Travel Technology
Article | May 5, 2023
Corporate travel and expense management is one of the cumbersome challenges for CMOs. Travel expenses are the second-highest expense and one of the toughest to control. Getting the best price for a business out of bookings is not enough for a CMO to manage travel expenses. Instead, there are other challenging factors that challenge a company. What are these challenges? Brief information on it can help you identify what your company needs to fix upon to understand this.
Lack of data collection
No proper visibility into corporate travel spend
Lack of an organized corporate travel and expense management process
Proper policies
Lack of inventory-rich management system
No accountability to services under corporate travel and expense policy
Lack of technology usage
Lack of flexibility
Lack of a stable plan for create travel management strategy
Advanced corporate travel and expense management is one of the best solutions today to curb these challenges. So, how can corporate travel and expense management help CMOs succeed in business? Before finding it, a glimpse at the management’s ability and efficiency can help you understand more about it.
Corporate Travel and Expense Management: What Do You Need to Know?
Corporate travel and expense management today has become advanced after the pandemic hit. Today, it is integrated with cutting-edge features through software and is used for mobile and desktop applications. The applications such as spend control & reporting, quick and easy booking, automated expense & reimbursement solutions with receipt capture, back up analytics capabilities, live credit card feeds, and customizable real-time reports are included. All these are powered by machine learning and artificial intelligence.
While many CMOs agree that strategizing corporate travel and expense management is helpful to save costs. They emphasize this because their companies have already practiced advanced corporate travel and expense management. Other corporate expense management companies also implemented corporate travel and expense management. And they recommend incorporating advanced management to curb expenses. If you face challenges in organizing corporate expense systems, this is the right article to learn how to cope with challenges.
Corporate Travel and Expense Management: How should you go about it?
Corporate travel and expense management are set to soar up to $1.7 trillion by 2022 globally, right after the travel companies started investing. This indicates the right time for you to start strategizing corporate travel management and its expenses by following practical steps.
Consider Technology-based Solutions
Cloud-based corporate travel expense software can simplify your corporate travel management and travel-related expense policies. It leads the entire expense management process to a higher degree of competence. The automation of the corporate travel management process also makes employees easy to file expenses on time.
For example, TripActions is a leading corporate expense management company. It provides top software solutions for corporate travel and expense management. The company promotes technology and offer solutions that come with ease of use.
No Paper Checks
Modern corporate travel and expense management saves ample time by eliminating paper checks. Paper checks make the process tiresome, and there are high chances of error. It also leaves space for employee fraud, which results in tracing difficulty. Thus, paperless work reduces the chances of data tampering and save over-pricing possibilities. Your business can be profitable if you inculcate corporate travel expense software. You can find a list of top software online. Incorporating modern corporate travel and expense management solutions can curb expenses. Practicing the best practices for travel expense management can generate higher revenue for your company.
Set an Accountable Plan on Reimbursement
The reimbursement processes can turn easy with modern corporate travel expense management. The management can help to set an accountable plan and give access to a list of reimbursements. In this way, employees can claim the existing reimbursements in one go. Following this practice for travel expense management can organize all travel and expense management services in one place. And you will never encounter any corporate travel management challenges in the future.
Offer Flexibility
Employees are the happiest when they have freedom in their work and workflow. And because of this, you need to include a broad travel inventory. Modern corporate travel and expense management offers an inventory-rich system that allows various options to check employees' booking flights, accommodation, or car rentals. For example, Expensify provides a clear insight into the entire trip's actual cost to corporate travelers. Other corporate business travel management companies also implemented advanced corporate travel and expense management systems. And they are shaping the travel industry like other industries.
Choose the Right Software
In this, you need to choose the right corporate travel expense software for your business expense management. A corporate travel and expense management software includes features to manage corporate travel and expense policy, organize travel and expense management services, create a proper travel management strategy, manage corporate travel programs, and sets corporate travel management trips. Often, it appears impossible to organize trips that change. Corporate business travel management can help ease your employees’ load. Similarly, corporate travel and expense management software offers other features, such as:
It allows corporate travel managers to keep a proper view of employees traveling on a particular day
Budget tracking and travel policy tools through apps help simplify the process of business expense claims for employees as well as the finance team
Automated receipt submission reminders help employees to submit the reports on time
Ratings of travel and expense management services include car rentals, airfare, lodgings, and accommodation
Instant price comparisons
24/7 on the go support for managing a corporate travel program and expense management
Self-booking of business trips with the help of the travel booking management software
Seamless corporate travel expense reporting
Search about Software Compatibility
When including automation, you need to research corporate travel expense software's compatibility. When you consult a vendor online or in-person and understand software flexibility for travel bookings and transportation services, you can easily select according to your business requirements. By doing so, you tend to save a lot of time and deploy corporate expense systems faster.
