How Virtual Technologies Eliminate Business Travel Costs

Making | May 17, 2019

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Organisations are currently weighing the opportunities and obstacles between the necessities of business travel and a digital based interactive communications approach. 2018 Global Travel Forecast indicates that travelling costs are on the rise, but it is difficult to argue against the more humane and influential face-to-face ap

Spotlight

The Travel Exchange

Founded in 1976, The Travel Exchange, based in Troy, MI offers a multi-layered strategy that enhances business travel efficiency and cost reduction while offering the highest level of customer service and satisfaction. Our professionals know that there is more to business travel than getting people from here to there – it’s about going the extra mile while achieving success with a high return on investment for our clients.

OTHER ARTICLES

Promoting Tourism in the Time of Coronavirus Is a No-Win

Article | March 5, 2020

One of the vulnerabilities of the tourism industry is that it is built entirely around a discretionary good. That is, most people don’t have to travel. They choose to. Despite the massive growth of the tourism industry since globally disruptive events like September 11 and the SARS crisis, that still holds true. As coronavirus continues to spread around the world, the tourism industry sees free-falling demand for travel. It’s anyone’s guess when that may change. With that new reality comes a question: What role, if any, does tourism promotion and marketing have at a time when the appetite to travel is low? One could argue the case both ways that low risk destinations have every reason to ramp up their promotional activities. Or alternatively, that it’s tonally off-base and borderline irresponsible to promote tourism — especially the carefree, leisure kind at such a time.

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How Best Practices for Travel Expense Management Can Benefit your Business

