A Quick Guide to Corporate Hotel Rates

hotel

As a business traveler, finding suitable accommodation is crucial to ensure a comfortable, productive trip. However, staying within a budget is also important, which is why corporate hotel rates are a popular choice for many companies. In this guide, we’ll explore everything you need to know about corporate hotel rates, including what they are, how to access them, and the benefits they offer:

What Are Corporate Hotel Rates?

Corporate hotel rates are discounted rates that hotels offer to businesses and organizations that frequently book rooms. These rates are usually negotiated between the hotel and the company and are typically lower than the hotel’s standard rates. Corporate hotel rates can be applied to individual bookings or group bookings, depending on the agreement between the hotel and the company.

How to Access Corporate Hotel Rates?

To access corporate hotel rates, businesses must establish a relationship with a hotel or hotel chain. This can be done by contacting the hotel’s sales team or corporate travel department to negotiate a deal. Alternatively, companies can use a corporate travel management company (TMC) to handle their accommodation needs. TMCs negotiate with hotels on behalf of their clients and offer a range of services, including booking and payment management.

Benefits of Corporate Hotel Rates

There are several benefits to using corporate hotel rates for business travel. Here are some of the advantages:

  • Cost Savings: The primary benefit of corporate hotel rates is cost savings. These rates are typically lower than the hotel’s standard rates, which can result in significant savings for businesses, especially for frequent travelers.
  • Consistent Pricing: With a negotiated corporate rate, businesses can expect consistent pricing across multiple hotels within the same chain. This makes budgeting and expense tracking easier, as there will be zero surprises when it comes to hotel costs.
  • Priority Booking: Many hotels offer priority booking to companies with corporate rates. This means businesses can secure rooms even during peak travel seasons when availability is limited.
  • Added Amenities: Some hotels offer additional amenities to corporate rate customers, such as complimentary breakfast or access to the hotel’s executive lounge. These perks can add value to a business trip and enhance the overall experience.

How to Get the Best Corporate Hotel Rates?

To get the best corporate hotel rates, businesses should follow these tips:

  • Negotiate: When negotiating corporate rates with a hotel, it’s crucial to understand the company’s accommodation needs clearly. This includes the number of travelers, the frequency of travel, and the preferred stay dates. By providing this information, businesses can negotiate a rate that meets their needs.
  • Compare: It’s vital to compare corporate rates across multiple hotels before deciding. This allows businesses to find the best deal and ensure they get value for their money.
  • Book Early: Booking early can help businesses secure the best rates and ensure availability. It’s also good to book in advance during peak travel seasons to avoid last-minute price hikes.
  • Use a TMC: Utilizing a TMC can help companies save both time and money by outsourcing their accommodation needs. TMCs have established relationships with hotels and can negotiate better rates for their clients.

Conclusion

Corporate hotel rates are a valuable tool for businesses to manage their accommodation needs and save money on business travel. By negotiating rates with hotels or using a TMC, businesses can access consistent pricing, priority bookings, and added amenities. By following the tips we outlined in this guide, businesses can ensure they are getting the best deal on corporate hotel rates and maximize their travel budget.

Globeo offers corporate accommodation services for crew members traveling across the United States, Canada, and Mexico. We provide extensive reports and round-the-clock concierge support through their web-based corporate hotel booking platform. Request a free demo today!

Business Travel Projections Show Promising Recovery

people lining up at the airport

Due to travel restrictions and safety concerns prompted by the COVID-19 pandemic, the business travel sector suffered a major decline, with many companies canceling or delaying their travel plans. However, recent business travel projections show a promising recovery on the horizon as vaccines become widely available and restrictions begin to lift.

This article discusses how recent business travel projections indicate a promising recovery in the industry despite the impacts of the COVID-19 pandemic.

The Rise of Hybrid Meetings

One significant shift in the business travel industry is the rise of hybrid meetings. With many companies now embracing remote work and virtual meetings, it’s unlikely that business travel will return to pre-pandemic levels anytime soon. 

However, hybrid meetings that combine in-person and virtual attendance may become the new norm. A recent survey conducted by the Global Business Travel Association (GBTA) indicates that a majority of respondents, 69 percent, anticipate that their respective companies will host more hybrid meetings in the coming days.