Consider Setting up a Budget for Corporate Travel and Expense Management
For a company, the budget plays a pivotal role before setting up a new system. Questions like what kind of corporate travel and expense management solution you wish to invest in should also be considered if you want your company to succeed. Incorporating a corporate travel and expense management system involves a series of processes such as setup, installation, support, and customization. Thus, choosing the right software or tool is a crucial matter that compliments all budgetary solutions. Set up a budget, research which software can be beneficial to you, and incorporate it to exercise fast processes of your travel and expense management services.
Tips to Create a Successful Corporate Travel and Expense Management
While there are several solutions to corporate travel and expense management and you understood how to implement it, some tips can also lead you to be successful in business by introducing advanced travel and expense management services, corporate travel and expense policy, corporate expense systems, travel and expense management resources and more. Therefore, for this, you need to:
Educate employees and help them understand the technological aspects of advanced best practices for travel expense management
Set cost-saving strategies with the help of research on what other corporate expense management companies are implementing
Be resilient and open to suggestions from your employees
Consider integrating travel management strategies with an automated travel & expense management system. In this way, your company’s corporate travel and expense management will continue to function efficiently. As travel industry leaders are changing their strategies to stand out in 2021, it is time to end fretting over manual corporate travel expenses difficulties. With the help of a dedicated corporate travel management strategy, you can succeed in achieving the goals you set for the New Year in your company.
Frequently Asked Questions
What is Travel and Expense (T&E) Management?
To understand corporate travel and expense management, a few features are explained below:
Tracking of reports
Reporting
Costs management
Submission of receipts
Reimbursement
Clearing expenses
Management of corporate travel
Pricing
List of services
How to manage travel expenses in corporate?
To manage travel expense under a corporate travel and expense management system requires the following things:
Keep track of details
Submit expense report on time
Plan ahead
Organize data with details
Choose a suitable tool or software
Create a fast workflow
How to manage corporate travel and expense budget?
Some careful planning and thorough research on selecting the right tools or software can easily manage corporate travel and expense budget. With this, a business can get a closer insight into the planning of the budget, which results in building of a dignified corporate travel and expense management.
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Business Travel
Article | May 17, 2023
Contents
1. Introduction
2. Enhancing Operations of Travel Businesses
2.1 Constant Assistance
2.2 Increased Efficiency
2.3 Travel Spend Reduction
2.4 Advice and Insights
2.5 Travel Policy Compliance
2.6 Greater Knowledge and Visibility
3. Leveraging Business Functions with Services of Agencies
3.1 Travel Management
3.2 Passenger Assistance
3.3 Consulting
3.4 Marketing and Internal Communication
3.5 Technology
3.6 Leisure Services
4. Conclusion
1. Introduction
Travel management agencies empower business travel with in-depth analysis, reporting and constant assistance. They improve efficiency in business operations and reduce travel spending through a subscription or one-off payment for their services. With their profound knowledge and vast network of service providers, they offer more discounts and offerings to the travel company’s clients. This feature enhances the visibility and customer reach of the company. They also ensure travel policy compliance, consulting, and other services for better results.
2. Enhancing Operations of Travel Businesses
2.1 Constant Assistance
It becomes challenging to manage multiple providers simultaneously, so travel management agencies fill the communication gaps and prevent confusion during travel planning. They reach out various customer support teams and keep track of all communications as an all-in-one solution for global business travel. Some TMCs also assist in day and night shifts to assist with last-minute travel booking and urgent changes in the travel plan.
2.2 Increased Efficiency
Travel management agencies help to streamline the booking process. The travel agents would design a comprehensive travel program with travel arrangements as per the requirement of the clients. In addition, they would handle the logistics of making travel arrangements for multiple clients simultaneously.
