often make international trips will help travelers save time and make catching a flight less stressful.

One of the most frustrating hurdles that business travelers face is spotty Wi-Fi service. Picking up the cost of conveniences such as Wi-Fi on planes, premium high-speed internet in hotels and Wi-Fi hotspots that work anywhere can make employees more well-prepared, happier and productive.

Take Advantage of the Sharing Economy

A business travel agency can assist your employees with loyalty programs, finding the lowest corporate rates available for flights, hotels and ground transportation, and can help your company keep up with the demands to make business travel easier. Ride apps like Uber and Lyft have made getting around easier than ever, and corporate policies have changed to enable employees to take advantage of these shifts in business travel. The number of small business owners using Uber over taxis is 3:1, compared to 1:3 in 2014. Services like Airbnb can be more cost-effective and comfortable, especially for long stays.

Provide Digital Options for Submitting Expenses

Many business travelers use smartphones or tablets to track their expenses, and appreciate the convenience of submitting expense receipts and reports electronically. Corporate travel management companies provide state-of-the-art systems and services that give business travelers the tools and training they need to easily track and submit expenses using a computer or mobile device.

Make Business Travelers Feel Safe

More than anything, corporate travelers want to feel safe and supported when they’re on the road. Staying connected and letting your employees know that you care about their well-being can help them feel more secure when circumstances such as terror attacks, inclement weather and other events happen. Working with a business travel company to develop a concrete risk management plan can ensure that employees know what to do and to expect if disaster strikes.

This is by no means an exhaustive list of the ways in which business travel is changing and growing. Seeking the assistance and guidance of corporate travel agents who provide global travel services can save your company time, money, and keep you ahead of the curve on the latest trends in corporate travel, and most importantly, keep your employees productive and happy.

How can we make Business Travel Less Stressful

Make Business Travel less StressfulBusiness travel may be an enjoyable change of pace because it gets you out of the office, but can sometimes be chaotic. Traveling to an unfamiliar place, disturbing your daily routine and preparing for big presentations or meetings can be overwhelming and often stressful. It’s vital to make business travel planning as simple as possible to relieve some of the pressure that accompanies corporate travel. Here are a few easy ways that you can make business travel less stressful:

Book transportation well in advance. Unless your business trip is last-minute, book flights, ground transportation, car rentals and trains ahead of time. Scrambling to arrange transportation can be one of the most nerve-wracking parts of traveling, especially if you’re running late for an important meeting. Even if your company is on the smaller side, corporate travel agents can provide small business travel solutions that ensure all arrangements are made before your trip, giving you one less thing to worry about.

Try to maintain a daily routine. Being out of your element can throw you off and lead to sleep problems, poor eating habits and added stress and anxiety. If you hit the gym or do yoga every morning try to do the same while traveling for work. Business travel agents can make sure that your hotel has a gym, and can even find information fitness classes in the local area. If you don’t feel like going to a class, take time to do some yoga poses in your room before starting your day.

It’s also essential to practice good eating habits. Eating well while traveling for business is easier said than done, but if you come prepared with healthy snacks and the mindset of making good decisions, you may find that it’s not as hard as you thought. Healthy choices will make you feel better both physically and mentally.

Use corporate travel services companies to plan business travel.

These companies have dedicated teams of corporate travel agents and can help business travelers with everything they need when embarking on a trip; including reservations for flights, hotels, and (yes!) ground transportation and rental cars. Not only that, they can assist you with additional corporate travel services such as:

  • Getting the lowest corporate rates and rewards for flights, hotels, rental cars and more
  • Account, spending and expense management
  • Corporate event planning and registration
  • Around-the-clock emergency travel assistance
  • Business travel communication tools
  • Passports, visas, TSA Pre-check and international travel warnings
  • Individualized business traveler training
  • Developing, enforcing and improving your company’s expense policy

Use an online travel planning system. Depending on your company’s individual needs, corporate travel management companies also provide direct online booking services for travelers, which can save you money by keeping travel spending within the guidelines of your travel and expense policy. This can take away a lot of the stress employees may feel about booking business travel and help them make decisions that are in the best interest of your organization.

With the help of a business travel agency, making business travel cost-effective and low-stress can help you boost employee satisfaction and make corporate travel a snap.

Travel Hacks: Get 3 Valuable Tips from the Pros

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

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!

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!

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!

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

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?

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.