Travel Process for Official Business ✈️💼  

• 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

• Travel Preferences Form

Author/POC: Carlo Ferrara

• Have a question about this process? Ask it here: Process Update