2.3 Travel Spend Reduction
Travel management agencies may charge for a subscription or one-off payment via business travel credit cards for their services. But it leads to significant investment savings, cutting costs over an extended period. They have a vast network of travel service providers offering unique discounts for multiple services. The TMC officials have sound knowledge of reservation availability during particular periods and the destinations at the cheapest fares; that takes care of complex, repetitive and time-consuming travel processes of businesses. Such services make it easy to plan trips, make changes to reservations, and get reimbursed for travel costs.
2.4 Advice and Insights
TMC professionals understand the working of the travel industry at its core. As a result, they provide valuable advice on spending the company’s money for greater productivity. In addition, they are experts with in-depth knowledge of new destinations, the best routes for intra-city travel, and general compliance with policies of national and international trips. Moreover, travel management agencies can help to ensure that travelers are fully prepared and equipped for their journey by providing expert guidance and advice on travel requirements, health and safety protocols, and other important considerations.
2.5 Travel Policy Compliance
Compliance with travel rules, regulations and policies is vital for travel expense management. It ensures transparency and safeguards the privacy of travel companies or individuals. The travel management agencies adopt a travel policy to ensure efficiency in executing travel business processes.
2.6 Greater Knowledge and Visibility
Unclear travel processes cause malpractices and conflicts between travel companies and their clients. Travel management agencies minimize these risks through transparent travel processes. They provide real-time reports of reservations and bookings. They help manage travel within strict budgets, offering travel trend analyses for better decisions. In addition, they manage travel itineraries and assist businesses in every process.
3. Leveraging Business Functions with Services of Agencies
3.1 Travel Management
Travel management is the base of organizing and handling travel business, reservation of transport tickets, searches for accommodations, car rental, etc. Still, new technologies have transformed the traditional methods of travel operations. In addition, it undertakes price comparisons or strategies for more deals and discounts.
3.2 Passenger Assistance
As global travel continues to increase in frequency and complexity, travelers are often faced with a myriad of unforeseen problems and issues that can potentially derail their plans. Such issues may include repatriation due to illness, accident, or emergency, lost luggage or documents, flight cancellations, and many others. In order to effectively manage and resolve these issues, it is essential to rely on the expertise and resources of travel management agencies. These agencies specialize in providing comprehensive travel solutions and support services to individuals and organizations alike.
3.3 Consulting
Consulting services require taking care of different aspects based on the information of interest for the traveler, like traditions of the destination country, recommendations, cultural references, mannerisms, etc. Furthermore, their efforts are geared towards minimizing costs, maintaining control, and offering up-to-date guidance on travel policy.
3.4 Marketing and Internal Communication
As a travel management agency gains expertise, it becomes proficient in furnishing robust assistance in the formulation of travel policies for businesses, along with facilitating efficient communication among employees. The process of policy preparation entails regulations pertaining to business travel expenses and management, which the agency is adept at handling.
3.5 Technology
Utilizing the most up-to-date and advanced technology is crucial for any travel company in today's world. This allows travel companies to request and compare travel services such as booking tickets, finding suitable accommodations, managing billing, and providing emergency services in a more efficient and effective manner. With the latest business travel software, the companies can leverage automation and artificial intelligence to streamline their operations and offer personalized services to their customers. For instance, chatbots can assist customers with their travel plans, provide recommendations, and handle queries in real-time.
3.6 Leisure Services
Travel management companies also offer direct discounts or revised policies for travel and leisure activities in exceptional cases for the company’s employees and relatives. They provide value-adding services meeting the current expectations and needs of the companies through a comprehensive management of corporate travel.
4. Conclusion
Travel management agencies help travel companies in every aspect of their business, from travel management, passenger assistance, consulting, marketing and internal communication, and technology to leisure services. They provide constant help, increased efficiency, valuable insights and business advice. In addition, with profound years of experience, knowledge and a solid network, they give enhanced visibility to travel businesses. They reduce travel spend and ensure travel policy compliance between travel companies and their clients, encouraging customer loyalty and trust.
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Hospitality Management
Article | June 29, 2023
Despite the global pandemic controlling business travel headlines for the past twelve months, there are quite a few other topics top of mind for travel managers today in North America.