A Focus on Safety

As companies begin to resume business travel, safety remains a top priority. The GBTA survey found that 80 percent of respondents believe that travel suppliers, such as airlines and hotels, have done a good job of implementing safety measures. 

However, companies are taking additional precautions by requiring employees to be fully vaccinated before traveling and implementing strict protocols for testing, mask-wearing, and social distancing.

Increased Domestic Travel

While international travel may take longer to recover, domestic travel is already showing signs of improvement. According to an article in Forbes, the number of travelers passing through TSA checkpoints in the U.S. has steadily increased since the beginning of the year. 

The TSA screened over 2 million passengers on June 11, 2021, marking the highest number since March 2020.

The Importance of Flexibility

With the pandemic still ongoing, flexibility is more critical than ever for business travelers. Companies are now booking more refundable fares and allowing employees to change travel plans without penalty. 

Many airlines and hotels have also updated their cancellation policies to accommodate changing travel restrictions and safety concerns.

The Role of Technology

The use of technology has been crucial for the business travel sector during the pandemic and is expected to remain vital in the future. Virtual meetings and remote work have become the norm, and companies are investing in new technologies to make business travel safer and more efficient. 

For example, some airlines now offer touchless check-in and boarding, and hotels are implementing contactless check-in and keyless room entry.

Rising Demand for Short-Term Rentals

One trend that has emerged during the pandemic is the increasing popularity of short-term rentals, such as vacation homes and apartments, for business travel. According to a survey by the travel management company TripActions, 60 percent of business travelers said they would consider booking a vacation rental for business travel. 

This trend is likely driven by a desire for more space, privacy, and flexibility, as well as the availability of remote work.

Sustainable Travel

As companies become more environmentally conscious, sustainable travel is becoming a priority. Many companies are now implementing sustainable practices in their travel policies, such as choosing eco-friendly hotels and encouraging employees to use public transportation or carpooling. 

Some companies are even offsetting the carbon emissions from their business travel by investing in renewable energy projects or purchasing carbon credits.

The Importance of Personalization

As companies prioritize employee satisfaction and retention, they are looking for ways to make business travel more comfortable and enjoyable. This may include offering personalized travel itineraries, providing access to exclusive lounges or amenities, or offering rewards programs for frequent business travelers. 

By making business travel more personalized, companies can improve employee morale and productivity while also attracting and retaining top talent.

Conclusion

While the business travel industry may never return to pre-pandemic levels, recent projections show a promising recovery as companies embrace hybrid meetings, prioritize safety, increase domestic travel, and prioritize flexibility and technology. Business travel will undoubtedly continue to develop and adapt to satisfy the shifting needs of businesses and employees.

If you need a reliable online travel booking portal in Washington, PA, Globeo has you covered. Our corporate lodging solutions for crew travel throughout the USA, Canada, and Mexico are backed by comprehensive reporting and 24/7 concierge service, all powered by our user-friendly online booking portal. 

Trust our experienced team to help you streamline your travel booking process and make your next trip a success!

Small Business Travel Budget: How to Set and Stick to It

budgeting

Small businesses often travel to meetings, conferences, or training sessions. However, budget constraints can make it difficult to plan and cover business travel expenses. Setting a small business travel budget is crucial to keep expenses under control while still achieving business goals. In this article, we will guide you through the steps to set a small business travel budget.

1. Define the Purpose of the Trip

Before setting a travel budget, it is essential to define the purpose of the trip. Is it to attend a conference or a meeting with clients? Is it for training or to explore new business opportunities? Determining the trip’s purpose will help estimate the required budget and allocate the expenses to the right categories.

2. Determine Your Business Travel Budget

Once you have identified your business travel needs, you can determine your travel budget. Consider all expenses associated with business travel, including airfare, lodging, meals, ground transportation, and incidentals. You should also factor in any additional costs, such as conference or equipment rental fees.

3. Calculate Transportation Costs

Transportation costs can be a significant part of the travel budget. To estimate transportation costs, consider all the modes of transportation that will be used during the trip, such as flights, rental cars, or taxis. Look for deals and discounts on flights and rental cars to save on expenses. Consider the location of the hotel or conference center and the distance from the airport or train station to estimate transportation costs accurately.

