To facilitate efficient and cost-effective business travel arrangements 💸 while prioritizing employee comfort and safety ⛑️, ensuring compliance with company policies 📑, and maximizing the value of travel investments. 📈
Timeliness: Initiate travel requests 6-8 weeks in advance 🗓️ to secure optimal rates and availability.
Cost-Effectiveness: Prioritize the most economical travel options 💰 that meet employee needs and company standards. Utilize corporate discounts and negotiate preferred rates whenever possible. 🤝
Compliance: Adhere to all company travel policies 📋, including budget limitations, preferred vendors, and approval procedures. 👍
Employee Satisfaction: Ensure travel arrangements meet reasonable employee preferences and accommodate special needs (e.g., dietary restrictions 🥗, accessibility ♿).
Transparent Communication: Maintain open communication 🗣️ with employees throughout the entire travel process, providing clear itineraries 🗺️ and prompt updates. 📧
Unauthorized Bookings: Booking travel outside of company-approved channels 🚫 or exceeding budget limits 💸 without prior approval.
Non-Compliance: Failing to adhere to company travel policies or safety guidelines. ❌
Delayed Communication: Not informing employees of travel changes or delays promptly. ⏰
Expense Report Discrepancies: Submitting inaccurate or incomplete expense reports. 🤥
1. Employee Communication:
Send out a travel request form to employees 6-8 weeks prior to the intended travel date.
The form should include information such as travel dates, destination, purpose of travel, preferred flight times, hotel accommodations, and any special requests.
2. Travel Coordination:
Review employee travel requests and make necessary arrangements.
Coordinate with airlines and hotels to book flights and accommodations.
Ensure that all travel arrangements align with company policies and budget.
3. Communication with Employees:
Send employees a confirmation email with their travel itinerary, including flight details, hotel information, and any other relevant details.
Provide employees with contact information for the travel coordinator in case of any changes or issues.
4. Payment:
Use the company's operating credit card to pay for travel expenses. (hotel https://book.passkey.com/event/50550618/owner/760/home) for airlines use google flights and put employee email in confirmation
Coordinate with Carlo before purchasing tickets
Keep track of all travel-related expenses for reimbursement purposes. StreetSmart Risk Managers Inc. Employee Handbook
Author/POC: Carlo Ferrara
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