Egencia has taken a dive into the other important topics that are weighing on the minds of travel managers, and we’ve taken a look at what’s creating a buzz in the industry and within the Egencia travel manager Connect Community.
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Article | August 26, 2020
With the travel and tourism sector having taken a gut punch this year amid coronavirus concerns, many business groups and professionals are seeking new and innovative ways to enjoy memorable team events, proffer inspiring staff incentives and have some impactful one-on-one with customers and clients particularly those activities that inherently facilitate large crowd avoidance. With that, I’ve found a fabulous option in the BMW Performance Center West. This permanent performance driver training facility, located in Thermal, California near Palm Springs, offers one-of-a-kind experiences for both business groups and individuals that are taught by BMW professional driving instructors on a private course.
With up to 5.1 miles of expansive track layouts, the facility offers various driving programs and schools allowing participants to get behind the wheel of “the Ultimate Driving Machine” and learn key skills. Things like proper vision, basic car control, panic braking, handling, last-minute emergency lane changing, distracted driving, high-speed control and precision driving are all taught. Plus, it’s just plain old adrenaline-inducing fun.
The facility, which opened in 2015, offers various driving solutions for people of all ages and capabilities, and they also have special programs and meeting space for private and corporate groups. So, your entire department or company at large can get in on the action! There are multiple one- and two-day driving schools and experiences, private instruction, customizable events and the opportunity to experience the expansive, luxurious facility in either BMW or MINI vehicles.
Here are my top five reasons why this facility is a must-visit vacation destination, with the finer details courtesy of the BMW Performance Center West:
1. Private Instruction in the latest and greatest models
Instruction at the facility encompasses the full line of the newest BMW and MINI vehicles. In fact, there are reportedly over 100 new models available for activities at the BMW Performance Center West.
Also notable is the fact that all BMW driving experiences and schools are taught by professional BMW Driving Instructors, many of whom are professional race car drivers with dozens of wins. They even hold two world records: Longest Drift in eight hours (232.5 miles) and Longest Tandem Drift (39.25 miles).
These BMW Professional Driving instructors teach you how to handle your vehicle in challenging situations and conditions including accident avoidance, cornering, drifting, car control, braking and more. A skidpad allows drivers to feel oversteer and understeer, simulating hydroplaning or driving on black ice and providing the opportunity to learn how to handle those situations. The skidpad also provides advanced drivers with the thrilling experience of drifting. The tight performance track offers plenty of opportunity to learn how to control a vehicle at various speeds and cornering situations. Drivers can definitely satisfy their need for speed and excitement on one of the four tracks and experience driving scenarios they’ve only ever seen in the movies.
2. A variety of track experiences are available
In addition to BMW-dedicated tracks and a polished wet skidpad, some classes take advantage of the FIA certified race tracks of The Thermal Club. There are three tracks there with a combined length of 5.1 miles. The North Palm track is 1.2 miles long, the Desert Palm track is 1.8 miles long, and the South Palm track is also 1.8 miles long. Their newly-opened Off-Road Track allows drivers to experience extreme angles in the BMW X-series vehicles, splashing through water obstacles, driving over bumpy off-road trails and more. The vertical angles are literally steeper than any street in San Francisco and the visual sensation is amazing. Drivers often say, “I didn’t know a car could do that!”
3. A range of performance driving experiences are offered
Each BMW Performance Center West’s fun and action-packed driving programs delivers a robust experience that you’re sure not to forget. These include:
-- BMW Performance Center Drive: This option packs a real punch with two intense and exhilarating driving sessions capped off with a Hot Lap by a Certified BMW instructor.
-- M Track Drive: This is the perfect combination of machine and track with six hard-charging laps on one of the tracks of The Thermal Club pushing a BMW M3 or M4 to its limits. Featuring the facility’s most powerful and responsive vehicles, the M Track Drive will put you behind the wheel of an M car for six exhilarating laps on an FIA Certified racetrack. You’ll follow an instructor’s car for a warm-up lap and also learn the proper line for achieving the best time. Then, try to keep their car in your sights as speeds and g-forces increase, pushing your M car to its considerable limits.
