Corporate travel management strategies and tools
Business travel is a very important area of expenditure for companies. And that goes for companies of all sizes. In view of the growth in this sector, many of them have been obliged to set up a dedicated department. One of the main functions of this department is to set up a travel policy, which serves as a roadmap for the day-to-day management of business travel.
The main problem is to rationalize the travel budget so that it does not impact too heavily on the company's financial situation. To optimize business travel management, companies have implemented strategies and integrated travel management tools.
Do you need a travel agency to manage your business trips?
The question is far from trivial, as it is likely to generate additional costs for the company. The advantage of a travel agency is undoubtedly the rates to which it gives access. Very often part of a network, or having negotiated prices directly with the various service providers (airlines, hotel chains, etc.), it provides corporate clients with services that go far beyond booking and issuing tickets.
If the organization relies solely on a travel manager, it's a true professional in the organization and management of business travel. His role goes beyond booking tickets and accommodation. He is the guarantor of his company's transport policy, helping to design and implement it. He or she is also the one who negotiates with service providers and liaises between the company and the traveling employee.
The vast majority of companies opt for both models, which ultimately prove to be complementary. The travel manager is usually the intermediary between the company and the travel agency.
Business travel management strategies and tools
In order to keep expenditure on business travel to a minimum, companies are implementing strategies and using increasingly effective tools. One such strategy is the introduction of a validation circuit. This ensures that employees comply with the company's travel policy when making reservations.
This information must be validated by the company's travel manager. Software such as SBT enables this information to be managed seamlessly. They can also be connected to a travel agency's GDS, for even better management.
When it comes to financial matters, many companies offer their employees a corporate card. This card is used exclusively for business travel. It is connected to both the travel agency and the client company. Travel expenses are debited directly from the card. This reduces the risk of fraud, since only the travel agent can charge expenses to the card.
Finally, opting for dematerialization of invoices is a serious time-saver and efficiency booster for companies. Invoices are no longer sent in paper form, but digitally. What's more, they are automatically recorded and integrated into the customer's accounting system.
Specialized travel agencies and business travel management
Travel agencies such as CTA Business Travel have developed increasingly effective tools to provide practical solutions to the problems associated with business travel.
The most important aspect is the interface made available to corporate customers. They are guided step by step to determine their needs and propose customized solutions. A Business Travel reporting tool gives them real-time access to expense tracking. This gives them a complete and accurate picture of costs. It also enables them to identify spending areas and savings opportunities much more clearly, and thus to adjust corporate travel policy.
This tool is a real ally for the travel manager, who will have access to information such as expenditure trends and breakdowns, fare class analysis, online and offline booking analysis, savings and optimization statistics, and much more, enabling him to check whether his company's travel policy is sufficiently taken into account. It should be noted that CTA Business Travel's reporting also includes a carbon footprint, which is made available to corporate clients on request.
Last but not least, CTA Business Travel offers its corporate customers support in installing the technological tools provided.
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