Keeping employees safe is no small matter and it’s not just about the office anymore. With tech tools in hand, companies are finding more innovative ways to look after their teams, whether they’re spread across the city or scattered over the globe.
Tag: Travel Manager
5 essential responsibilities of a corporate travel planner
Have you ever taken a hassle-free business trip where everything seemed to run like clockwork? Chances are that was all down to a corporate travel planner. Also known as corporate travel managers, these talented individuals (or teams) juggle all the aspects of your trip to make sure it aligns perfectly with your company’s goals. Corporate travel planning is so much more than booking a seat on a plane it’s about creating an environment where you can be productive, safe and comfortable while you’re on the road. These busy bees are working hard behind the scenes, making sure the trains run on time (or at least get you rebooked onto another one when they don’t). They’ll find you a cosy place to rest your head before you’re even tired, and keep a close eye on the budget. In this blog post, we’ll break down the five key tasks that these travel wizards handle to make your business trips a breeze. Let’s look at why they’re the secret ingredient to success on the road. 1. Booking and managing accommodation One of the main tasks of a corporate travel planner is to make sure that you have a comfortable place to call home, no matter where your work takes you. It’s more than simply picking a hotel close to your meeting location; it’s about finding a space that fits the specific needs of a business traveller. They’re looking for places that are quiet enough for a good night’s sleep and offer a space to relax and recharge after a long day of meetings. Typically, they’ll sort through tons of options to find the ones that check all the boxes: Close to your meetings: No one wants a long commute when they’re already tired from travelling. Easy access to airports and train stations: Your time is precious they’ll make sure your commute to and from the airport is as painless as possible. Top-notch amenities: Think lightning-fast Wi-Fi, comfortable workspaces and express check-in and check-out options. 2. Coordinating travel arrangements Next on the list of a corporate travel planner’s duties is sorting out the finer details of how you get from A to B. The ‘getting there’ can often be the most taxing part of any trip. That’s where your corporate travel planner steps in to take the reins, making your journey as smooth as possible. Corporate travel managers are also experts at finding the most convenient flights, aiming for times that won’t have you setting your alarm for the crack of dawn or arriving at your destination when everyone else is sound asleep. They try to minimise layovers and avoid those red-eye flights whenever possible. The goal is to get you there feeling refreshed and ready to take on your business agenda. Of course, flights are only part of the story. As global travel management experts, travel planners also handle all your ground transportation needs, arranging taxis, rental cars or figuring out the best public transport routes. By the time you land, your onward journey is already sorted, so you can relax and focus on what’s important. 3. Managing budgets and expenses Business travel can get expensive, but keeping costs down is another big part of a corporate travel planner’s job. They’re pros at creating travel itineraries that won’t break the bank and are always on the hunt for the best deals. Here’s how they handle the financial aspect of your travels with extra care. Smart budgeting Corporate travel managers never just wing it. They start by setting a clear budget for each trip based on past spending and future projections. Typically, they’ll factor in everything from seasonal price changes and, if you’re heading overseas, potential travel hiccups to currency exchange rates. Cost-effective booking Corporate travel planners book flights and accommodations well in advance to lock in the best rates, often using corporate travel management apps that alert them to price drops and special deals. For example, they might book a flight on a Tuesday or Wednesday when fares are typically lower, and opt for accommodation just outside the city centre where rates are cheaper. Leveraging corporate connections Travel planners work to form good relationships with airlines and hotel chains, which means they can often get you exclusive discounts and perks that you wouldn’t find on your own. This could mean lower airfares, free room upgrades or even free cancellations if your plans change. Expense tracking and reporting These professionals keep a close eye on every expense, including things like your taxi fare or your dinner bill. They often use handy apps to track everything in real time and make sure it’s within your company’s travel policy. You might even get a special company card with spending limits for different categories, like meals or transportation. Regular audits and reviews Corporate travel planners regularly review all the travel spending to keep it aligned with the budget. They also look for any unexpected charges or areas where you could save money. For example, if they notice that a particular hotel chain is always adding on surprise fees, they might negotiate a better deal or switch to a different hotel. 4. Prioritising health and safety compliance When it comes to business travel, your safety and well-being are top of the agenda for your corporate travel planner. Think of them as your personal travel guardian angel, working hard to make sure every aspect of your trip meets the highest safety standards. Here’s how they keep you safe and sound: Risk assessment and mitigation Before you even pack your bags, travel planners have already done their homework, checking out the political situation, local laws and any health advisories for your destination. They’ll let you know if there are any areas to avoid or suggest alternatives that keep you out of harm’s way. Health and safety briefings Prior to you heading off, your planner will give you a rundown of everything you need to know to stay safe in your destination. This..
