This section explains what we can typically do for the average corporate travel program with a basic travel intranet.
"Traveler Interactive Programs (The Travel Butler)"
We build your travel intranet on your existing network as we team with your internal IT department to accomplish this. A link will take your employees to the travel section of your existing intranet. Literally every aspect of your corporate travel program will be located on or through your travel intranet.
The following is a simple example in how this might work for your company. However, you should keep in mind that we customize all travel intranets according to your specific and unique travel management needs.
This is a 10 step example of how to use the travel intranet to take a single business trip and how the post-trip information can be used:
Step 1 - You'd access your internal travel intranet through your current corporate intranet.
Step 2 - You'd point and click on the section called AuthExpense which is our customized pre-trip and post-trip application. This is an on-line form of which coding and authorization is applied at the pre-trip level (similar to a purchase requisition).
Step 3 - You'd begin to build your trip by using the section custom designed for the top 10 - 50 common destinations taken by your travelers.
Step 4 - Your pre-trip costs are automatically calculated based on the duration of your trip. This is a "per hour" calculation (similar to a timesheet). The trip would then be authorized before it is actually taken (see step 2 above). All this is done electronically.
Step 5 - Pre-trip incentives are introduced to the traveler before the trip takes place. This will encourage the traveler to make the trip in a cost effective way.
Step 6 - Arrangements are finalized and the trip is taken.
Step 7 - The AuthExpense form is completed and submitted electronically for reimbursement. If the final trip costs exceed the pre-trip amount this form must be approved before reimbursement.
Step 8 - Reimbursement takes place within a few days. Post-trip data is collected automatically for quarterly reports.
Step 9 - Data collected throughout the year will allow for periodic policy revisions, training, vendor negotiations and overall cost reductions.
Step 10 - Every travel dollar is now managed and full control is in place. New technologies and tools should be researched so that this seamless concept grows and manifests greater controls and savings as time passes.
For more information please visit our sister website www.BusnTravel.com.
The airfare for each trip will change. The specific amount of airfare per hour for this particular trip is as follows:
$7.86
The specific amount of hotel costs per hour for this particular trip is as follows:
$3.15
The specific amount of rental car per hour for this particular trip is as follows:
$2.86
The specific amount of meals per hour for this particular trip is as follows:
$0.68
The specific amount of misc. expenses per hour for this particular trip is as follows:
$0.15
You are expected to make this trip for a total of $568.75 based on the exact amount of time in travel status.
If you make this trip for less than $568 we will accrue "three" frequent corporate traveler points towards your in-house account for every dollar saved.
Specific travel vendors may be identified in this section according to policy and negotiated rates. Other vendor guidelines may be displayed here.
Even though expense reports are submitted electronically, you'll want to have the receipts for each trip collected and filed accordingly.
The actual reimbursement of out-of-pocket expenses can take place electronically via direct deposit, or, the traditional means would be by printed checks - although not cost effective.
By automating the travel cycle as fully as possible, you in effect create a seamless environment. Technology is the driving force behind this concept and as that improves so will your efforts to become absolutely seamless.
By means of automating the entire travel program you are now in a position to capture post-trip data and manipulate it into a way that makes financial senses.
How different this would be from your current travel agency reports that only tells you how "good" they've done their job.
Monthly, quarterly and annual reports will allow you to manage your travel program on all levels. You can generate charts & graphs to help illustrate important trends or improvements.
Travel management and reporting has now become as understandable as the corporate general ledger!
Post-trip data is the key to reducing your overall travel program costs. By analyzing this information you are able to identify travel patterns which lead to significant savings.
You'll be in a position to approach vendors with "hard numbers" in order to negotiate preferred rates.
Corporate travel policy can be adjusted so that maximum savings potential can be realized based on what your travel patterns are and what you want them to become.
Post-trip data also allows you to determine how much future trips will costs. You can crunch the numbers so that they can be measured on a per hour basis.
Account set-up for frequent travelers. Designed as a basis to reward travelers for saving money on business trips.
This account can be flexible in its reward levels. The idea is to allow the traveler to accrue points in order to win either cash or prizes when a certain level is reached.
© 2001 - Ken Garnett Lee
& Associates - All rights reserved.
Last Update: 03/14/07
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