4. Determine Accommodation Expenses

Accommodation is another significant expense in business travel. Look for hotels that offer corporate lodging solutions to save on expenses. Corporate lodging solutions provide discounts on hotel bookings for business travelers. Consider the location, amenities, and accessibility of the hotel while estimating accommodation expenses. Look for hotels that offer complimentary breakfast and Wi-Fi to save on additional expenses.

5. Calculate Daily Expenses

Daily expenses such as meals and incidentals should also be included in the travel budget. Setting a daily allowance for meals, transportation, and other incidentals is recommended. Look for restaurants that offer corporate discounts or meal plans to save on expenses. Consider the location and availability of restaurants near the hotel or conference center while estimating daily expenses.

6. Allocate Miscellaneous Expenses

Miscellaneous expenses such as tips, parking, and laundry should also be considered while setting a travel budget. Allocate a separate category for miscellaneous expenses and set a budget accordingly. Look for hotels that offer complimentary laundry services to save on expenses. Keep a contingency fund for unexpected expenses that may arise during the trip.

7. Monitor and Track Expenses

Once the budget is set, monitoring and tracking expenses is essential to ensure that the spending stays within the allocated budget. Use expense-tracking software or apps to keep track of expenses and receipts. Review the expenses regularly and make adjustments if necessary.

Corporate Lodging Solutions: The Key to Saving on Business Travel Expenses

Setting a small business travel budget is crucial to keep expenses under control while still achieving business goals. Define the purpose of the trip, calculate transportation costs, determine accommodation expenses, and allocate daily expenses and miscellaneous expenses while setting the budget. Look for hotels that offer corporate lodging solutions and meal discounts to save on expenses. Monitor and track expenses regularly to ensure the spending stays within the allocated budget.

Are you looking for online travel booking portal services in Washington, PA? Globeo is here to make your business trips easy, manageable, and stress-free. Let Globeo simplify your crew accommodations process and at rates often up to 35% less than published rates! Contact us today to learn more about our online booking portal!

Mastering Per Diem: Knowing Its Definition and Calculation

working in a hotel room

Per diem is a term often used in the business world, particularly when it comes to travel expenses. It is a Latin term that means “per day” and refers to a daily allowance provided to employees, contractors, or other individuals while they are on official business travel. It is intended to cover the cost of lodging, meals, and incidental expenses incurred by travelers.

In this article, we will explore its definition, calculation, and tax implications. By understanding per diem, you can master the art of managing expenses while on official business travel.

The Technical Definition of Per Diem

Basically, it is a payment made to an individual for their expenses while on official business travel. As mentioned before, it is intended to cover the cost of lodging, meals, and incidental expenses that the traveler incurs while away from home. Per diem is often used to reimburse employees who travel for work, but it can also be used to pay contractors or other individuals who are working on a temporary basis.

It is provided as a flat rate that is determined by the employer or organization providing the payment. The per diem rate is intended to cover all of the traveler’s expenses while they are away from home, so they do not need to submit receipts for individual expenses.

The Calculation of Per Diem

The calculation of per diem can vary depending on the employer or organization providing the payment. In general, it is calculated based on the location and duration of the traveler’s trip. The rate is typically higher for locations with a higher cost of living, such as major cities or tourist destinations.

To calculate it, the employer or organization will typically use a per diem calculator or lookup table. These tools will provide a daily rate that is based on the traveler’s location and the purpose of their travel. It typically includes a portion of all their expenses.

For example, if a traveler goes to New York City for three days on official business, their per diem rate might be $300. The traveler would receive a total of $900 for their trip, which they could use to cover their expenses while they are away from home.

The length of the work trip is also taken into account when determining per diem charges for travel days. The length of time away from home can range from a few hours to more than a year and a half. When a journey lasts longer than 30 days, an employee will often receive no more than 75% of the ordinary daily rate because per diem is determined on a daily basis. The standard rate drops to 55% for stays longer than 180 days.

Per Diem vs. Actual Expenses

Per diem is often used as an alternative to reimbursing employees for their actual expenses while on official business travel. This can be beneficial for both the employer and the employee, as it simplifies the process and provides a predictable expense for the employer.

However, some employees may prefer to be actually reimbursed, especially if they are able to find lower-cost lodging or meals. In these cases, the employer may allow the employee to submit receipts for their actual expenses up to a certain limit.

It is important to note that employees cannot receive both per diem and reimbursement for their actual expenses for the same trip. Employees who receive them are not eligible for reimbursement for the same expenses.