Article | December 10, 2020

As every department is going through digital transformation in travel companies, finance processes are no exception. The advancements in technology are influencing how travel expense management is evolving. Technology is widely affecting how travel expenses are captured, submitted, audited, processed, and reimbursed. The automated travel expense management is helping most of the corporate travel companies with inclusion of the latest travel management and expense management tools. In 2016, the share of corporate travel expense management was US$1.3 trillion; therefore, by 2023, it is predicted to hit US$1.6 trillion. Companies today are rethinking modern travel expense management policy and developing corporate travel expense management system including expense management best practices. They are actively using travel management and expense management tools to create a smoother workflow. Looking at these developments in expense management policy, it’s important to understand what companies were facing before implementation of automated version of expense management system. Main Hurdles While Managing Travel and Expense Policy violations Multiple layers of forms Delayed submission of expense reports by employees Increased processing cost Lack of visibility into the process Heaps of productive hours were wasted because of the manual processes involved in the expense management policy. Managing the excel reports and cross-verification for policy compliance resulted in increased costs. Delayed submission of expense reports caused late input tax credit claims, which affected businesses to generate revenue. Consequently, to minimize the hurdles of managing travel expenses, an automated travel expense management system, and some best practices for travel expense management were the need of the hour. An Overview: Modern Travel Expense Management Modern travel and expense management systems and its practices help employees manage the financial process in real and measurable ways. The system governs how the finance team spends company money on corporate travel and other related expenses. It includes an automated expense management process, which has drawn attention to seamless receipt generation, auditing, reimbursing, submission of finance reports, and cost savings. To implement modern travel expense management, some best practices for travel expense management are suggested to help build a consistent workflow. Many corporate travel companies have included it to automate the expense management process but are little aware of practices that can enhance their workflow. In this scenario, it's important to know the importance of including the best practices for travel expense management. Why Talk about Best Practices for Travel Expense Management? In the finance department, various types of frauds such as multiple reimbursements, overstated expenses, fictitious expenses, and more always stay at the top of the mind for most CFO’s. A well-controlled travel expense management system helps prevent misuse of company assets and prohibits misconduct from dealing with such situations. According to the Aberdeen group’s research, 43% of top travel companies and their CMOs consider T&E management a critical strategy for their company to handle travel expenses. In comparison, 48% of them say they “need to reduce expense processing costs,” which is why they implemented best practices for travel expense management. Whether large or small, companies realize the potential benefits of a well-managed travel spend mechanism that had best practices for travel expense management to automate the expense management process. They invested heavily in expense management software, which helped them frame a consolidated expense management policy. In the end, corporate travel policy best practices need to be tailored specifically to employees to create best-in-class expense management and improve performance. By following expense management best practices, you can also define and implement an accurate policy and ensure your employees implement potential tools to automate the expense management process. This will create an efficient finance process that will lead to a friction-free travel and expense management system. If you are updating your finance functions, this small expense management guide to the best practices for travel expense management will help you far to reach your goals. Best Practices for Travel Expense Management Create Ownership of the Policy Before you start implementing T&E management as a critical strategy, defining ownership of the policy clearly is crucial. Ideally, your finance team needs to understand it thoroughly while using the best expense management software. Creating ownership of the policy will benefit as follows: First: You will have clear ownership that will ensure that your finance team tracks the policy accurately and makes necessary changes to cater to corporate travelers and their requirements. Second: Your employees will be able to address queries and concerns related to corporate travel a defined way. This way it will become easier for them to handle multiple queries at a time and cater to possible services. Include Simple Policies Your expense management policy should outline what it is accurately. It can only be practiced if you keep policies simple based on the company’s culture and its budget. Using the right travel management and expense management tools, your company’s travel expense management mechanism will be quick and easy for employees to work on expenses claimed by corporate travelers, submit, and audit them. Including simple policies will help employees track receipts through mobile applications and even upload them immediately. This entire process will help minimize errors and lessen receipt loss possibilities. Accurate Expense Reporting To include accurate expense management reporting is considered one of the most successful best practices for travel expense management. Around 30% of CFOs believe that to review expenses reporting for policy violation is the biggest pain point. As you automate the expense management process, the mechanism of expense reporting and expense claim management also gets smarter. There are multiple benefits to have a sound reporting system. It gives budget creators a better understanding of how a specific travel expense budget is consumed. Finance teams get a proper structure and create a defined spending pattern to identify transactions so that there are no fraud possibilities in the management system. The reports under expense reporting become accountable because the total spends are available to senior management for a broad review. Expense Payments Are Timely Processed The right expense management software usage can help your employees process expense payments on time and faster to reduce errors. By implementing this expense management best practice, your employees can present expense reports timely to managers. An automated expense management system eliminates the tedious job of manually checking expense payment violations and encourages initiating flawless expense payment processing. Creates Accountability To keep accountability in expense management is vital for a finance manager. The automated travel and expense management system creates an opportunity to enable accountability option for your company’s expense plan so that managers are made aware of the transactions, submission of reports, expense claims, reimbursements, and more that are taking place. In order to gain high accountability in these areas, the new travel expense management process provides easy access to review and gives appropriate reports. You can easily implement this corporate travel policy best practice to your system and keep a check using expense management software that provides access via mobile applications. Practicing this will give your finance team more power and guide them to generate better revenue annually. Conduct Regular Audits By implementing this as best practices for your travel and expense management, you can efficiently conduct regular audits of the travel expense. Many CMOs have followed it and attained success while implementing it. Similarly, a regular audit also identifies areas of improvement and can point variances that could generate exemplary revenue. Practicing this in your finance process will also help uncover expense fraud. In this case, the Association of Certified Fraud Examiners’ (ACFE) reveals, 20% of small businesses and 13% of larger firms reported fraudulent expense reimbursements in 2019. The activities that were highlighted as Access expenses Non-characterized expenses Fictitious expenses Multiple reimbursements for the same expense After putting your time and effort into recreating a new travel and expense management system and inculcating best practices for travel expense management in your company, it is crucial to choose the right ways to enforce it. Consistent use of best practices for travel expense management will let you save costs, and there will be no adverse impact on your company's budget. You can make effective decisions for your business as it eradicates your finance team's hurdles that were before. Frequently Asked Questions What is a travel and expense policy? A travel and expense policy is a set of rules that covers the process of reimbursement and claims for expenses that are incurred by employees on corporate travel plans. This policy outlines how a company’s employees should set procedures for corporate travel. What is business travel management? Business travel management includes policies that set a company’s function in a strategic way. It includes various types of contracts made with airlines, hotel chains, rental car companies, and other business travel related management services. What is expense management? Expense management works according to two key elements—how a business pays for employee-initiated expenses and how to track all employee-initiated spending. In this, management of costs is included mainly for corporate travel, accommodation, meals, flights, and car rentals. What is expense management automation? Expense management automation encourages services like collection, storage, submission, reporting to function automatically. It implies the use of analytical tools to help companies maintain accountability and compliance through accurate tracking and reporting process. { "@context": "https://schema.org", "@type": "FAQPage", "mainEntity": [{ "@type": "Question", "name": "What is a travel and expense policy?", "acceptedAnswer": { "@type": "Answer", "text": "A travel and expense policy is a set of rules that covers the process of reimbursement and claims for expenses that are incurred by employees on corporate travel plans. This policy outlines how a company’s employees should set procedures for corporate travel." } },{ "@type": "Question", "name": "What is business travel management?", "acceptedAnswer": { "@type": "Answer", "text": "Business travel management includes policies that set a company’s function in a strategic way. It includes various types of contracts made with airlines, hotel chains, rental car companies, and other business travel related management services." } },{ "@type": "Question", "name": "What is expense management?", "acceptedAnswer": { "@type": "Answer", "text": "Expense management works according to two key elements—how a business pays for employee-initiated expenses and how to track all employee-initiated spending. In this, management of costs is included mainly for corporate travel, accommodation, meals, flights, and car rentals." } },{ "@type": "Question", "name": "What is expense management automation?", "acceptedAnswer": { "@type": "Answer", "text": "Expense management automation encourages services like collection, storage, submission, reporting to function automatically. It implies the use of analytical tools to help companies maintain accountability and compliance through accurate tracking and reporting process." } }] }