Business travel planning advice for personal assistants
Personal assistants, where would we be without you? You juggle admin, manage schedules, oversee logistics, and look after anything else that lands on your desk. But, when it comes to booking business travel, at least, there’s help at hand. We know that you want to make your employer’s trip as smooth and successful as possible, whether they’re taking a flight halfway across the world or hopping on a train two hours away. To do that, you’ll be managing detailed itineraries, budgets, hotel reservations, car hire and more and will know each inside out before they travel. Yours is the magic touch that keeps everything running on time and to plan. But, take a breath. At Roomex, we’re well-versed in the intricacies and how-tos of business travel. It’s our business to make it easier for you to book, manage and amend business travel for your boss. Read on for our top business travel planning advice for personal assistants. Are you ready to be the best version of PA you? TL;DR A detailed business travel plan keeps you on budget and helps you manage last-minute changes efficiently. Personal assistants booking travel for their employers should… Tailor bookings to meet your boss’s preferences and needs. Use platforms like Roomex to centralise bookings and manage expenses in one place. Stick to budgets and monitor costs carefully. Reconfirm bookings to prevent issues. Create checklists so no steps are missed out during your business travel planning. Use data to improve future travel plans. Where possible, choose eco-friendly travel options to support company CSR objectives. What is a business travel plan? Is your boss setting off on a business trip? You’ll need a plan. A business travel plan is your comprehensive outline detailing all aspects of your employer’s trip for work purposes. You’ll need to include all their travel arrangements, accommodation bookings, itinerary scheduling and budgeting, plus any extras like early or late check-ins or special requests that make a trip run without hiccups. Get your business travel plan right, and your boss’s business trip will be cost-effective and meet his or her specific needs as well as the company objectives. Why do you need a business travel plan? There’s power in being prepared and if you want your boss’s trip to run like clockwork then you need to be as prepared as possible. That’s where your business travel plan comes in. Any corporate travel planner will tell you that getting every detail of a business trip organised ahead of time can save many headaches later. Here’s why: You’ll be able to manage costs more effectively and improve your employer’s productivity during trips. A detailed travel plan minimises the risk of last-minute changes and disruptions, leading to smoother and more useful business trips. When things do go awry, having a robust travel plan helps you make adjustments and iron out scheduling issues efficiently. Essential business travel planning tips for personal assistants Feeling overwhelmed about all the stuff you need to do? You’re in good hands. With years as business trip planners under our belts, we’ve pulled together everything you need to make corporate travel management a breeze. Here are the broad strokes. 1. Know what your boss wants The first step to keeping everyone happy when you are travelling on a business trip? Know what your boss wants. As a personal assistant, you should know the specific needs and preferences of each traveller. This includes the type of accommodation they prefer, the amenities they require, any special considerations or dietary requirements, and how close they prefer to be to their work sites. Roomex is an excellent tool for tailoring your bookings accordingly. Our platform offers over 2 million workforce-suitable accommodations searchable via an in-depth filter to help you narrow down the options. 2. Improve your efficiency Time is money and your peace of mind, too. As a personal assistant, your goal is to make the booking process as straightforward as possible and to save yourself maximum time in the process. Using a central booking platform like Roomex is a game-changer. With Roomex, you can manage all bookings in one place, eliminating the need to visit multiple websites or make numerous phone calls. This saves time and gets all your travel arrangements in sync, reducing the risk of errors. Another key strategy is to schedule regular check-ins with your travellers. These check-ins allow you to update and confirm travel details, to make sure that everything is on track and any issues are addressed promptly. This proactive approach helps prevent last-minute surprises and will keep your boss informed and reassured. 