Travel Policy

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Travel Policy

• Commonwealth Business Travel Group
• Miami, FL
• November 5, 2009

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Why talk about Travel Policy?
Its your job!
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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

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Trends and biggest changes

• Online vs. paper
• Pre-approvals
• Advance purchase requirements
• Changes / cancellations
• Preferred supplier usage
• Employee vs. Travel vs. Expense policy (ies)
• How to book travel
• How to pay for travel

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Trends and biggest changes cont.

• Insurance review
• Ancillary fees
• Actual receipts vs. per diems
• Integration of global policy
• Reimbursable vs. Nonreimbursable
• Other
• Parking, trip modeling, etc.
• Measureable policies

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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

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Components of a policy

• Purpose and expectation
• Travel program contacts
• How to book travel
• Air, hotel and ground transportation
• Payment and Reimbursement
• Miscellaneous
• Insurance
• Emergency Assistance
• Ancillary fees
• Meals and business entertainment
• Reimbursable vs. nonreimbursable

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Components Details

• Purpose and expectation
• Travel program contacts
• Executive sponsor
• Responsible contact title and info

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Components Details

• How to book travel
• Agency info
• Online booking tool
• Agent vs. online expectation
• Approval processes contacts
• Profile
• Billable/Nonbillable or project differences

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Components Details - Air

• Lowest applicable fare definition
• Frequent Flyer / User programs
• Class of service - Upgrades
• Company contracted carriers
• Advance booking
• Nonrefundable vs. refundable fares
• Changes and cancellation policy
• Saturday stay reimbursement policy
• Illegal booking practices
• Back-to-back ticketing / Point beyonds

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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 compensation
• Electronic tickets
• TSA and ESTA requirements

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Components Detail - Ground

• Contracted suppliers
• Car size
• Insurance
• Accident process
• Use of private-owned vehicles
• Mileage reimbursement / driving vs. flying
• Miscellaneous fees
• GPS / Traffic violations / Refueling / Parking
• Taxi
• Black car service

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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.)

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Components Detail - Insurance

• Theft
• Baggage
• Car
• Medical

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Components Payment/Reimburse

• Process
• Expense link / forms
• Approvals
• Receipt requirements
• File/payment expectations
• Company vs. personal card
• Cash Advances
• Currency conversion fees
• VAT Reclaim
• Audit?

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Components Detail Misc.

• Phone
• Cell / blackberry / phone cards / call reimburse
• Internet reimbursement
• Laundry / dry cleaning
• Tipping guidelines
• Airport Parking
• Visa / Passport

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Components Detail Misc. cont.

• Business / personal travel combination
• Spouse/family travel
• Airline club memberships
• Travel Agency fees
• Lost Luggage
• Travel advisory resources
• Vaccinations

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Components Detail Misc. cont.

• Travel letters
• Meals
• Per diems
• Business Entertainment policy
• Business gifts policy
• Executives / employees on same plane

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Policy Exposure

• Executive support / endorsement
• Paper / 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

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Policy Exposure cont.

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

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Advice

• Use Travel Policy to
• Get
• Retain

• Make money in the process by
• Consulting
• ROI

Its your job!