Per Diem and Taxes

Per diem payments are generally considered taxable income for the recipient. However, if they are equal to or less than the federal per diem rate, it may be considered a nontaxable reimbursement for expenses. The federal per diem rate is determined by the General Services Administration (GSA) and varies depending on the location and time of year.

In order to qualify for nontaxable reimbursement, the per diem payment must be used for the traveler’s actual expenses while on official business travel. The excess amount is considered taxable income if the per diem payment exceeds the actual expenses.

Conclusion

Per diem is a daily allowance provided to employees, contractors, or other individuals to cover their expenses while on official business travel. It is intended to cover the cost of lodging, meals, and incidental expenses incurred by travelers. It is typically calculated based on the location and duration of the traveler’s trip and is often used as an alternative to reimbursing employees for their actual expenses. Overall, to master per diem, it is important to understand its definition, calculation, and tax implications, all of which we were able to tackle above.

If you are looking for a company that offers corporate lodging solutions in Roosevelt, UT, look no further than our services here at Globeo. We provide corporate lodging solutions for crew travel throughout the USA, Canada and Mexico, and our comprehensive reporting and 24/7 concierge service is powered by our online booking portal. Call us today for more information about our travel expense management services and our fees.

Understanding Tax Laws for Business Travel: A Guide

business travel

Going on business trips can be thrilling, but dealing with taxes can make it complex. When you venture to another state, it’s crucial to understand the tax rules to avoid any legal troubles. This article offers a summary of tax regulations for interstate travel. Furthermore, we’ll discuss corporate accommodations and their impact on your taxes.

State Taxes

You might have to pay state taxes when going on a business trip to another state. Each state has different tax regulations, so it’s crucial to know each state’s rules to prevent legal problems. Some states might require you to pay taxes on the income you make while working there, while others might not.

If you’re uncertain about the tax regulations in the state you’re visiting, it’s advisable to get in touch with the state’s tax department for assistance. Additionally, you can seek advice from a tax expert to help you understand the tax rules in various states.

Deductible Expenses

If you travel to another state for a business trip, you might be able to subtract some of your costs from your taxes. Expenses that can be deducted include travel expenses, accommodation, food, and other costs directly linked to your work-related journey.

To be eligible for deductions, your journey should be mainly for professional reasons. You should also have accurate documentation of your expenditures, such as receipts, to validate your deductions.

Corporate Lodging

Corporate lodging is a type of accommodation that is typically used by businesses to provide their employees with a place to stay while they are travelling for work. This can include hotels, motels, apartments, and other types of lodging.

You should know that staying in a corporate lodging can affect your taxes. If your company pays for your lodging directly, then you cannot deduct the lodging cost from your taxes. However, if you pay for the lodging yourself and your company reimburses you, you may be able to deduct the cost of the lodging from your taxes.

Maintaining records of your accommodation costs and any compensation you get from your employer is crucial to justify your deductions. Additionally, it’s a good idea to seek advice from a tax expert to make sure you’re following proper rules when claiming your accommodation expenses.

State and Local Taxes

In addition to state taxes, you may also be required to pay local taxes when you travel out of state for business purposes. Local taxes can include sales taxes, occupancy taxes, and other taxes specific to the area you are staying in.

If you don’t know the tax regulations in the region you’re visiting, you can contact the local tax office for assistance. Additionally, you can ask for help from a tax expert so you can understand the area’s tax rules.

Conclusion

When travelling out of state for business purposes, you should be aware of the tax guidelines to avoid any legal issues. You may be required to pay state and local taxes, and you may be able to deduct some of your expenses from your taxes.

Always consult a tax professional to follow the correct tax guidelines when travelling out of state because of work. They can help you navigate the tax laws of different states and ensure that you are following the correct guidelines when deducting your expenses.

Book your crew’s corporate lodging with Globeo today and enjoy seamless travel throughout the USA, Canada, and Mexico. Contact us now to learn more about our comprehensive solutions for your business needs.

The Benefits of Renting a Hotel Conference for Your Next Event

hotel conference room

When it comes to hosting a meeting or an event, finding the perfect venue can make all the difference between a successful and a dull gathering. Hotel conference room rentals offer an excellent solution for businesses, organizations, and individuals seeking a professional, elegant, well-equipped space for their next event. This article explores the advantages of renting conference rooms in corporate hotels and why it is a smart choice for your next meeting or event.