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What is in for Travel insurance in 2020

Article | February 24, 2020

Why do we travel? For seeking thrill, joy, tranquillity, knowledge, satisfaction, company, solitude, pleasant or off-beat experiences – there are many answers to this question. None of these might be your reason to set off on a trip, while for some it may be all of these and more. While we can always agree to disagree, there is one thing that can be said with utmost certainty: nobody – without exception – hopes for a vacation punctuated with worries, problems, and unpleasant experiences. But the truth remains. No amount of meticulous planning that goes into preparing an itinerary can guarantee a trip that is entirely devoid of risks and worries. Sometimes a problem, or many, may arise due to various factors beyond anybody’s control, be it environmental, geopolitical, or even personal. Unforeseen personal issues notwithstanding, challenges may arise simply because of a combination of not-so-prudent decisions and bad luck.

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How Amadeus and PayPal are collaborating to support airlines

Article | May 18, 2021

We know from Amadeus’ recent Travel Payments Guide study that increasingly travelers are moving to new, contactless, payment methods. In fact, 37% of travelers told Amadeus that paying with a non-card method or digital wallet was a top priority. This is good news for the industry as e-wallet payment methods can help play an important role in helping to manage the complexity resulting from the crisis in several ways. PayPal has been working closely with Amadeus for quite some time, offering an alternative payment method to airlines as part of Amadeus’ Payment Platform. This means airlines can decide to offer PayPal to travelers through their websites across global markets with transaction references, helping to ease reconciliation. Thanks to Amadeus’ Agent Pay innovation travelers can also choose to pay with PayPal at the call center or even in face-to-face environments, with a secure link to make payment provided by the agent. But the onset of the pandemic brought new challenges, for which PayPal‘s service is uniquely suited.

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Spotlight

The Travel Exchange

Founded in 1976, The Travel Exchange, based in Troy, MI offers a multi-layered strategy that enhances business travel efficiency and cost reduction while offering the highest level of customer service and satisfaction. Our professionals know that there is more to business travel than getting people from here to there – it’s about going the extra mile while achieving success with a high return on investment for our clients.

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