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Who's the boss? Keep your company's travelers in line with a clear-cut business travel policy |
MANAGING your company's travelers is almost like managing kids--both
need clear boundaries. If you're finding it increasingly difficult
to rein in travel expenses (typically the third-highest controllable
cost at most companies), it's time to set those boundaries with
a travel policy. Here's how to get started:
* REVIEW RECENT EXPENSE REPORTS and talk with your most frequent
travelers about their travel patterns, preferred hotels, airlines
and car rental companies. If you engage your travelers in the
policy's formulation, buy-in will be much easier.
* BASED ON THEIR INPUT AND YOUR NEED TO CONTROL COSTS, write
a travel policy that establishes boundaries such as maximum allowable
hotel rates, rental-car size or use of low fare carriers. You
can set per-diems for food, beverage and entertainment expenses;
determine a fair per-mile rate for business use of personal cars;
choose whether to allow for extraneous expenses like in-room
movies; and determine specifics, like whether receipts are required
for all expenses or just those over $25. Your policy should also
spell out rules about securing management approval prior to booking
the trip.
* CHOOSE A SINGLE TRAVEL AGENCY, and require travelers to use
it exclusively to book all business trips. Depending on your
company's travel patterns, you can choose to use a traditional
travel agency or one of the new online business-travel booking
services from Expedia, Orbitz or Travelocity. A single agency
helps you to ensure policy compliance, track unused tickets,
collect data for negotiations with suppliers and easily locate
travelers in an emergency.
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