Prime Location and Accessibility

One of the most significant advantages of hotel conference rooms is their prime location. Corporate hotels are often strategically situated in city centers, business districts, or near major transportation hubs, making them easily accessible for attendees. This convenience not only helps to maximize attendance but also reflects positively on the host organization. 

In addition, hotel conference rooms are typically located within the hotel premises, providing a seamless experience for out-of-town attendees who choose to stay at the hotel. It eliminates additional transportation arrangements and allows participants to focus on the event rather than navigating an unfamiliar city.

Professional and Elegant Atmosphere

Hotel conference rooms are designed to create a professional and elegant atmosphere conducive to productive and engaging meetings. These spaces often feature tasteful décor, comfortable seating, and ambient lighting that promotes focus and collaboration. Choosing a hotel conference room for your event signals to attendees that you value their time and have invested in creating a high-quality experience for them. 

State-of-the-Art Technology and Equipment

In today’s digital world, having access to reliable technology is crucial for a successful meeting or event. Hotel conference rooms typically have cutting-edge audiovisual equipment, high-speed internet access, and other essential tools like flipcharts, whiteboards, and projectors. It ensures that your presentations, video conferences, and interactive sessions run smoothly without technical hiccups.  

Furthermore, hotel conference rooms often have on-site technical support staff available to assist with any issues that may arise, giving you peace of mind and allowing you to focus on delivering a successful event.

Customizable Catering Options

One of the critical elements of any successful meeting or event is providing attendees with delicious and satisfying food and beverages. Hotel conference room rentals often include access to the hotel’s catering services, which can create customized menus to suit your event’s specific needs and preferences. From coffee breaks to multi-course banquets, hotel catering services can accommodate various dietary restrictions and preferences, ensuring guests are well-fed and energized throughout the event.

Flexible Space and Capacity

Hotel conference rooms come in various sizes and configurations, allowing you to select the perfect space for your event. Corporate hotels can accommodate your needs, whether you need an intimate boardroom for a small team meeting or a large ballroom for a company-wide conference. Additionally, many hotels offer the option to combine or divide rooms, allowing you to adjust the space as your event’s requirements change.

Professional Event Planning Assistance

Organizing a meeting or event can be a complex and time-consuming process. Many hotels offer professional event planning assistance as part of their conference room rental packages, providing valuable support and expertise throughout the planning process. It may include coordinating room set-up, arranging for audiovisual equipment, and liaising with catering services. This additional support ensures that your event runs smoothly and that every detail is handled so you can focus on your attendees.

Conclusion

Hotel conference room rentals are an intelligent choice for your next meeting or event, offering a range of benefits that can contribute to a successful and memorable gathering. With a prime location, elegant atmosphere, state-of-the-art technology, customizable catering options, flexible space, and professional event planning assistance, hotel conference rooms provide the ideal setting for productive and engaging events. Make the smart choice and consider a hotel conference room rental for your next meeting or event.

Are you looking for reliable and affordable corporate lodging solutions for your crew’s travel needs throughout North America? Look no further than Globeo. We offer personalized service and flexible options to meet your specific requirements and budget. Contact us today to learn more about how we can help streamline your crew’s travel arrangements and save you time and money.

Corporate Travel Management Agencies: Why They’re Good for Businesses

people boarding a plane

Corporate travel is a critical component of modern-day business operations. Whether it’s attending conferences, meeting clients, or visiting overseas offices, travel is essential for a company’s growth and success. However, managing corporate travel can be a daunting task for businesses, especially those with a large workforce. 

That’s where corporate travel management agencies come in. These agencies provide a range of services to help businesses manage their travel needs efficiently and cost-effectively. In this article, we will discuss why businesses should use corporate travel management agencies and how they can benefit from their services.

Corporate Travel Management Companies

Corporate travel management companies are specialized agencies that help businesses manage their travel requirements. They offer a range of services, including booking flights, hotels, ground transportation, and other travel-related expenses. These agencies also provide travel policies and guidelines to ensure that employees comply with the company’s travel policies and budget.

Why Use Corporate Travel Management Agencies?

1. Cost Savings

Corporate travel management agencies have established relationships with airlines, hotels, and other travel providers. They can negotiate better rates and discounts on behalf of their clients, which can lead to significant cost savings.