-- The Ultimate BMW Mixer / The Track Meet: This is a unique driving and dining experience that elevates gift-giving, business networking and client entertaining to a whole new level. It’s a great way to get a taste of what the group events can offer. The mixer is a half-day experience that includes a delicious chef-prepared lunch, three exhilarating driving sessions in a fleet of brand-new BMWs and a Hot Lap around the track with a BMW pro at the wheel. The afternoon is capped off at a private reception with hors d’oeuvres and beverages at the BMW Performance Center. If you do have business needs, the facility has meeting spaces with multimedia capabilities, site-wide Wi-Fi and both indoor and outdoor dining with a delicious catering menu.
4. Both one- and two-day car control schools are available
Engage your senses and push through your comfort zone by learning vehicle handling, quick judgment and accident avoidance skills—all developed in a controlled environment with a BMW-certified instructor observing and coaching via radio. These include real-world driving conditions and scenarios—wet pavement, emergency braking and lane changes, distracted driving and more.
For the two-day options, participants will build on and reinforce the skills and techniques learned on day one. More seat time and real-time feedback takes driving abilities to the next level. Day two is when things really “click” and safe driving instincts kick in. This is also the day participants will experience an Instructor Hot Lap.
There are a wide range of driving school options at the BMW Performance Driving Center that are available to individuals and groups, alike. Below is a brief synopsis of each:
-- Car Control School: Take the wheel of a BMW and head out to the track, where professional instructors will hone your driving skills. Understanding stability control, knowing what to do when a vehicle starts to slide on the wet skid-pad and practicing proper vision through the lane-change course will allow you to anticipate situations on a real road. Available as a one-day, or for even more in-depth instruction, two-day course.
-- M School: Take the wheel of a high-performance BMW M vehicle and experience the power of M firsthand. Accelerate, corner and brake faster than you ever have before, then learn to maintain control in low traction conditions on the facility’s wet skidpad and keep 400 horsepower under control. End the day with a hot lap in an instructor-driven M vehicle. Available as a one-day, or for even more pulse-pounding excitement, a full two-day course.
-- One-Day M School: Learn the theory, physics and mechanics of performance driving. M School builds confidence and consistency while perfecting control, handling, acceleration and braking techniques.
-- Two-Day M School: Take everything you learned on day one and push “GO.” Slaloms, drifting, braking, cornering at optimum slip, full- and modified-time laps at speeds you’ve only dreamed of.
-- Advanced M School: Game on. M School graduates are an elite class of driver. They’ve proven that they’ve got what it takes to handle the ultimate challenge: BMW’s Advanced M School, held for two full days at road course tracks with pro Instructors, is the closest you can get to a racing experience.
-- MINI Motoring School: Take a John Cooper Works MINI Cooper and run it through an autocross course, lead/follow session and some stunt driving techniques, all under the watchful eye of a professional instructor. The mighty MINI will have you grinning from ear to ear all day long.
-- MINI Tricks and Stunts School - The first half of the day gets you intimately familiar with the MINI’s handling and capabilities, but the fun meter gets cranked to 11 in the afternoon. They’ll cover silky smooth reverse donuts on the skidpad, J-turns and reverse turns.
-- Teen School: There’s a lot for brand-new drivers to keep in mind and the BMW Teen School will allow them to experience how a vehicle feels at the limit in the safety of a closed environment. From wet skidpad exercises and panic braking to performing a double lane change, teens will leave with a solid foundation of vehicle control and a big smile. This option is available as either a one or two-day curriculum.
5. Amenities abound
Set against a backdrop of breathtaking mountain views, the BMW Performance Center not only boasts a private course where only you can experience the Ultimate Driving Machine, but also a luxurious modern building, gourmet café, coffee bar and gift shop with exclusive merchandise that you cannot buy anywhere else.
Customized corporate retreats and group events held at the BMW Performance Center are a refreshing change from the cliché team-building sessions. All programs are designed to improve dynamics, build trust and facilitate group communication. They have meeting spaces with Multimedia capabilities, site-wide Wi-Fi and indoor and outdoor dining space.
In all, this is an unforgettable experience that also makes a great gift idea. With stay at home orders having been lifted, getting behind the wheel of a new BMW at the BMW Performance Center West is a “bucket list” excursion sure to leave you longing for more.
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