3. Track expenses carefully Set a budget and stick to it. Managing business travel costs is a core part of a personal assistant’s travel responsibilities. Keeping track of spending and tracking expenses carefully will help keep travel costs under control. You want to anticipate all possible expenses that might arise from the trip you’re booking obvious things like accommodation and transportation, but also daily allowances for meals and incidentals like parking tickets. It is then your job to keep all bookings within the agreed budget. Roomex can help you here. You’ll save an average of 12% on your corporate hotel bookings and keep everything in one place. Instead of dealing with multiple receipts and invoices, Roomex provides a single, comprehensive invoice, saving you time and easing the administrative burden. 4. Always follow up on bookings You know what they say: fail to prepare and prepare to fail. Depending on trains, planes, meeting times or site visit schedules, your boss might be arriving early but in need of freshening up, or later than standard check-in. It’s your responsibility as a PA travel manager to make sure any special requests like late check-in are adhered to. You can request all of this when you make a booking, but following up and checking in with the reservations you have made keeps you abreast of any potential problems before they crop up. At the very..
How a travel risk management plan protects your employees on the move
When it comes to business travel, the safety of your employees is what matters the absolute most. And journeying across borders introduces a number of risks, from health emergencies to natural disasters. A well-crafted travel risk management plan is your best defence, ensuring their well-being and demonstrating your commitment to their safety. But what exactly goes into such a plan and how does it actually protect your team on the road? Whether you manage a few trips a year or a large mobile workforce, understanding the key elements of risk management is of utmost importance. This guide will equip you with the knowledge you need to keep your employees safe, wherever their work takes them. What is travel risk management? Simply put, travel risk management is a plan to safeguard your employees from the unexpected while they’re on business trips. It involves identifying and addressing potential hazards like severe weather conditions or everyday travel hiccups such as flight delays. A solid travel risk management plan isn’t a one-size-fits-all solution. It’s about understanding the unique risks associated with each destination your employees visit, like local healthcare, security and cultural norms. From there, you can create policies and procedures tailored to those specific risks, making sure your team is well-prepared and well-protected. Effective travel risk management also empowers your employees with the knowledge and tools to handle emergencies, from accessing real-time information while they’re abroad to training them on what to do if something goes wrong. This proactive approach reduces the chances of travel disruptions and helps your team confidently deal with unexpected situations, keeping them safe and your business running smoothly. Key components of an effective travel risk management plan A well-rounded travel risk management plan needs a few core ingredients to safeguard your employees on business trips. Here’s what your plan should have to keep your team safe and sound: Pre-travel risk assessment Before anyone packs their bags, take a good look at where they’re headed and ask yourself: – What’s the political situation like? – Are there any health concerns to be aware of? – How safe is the area? Understanding these risks in advance can help you plan a smoother journey. Crisis management initiative In the event of an emergency, you need a clear plan. Consider the following: – Who should your employees call? – How do they get out of a dangerous situation? – What kind of support can they access if they need it? Having these protocols in place can make all the difference when things start to go awry. Communication and real-time updates  It’s crucial to keep the lines of communication open with your travelling employees. That means tracking where they are, sending them alerts about potential risks and checking in regularly to make sure they’re doing well. By incorporating these elements into your travel risk management plan, you’re not just protecting your employees you’re giving them the confidence to travel knowing they’re supported. It’s a win-win: a safer, more confident workforce means smoother business operations, even when faced with the unpredictable nature of travel. Crafting a custom travel risk management plan All businesses are, of course, different, so it takes a bit of know-how to craft a travel risk management plan that fits your company like a glove. Here’s how you can build a plan that’s both effective and adaptable: Get to know the risks Start by diving into the specifics of where your employees are heading. Keep in mind the following: – What’s the political climate like? – Are there any laws or customs they need to be aware of? – What are the health risks and what’s the environment like? Use travel advisories, health alerts and security reports to get a complete picture. Set clear rules Once you’ve assessed all the potential risks, you should create