2. Time Savings

Booking and managing travel can be time-consuming, especially for large organizations. Corporate travel management agencies can take care of all travel-related tasks, saving businesses time and allowing them to focus on other critical tasks.

3. Risk Management

Corporate travel management agencies can provide valuable insights and assistance in managing travel risks, including health and safety concerns, visa requirements, and travel advisories.

4. Improved Compliance

Corporate travel management agencies can help businesses ensure that their employees comply with company travel policies and guidelines, reducing the risk of non-compliance and associated penalties.

5. Enhanced Travel Experience

Corporate travel management agencies can provide personalized services to employees, ensuring a smooth and hassle-free travel experience. This can boost employee satisfaction and productivity.

How Travel Companies Can Benefit From Corporate Travel Management Companies

1. Cost Savings

Corporate travel management companies can negotiate better rates with airlines, hotels, and other travel vendors, resulting in significant cost savings for travel companies.

2. Time Savings

Corporate travel management companies can handle all aspects of travel planning and booking, saving time for travel companies and allowing them to focus on their core business activities.

3. Improved Efficiency

Corporate travel management companies can provide technology solutions that streamline travel booking and expense management processes, improving efficiency and reducing administrative burdens for travel companies.

4. Access to Expertise

Corporate travel management companies have deep knowledge and expertise in the travel industry, providing travel companies with valuable insights and advice on travel trends, best practices, and compliance issues.

5. Risk Management

Corporate travel management companies can help travel companies manage travel risks, including health and safety concerns, travel advisories, and visa requirements, reducing the risk of disruptions and associated costs.

6. Establish a Travel Policy

A clear and comprehensive travel policy will help employees understand the expectations and guidelines for business travel, as well as ensure compliance with company policies and regulations.

7. Encourage Direct Booking

Direct booking through a corporate travel portal or booking tool can save time and money, while also providing greater visibility and control over travel spend.

8. Monitor Travel Expenses

Regularly monitoring and analyzing travel expenses can identify areas for cost savings and help optimize travel budgets.

9. Consider Alternative Accommodations

Alternative accommodations, such as home-sharing platforms or extended-stay hotels, can provide cost savings and more flexible options for longer business trips.

10. Prioritize Employee Safety and Well-Being

Ensuring the safety and well-being of employees while traveling is essential. Providing resources and support for mental and physical health, as well as emergency assistance, can help employees feel valued and supported.

Conclusion

Businesses should definitely consider using corporate travel management agencies to optimize their travel arrangements. These agencies offer numerous benefits such as cost-effectiveness, personalized services, safety and security, and 24/7 support. By outsourcing their travel management to these agencies, businesses can save time, money, and effort, while also ensuring a hassle-free and smooth travel experience for their employees. 

Moreover, corporate travel management agencies have a wealth of knowledge and expertise in the industry, which enables them to provide the best possible travel solutions to their clients. Therefore, it is highly recommended for businesses to partner with a reliable and experienced corporate travel management agency to enhance their travel program and achieve their business goals.

If you are looking for CIC lodging hotels, contact Globeo. Our comprehensive reporting and 24/7 concierge service are powered by our online booking portal. Contact us and let us know how we can help you today!

How to Set up an Employee Travel Policy: 5 Tips

employees on a trip

Travel is an integral part of many businesses, and a well-crafted employee travel policy can help manage expenses while ensuring the safety and satisfaction of your team. Creating an employee travel policy may seem daunting, but with the right approach, you can establish guidelines that will streamline your company’s travel procedures and save both time and money. 

Here are five essential tips to help you set up an effective employee travel policy.

1. Consider Car Rentals than Buying Vehicles

Purchasing a fleet of company vehicles can be expensive and may not be the most cost-effective solution for your business. Instead, consider partnering with a reputable car rental company to provide transportation for your employees when they travel.

Renting cars as needed can be more cost-effective than owning and maintaining company vehicles. Plus, your employees will have access to a wide variety of vehicles, ensuring that they have the right car for their specific travel needs.

2. Contact Hotel Chains, Airlines, and Rental Car Companies

One way to save on travel expenses is by negotiating preferred rates with hotel chains, airlines, and rental car companies. Reach out to these providers to discuss potential partnerships and discounts for your company.

