Travel PolicyCommonwealth Business Travel GroupMiami, FL November 5, 2009

Why talk about Travel Policy?

It’s your job!

Travel Policy Fundamentals

Company◦ Greatest cost savings, control and cost

avoidance◦ Policy and expectations◦ Company benefits◦ Corporate social responsibility

Agency◦ Great sales opportunity – pre and post◦ Insight to how to work with company◦ Helps prove agency value

Trends and biggest changes

Online vs. paperPre-approvalsAdvance purchase requirementsChanges / cancellationsPreferred supplier usageEmployee vs. Travel vs. Expense

policy (ies)How to book travelHow to pay for travel

Trends and biggest changes cont.

Insurance reviewAncillary feesActual receipts vs. per diemsIntegration of global policyReimbursable vs. NonreimbursableOther

◦ Parking, trip modeling, etc.

Measureable policies

Measureable Policy Performance

Pre and post◦ Pre-approvals and notifications◦ Daily / weekly / monthly / quarterly◦ Annual Reviews◦ Summaries vs. details

Sample reports – summary and detail◦ Online vs. offline◦ Advance purchase◦ Changes - Exchanges◦ Preferred supplier usage◦ Travel payment◦ Ancillary fees

Components of a policy

Purpose and expectationTravel program contactsHow to book travelAir, hotel and ground

transportationPayment and ReimbursementMiscellaneous

◦ Insurance◦ Emergency Assistance◦ Ancillary fees◦ Meals and business entertainment◦ Reimbursable vs. nonreimbursable

Components Details

Purpose and expectationTravel program contacts

◦ Executive sponsor◦ Responsible contact title and info

Components Details

How to book travel◦ Agency info◦ Online booking tool

Agent vs. online expectation◦ Approval processes – contacts◦ Profile◦ Billable/Nonbillable or project differences

Components Details - Air

Lowest applicable fare definitionFrequent Flyer / User programsClass of service - UpgradesCompany contracted carriersAdvance bookingNonrefundable vs. refundable

fares◦ Changes and cancellation policy◦ Saturday stay reimbursement policy

Illegal booking practices◦ Back-to-back ticketing / Point beyonds

Components Details - Air cont.

Ancillary fees◦ Preferred or advance seating fees◦ Baggage allowance and fees◦ On-flight Food/beverage reimbursement◦ In-flight internet/online services◦ Lost luggage policy

Denied boarding compensationElectronic ticketsTSA and ESTA requirements

Components Detail - GroundContracted suppliersCar sizeInsuranceAccident processUse of private-owned vehicles

◦ Mileage reimbursement / driving vs. flying

Miscellaneous fees◦ GPS / Traffic violations / Refueling / Parking

Taxi Black car service

Components Detail - Lodging

◦Contracted hotels◦Long-term accommodations◦Hotel upgrades◦Property quality◦Hotel frequency stay programs◦Security◦Miscellaneous fees

Hotel guarantees no-show early departure In-room charges (movies, mini-bar, etc.)

Components Detail - InsuranceTheftBaggageCarMedical

Components – Payment/Reimburse

Process Expense link / forms Approvals Receipt requirements File/payment expectations

Company vs. personal card Cash AdvancesCurrency conversion feesVAT ReclaimAudit?

Components Detail – Misc.

Phone◦ Cell / blackberry / phone cards / call reimburse

Internet reimbursementLaundry / dry cleaningTipping guidelinesAirport ParkingVisa / Passport

Components Detail – Misc. cont.

Business / personal travel combinationSpouse/family travelAirline club membershipsTravel Agency feesLost LuggageTravel advisory resourcesVaccinations

Components Detail – Misc. cont.

Travel lettersMealsPer diemsBusiness Entertainment policyBusiness gifts policyExecutives / employees on same plane

Policy Exposure

Executive support / endorsementPaper / Online

Company newsletter – bulletin board Company intranet All-company email status updates Competition Display –or- The Shame Game New Employee communication/meeting All-company meetings Department meetings

Policy Exposure cont.

Agency support◦ Regular meeting topic◦ Partnership Annual review◦ Online booking tool home page◦ Agency signature line◦ Agent educators

Advice

Use Travel Policy to…◦Get◦Retain

It’s your job!

Make money in the process by…◦Consulting◦ROI