clear guidelines for your travelling team members. They’ll need to know details like how to book their trip and stay within budget, as well as practical tips on staying safe and respecting local customs. You should also make sure that this information is easy for them to access and understand. Train your team  It’s important to give your team the knowledge and tools they need to handle anything that comes their way. Start with destination-specific briefings that cover the essential details: health and safety risks, cultural norms and any legal requirements they should be aware of. For instance, if your team is heading to a warmer climate, fill them in on any recommended vaccinations or precautions to take against local health risks. Equipping them with first-aid training is also a smart move, especially for handling those minor medical issues that don’t require a trip to the hospital. Knowing how to deal with a twisted ankle or heat exhaustion can go a long way in ensuring their comfort and safety. Security awareness is just as important, so teach them how to protect their belongings, avoid common travel scams and stay informed about the political climate to steer clear of any trouble spots. Make sure they know about safe transportation options and have emergency contact information, including the local embassy or consulate, in an easy-to-access place. Keep your plan up to date It’s a good idea to get into the habit of reviewing your travel policies every year to make sure you’ve included the latest travel advice, safety trends and health regulations. For example, if the visa requirements for a frequent destination change, or new health guidelines like vaccination requirements pop up, make sure your plan reflects these updates. Chatting with your team members about their experiences on the road is also advisable. What aspects of the travel plan worked well for them? What could have been better. Did the travel insurance cover everything they needed? Was the accommodation comfortable and in a good location? You can’t beat real-world feedback when improving your strategy and making each trip smoother and safer than the last. By following these steps, you can create a travel..
5 reasons to use a central booking platform
If you ever start to feel that arranging your team’s travel plans is a full-time job, you’re not alone. As your company grows, so does the headache of manually managing all those flights, hotels and expenses. It’s tough enough when only a few people are travelling, but with 20 or more employees out on the road, it can quickly become a logistical nightmare. That’s where a central booking platform comes to the rescue. It’s like having a personal corporate travel assistant who takes care of all the messy details, from finding the best deals to keeping everyone safe and on budget. It’s a simple way to tame the travel chaos and give you back some precious time to focus on what really matters: growing your business. But that’s just the tip of the iceberg, as we’ll explore in this article. Let’s look at the top 5 reasons why a central booking platform is a must-have for any company that takes business travel seriously. A one-stop shop for all your travel needs A central booking platform acts as your business travel control centre. It puts everything you need in one place, so you can book flights, hotels and transportation, track expenses and manage approvals without juggling multiple tools and contacts. These platforms can adapt to your growing needs, accommodating an increasing number of travellers and more complex itineraries as your business expands internationally. At Roomex, we offer a huge selection of accommodation, including unique boutique hotels and eco-friendly options, catering to diverse corporate cultures and social responsibility goals. Integration with other corporate systems, such as HR and financial software, ensures seamless management of permissions and expenses. Here’s how this simplified approach benefits your business: Simplified processes: No more switching between different systems. Everything from booking to billing is handled in one place, saving you time and reducing the chance of headache-y errors. Easy to use: Your employees will appreciate the intuitive interface, which makes it easy for them to book their own travel quickly and efficiently. Effortless compliance: With built-in travel policies, bookings automatically adhere to company guidelines, so that compliance is straightforward and hassle-free. Cost-effectiveness: more than just saving pennies Saving money on business travel isn’t just about finding the cheapest hotel. A central booking platform like Roomex can help you save considerably on costs beyond just lower room rates. Here’s the deal: We’re negotiation ninjas: We can get exclusive deals with hotels and other accommodation that you won’t find anywhere else. This means more savings for your company, especially when you’re booking for a whole team. Less admin, more money in your pocket: By streamlining the booking process, we cut down on