You may secure lower employee rates by committing to a specific volume of bookings or by joining a corporate rewards program. Be sure to research and compare different providers to find the best deals and establish relationships with vendors that offer exceptional service and value.

3. Implement a Mileage Reimbursement Program

If your employees use their personal vehicles for business travel, it’s important to establish a mileage reimbursement program. This program compensates employees for the cost of using their car for work-related travel.

Determine a standard mileage rate consistent with the IRS guidelines and clearly communicate this rate to your employees. By offering a fair reimbursement program, you can motivate your employees to use their vehicles for business travel, saving your company money in the long run.

4. Be Flexible

While it’s important to establish guidelines and procedures for employee travel, it’s also crucial to maintain a certain level of flexibility. Understand that every trip is unique and may require special considerations. Be willing to make exceptions to your policy when necessary, such as allowing employees to book a more expensive flight if it significantly reduces travel time or approving a higher-priced hotel if it’s more convenient for the employee’s schedule. Encourage open communication between your employees and management so that any concerns or special requests can be addressed promptly and fairly.

5. Communicate with Your Employees

Clear communication is essential when implementing a new employee travel policy. Ensure that all employees know the policy and understand the guidelines and procedures. Provide training and resources to help employees navigate the policy and ensure they know who to contact with questions or concerns.

Furthermore, regularly review and update your policy to ensure that it remains relevant and practical, and keep your employees informed of any changes.

Final Thoughts

Setting up an effective employee travel policy can save your company money, streamline travel planning, and improve employee satisfaction. By considering car rentals instead of purchasing vehicles, negotiating preferred rates with travel vendors, implementing a mileage reimbursement program, maintaining flexibility, and communicating clearly with your team, you can create a policy that benefits your company and its employees.

If you need corporate lodging solutions in Midland, work with us at Globeo. Let our team help you keep costs down while ensuring your employees experience comfortable, cost-effective hotel rooms. Request a demo today to learn more!

Corporate Travel Management: A Guide to Efficient Business Travel

people walking around the city

One of the most crucial aspects of running a business, regardless of size or industry, is corporate travel. It expands your reach, builds relationships with clients, attends conferences, and explores new markets. 

However, managing corporate travel can be challenging, especially for small and medium-sized enterprises. With the right corporate travel management strategies, businesses can save money, increase efficiency, and enhance the traveler’s experience.

What Is Corporate Travel Management?

This refers to the process of managing a company’s travel arrangements, including flight bookings, hotel reservations, ground transportation, and other travel-related expenses. It involves developing policies and procedures governing how employees travel for business while ensuring the company’s travel expenses are within budget.

Why Is It Important?

Cost Control

Travel expenses account for a significant portion of a company’s budget. Effective travel management helps to control these costs by setting limits on travel expenses, negotiating favorable rates with airlines and hotels, and ensuring compliance with travel policies.

Increased Productivity

Business travel can be stressful and time-consuming. With travel arrangements taken care of by a dedicated team, employees can focus on their core responsibilities, leading to increased productivity and better results.

Duty of Care

Employers have a legal obligation to ensure their employees’ safety and well-being, including when traveling for business. Corporate travel management ensures that employees are adequately prepared for their trip, have adequate insurance coverage, and know potential risks.

Key Components of Corporate Travel Management

  • Travel Policy: It is a set of guidelines that govern how employees travel for business purposes. The travel policy should include information on booking procedures, allowable expenses, travel booking tools, and expense reimbursement procedures.
  • Travel Booking: Corporate travel management involves booking flights, hotels, and ground transportation for employees traveling on business. It is crucial to use travel booking tools that provide access to competitive rates and allow for efficient booking and tracking of travel expenses.
  • Expense Management: Managing travel expenses is integral to corporate travel management. It involves tracking and reconciling travel expenses, ensuring compliance with travel policies, and processing expense reimbursements.
  • Risk Management: Corporate travel management involves identifying and mitigating travel-related risks. It includes providing employees with adequate insurance coverage, providing travel safety training, and maintaining up-to-date information on travel advisories and security alerts.

Best Practices for Corporate Travel Management

  1. Develop a Comprehensive Travel Policy: A well-developed travel policy guides employees and ensures consistency in travel-related expenses. It should be communicated to all employees and reviewed regularly to remain current.
  2. Use a Travel Management Company: Travel management companies can assist with booking travel, managing expenses, and providing risk management services. They can access competitive rates and negotiate favorable terms with airlines, hotels, and other travel vendors.
  3. Implement an Expense Management System: An expense management system streamlines the process of tracking and reconciling travel expenses. It should provide real-time visibility into travel expenses, allow for efficient expense reporting, and ensure compliance with travel policies.
  4. Provide Travel Safety Training: Companies should provide employees with travel safety training, including information on responding to emergencies, travel advisories, and security alerts.

Key Takeaway

Corporate travel management is a critical aspect of running a successful business. It involves managing travel arrangements, controlling costs, ensuring compliance with travel policies, and mitigating travel-related risks. With proper corporate travel management implementation, businesses of any scale can save money, increase efficiency, and enhance the traveler’s experience.

Globeo is dedicated to providing corporate lodging solutions that prioritize safety and comfort for business travelers. Our platform offers a wide range of accommodations that meet the needs and budget of any traveler while also providing 24/7 customer support and security features to ensure a safe and stress-free experience. 

Call (866) 645-8400 or email us at [email protected] to request a free demo!

How Businesses Can Better Manage Their Employee Travel

at the airport

Managing employee travel is essential for businesses that require their employees to travel for work. Whether it’s for meetings, training, or client visits, traveling can be a stressful experience for employees, and it can also be quite time-consuming for employers to manage. However, with the right strategies in place, businesses can better manage their employee travel, leading to increased productivity, cost savings, and improved employee satisfaction. 

Create a Travel Policy

The first step in managing employee travel is to create a travel policy. This policy should outline the company’s expectations for employee travel, including what types of trips are authorized, what expenses are reimbursable, and what procedures employees should follow when booking travel. The policy should also include information about travel safety, such as what to do in case of an emergency.

Having a travel policy in place can help businesses ensure that all company employees are aware of what is expected of them when traveling for work. It can also help businesses save money by setting limits on expenses and avoiding unnecessary costs.

Use Technology to Book Travel

Using technology to book travel can save businesses time and money. Online booking tools can help employees find the best deals on flights, hotels, and rental cars. These tools can also help businesses keep track of employee travel expenses and ensure that expenses are within the company’s budget. Additionally, mobile apps can help employees stay organized during their trips, providing them with real-time updates on their travel plans.

Businesses can also consider using a travel management company (TMC) to handle employee travel. TMCs can offer businesses negotiated rates on travel expenses, 24/7 support, and centralized billing. This can help businesses save money and streamline the travel booking process.

Encourage Employee Compliance

To ensure the travel policy is followed, businesses should encourage employee compliance. This can be done by setting clear expectations and consequences for non-compliance. For example, businesses can require employees to provide receipts for all travel expenses, and failure to do so may result in the employee shouldering the expenses. Additionally, businesses can conduct regular audits of employee travel expenses to ensure compliance with the travel policy.

Providing company employees with a clear understanding of the travel policy and the consequences of non-compliance can help businesses avoid unnecessary costs. It can also help businesses ensure that employees are following company guidelines when booking travel.

Provide Employee Training

Providing employee training on travel policies and procedures can help company employees feel more confident and prepared when traveling for work. The training should include information on what expenses are reimbursable, how to book travel, what to do in case of an emergency, and how to stay safe while traveling.

Providing employees with training on travel policies and procedures can help businesses avoid unnecessary expenses and ensure that employees are prepared for their trips. It can also help businesses demonstrate their commitment to employee safety and well-being.

Offer Travel Perks

Offering travel perks can help improve employee satisfaction and retention. For example, businesses can offer employees access to airport lounges, upgrades to first-class seating, or the ability to earn rewards points for personal travel. Additionally, businesses can provide employees with travel-related items, such as luggage tags or travel pillows, to help make their trips more comfortable.

Offering travel perks can help businesses attract and retain talent. It can also help businesses demonstrate their commitment to employee well-being and job satisfaction.

Final Thoughts

Managing employee travel can be a challenging task for businesses, but with the right strategies in place, it can be a more efficient and cost-effective process. By creating a travel policy, using technology to book travel, encouraging employee compliance, providing employee training, and offering travel perks, businesses can better manage their employee travel. This can lead to improved employee satisfaction, increased productivity, and cost savings for the company.

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