those pesky administrative tasks that eat up your time (and money). That means less paperwork, fewer headaches and more resources to put towards growing your business. Keep tabs on your spending: Our fancy analytics tool, RoomexAnalytics, gives you a real-time view of your travel expenses and helps you spot any areas where you might be overspending. This gives you the power to make smarter decisions and keep your budget in check. Ensuring policy compliance and simplified approvals One of the most significant challenges in managing business travel is making sure that all bookings adhere to company policies. A central booking platform automates and simplifies this process, so that compliance is non-negotiable. This level of control is vital for maintaining budget discipline and managing corporate risk. Here’s how it works: your company’s travel policies are baked right into the platform, so every booking automatically gets checked for compliance. The result is that no more surprise expenses or out-of-policy bookings slipping through the cracks. Approvals are just as streamlined, thanks to a simplified one-click approval process that keeps everything moving quickly and efficiently. This simplified approach to compliance means: Automated flagging of policy violations: The platform can automatically flag bookings that exceed set per diem limits, so that all accommodation and meal expenses stay within company guidelines. If an employee tries to book a luxury hotel that’s outside the approved price range, the system will either block the booking or send an alert to a manager for further review. Restricted vendor selection: Central booking platforms can restrict bookings to approved vendors and airlines. Suppose an employee attempts to book a flight with a non-approved airline. In that case, the platform will alert the manager or redirect the employee to approved options, preventing policy breaches before they occur. Customisable approval workflows: For travel expenses that require higher-level scrutiny, the platform can be configured to route booking requests through a customised approval workflow. For example, bookings that involve executive suites or international first-class flights can be set to require additional approvals from senior management. Speedy bookings: The one-click approval system makes things way faster for both you and your travellers. So, Roomex not only simplifies the whole travel management process but also acts as a safety net for your company’s finances, giving you peace of mind and helping you avoid costly policy breaches. Insightful travel management with real-time data Having access to real-time analytics can transform how a company manages its business travel. As well as helping you organise travel details, a central booking platform like Roomex provides powerful analytics tools that offer insights into travel patterns, spending and compliance. This information gives you the data you need to make smarter decisions and keep your travel costs in check. RoomexAnalytics is like having a magnifying glass on your travel spending. It shows you exactly where your money is going, what’s driving your costs and how well your team is sticking to the company’s travel policy. Armed with this information, you can pinpoint areas for saving money and make sure your travel program is working for you, not against you. Here are just a few ways that Roomex’s data insights can help you out: Take control of your budget: By understanding where and how your travel money is being spent, you can make better decisions..
Roomex launches Carbon Reporting to meet growing demand for sustainability
At Roomex, we understand the importance of sustainability in today’s business environment. With global awareness of environmental issues being a hot topic, we’re committed to providing the right tools to help businesses reduce their carbon footprint. That’s why we’re thrilled to announce the launch of our new Carbon Reporting feature, developed in partnership with SQUAKE. Meeting the demand for sustainable travel solutions Our new Carbon Reporting feature has been driven by popular demand. Leveraging SQUAKE’s advanced API, this feature provides detailed insights into your carbon emissions. Every month, you’ll receive statements with anonymised booking data and comprehensive carbon emission details for each booking. Flexible reporting methodologies Understanding that different businesses have different needs, our Carbon Reporting feature supports two leading methodologies: HCMI and DEFRA. This flexibility allows you to choose the framework that best suits your decision-making and sustainability practices. Check out our breakdown below to help you understand which method may be the most suitable for your business. HCMI The Hotel Carbon Measurement Initiative (HCMI) is a collaborative effort designed to provide a common methodology for the hospitality industry to calculate and report the carbon footprint of hotel stays and meetings. Developed by the World Travel & Tourism Council (WTTC) and the International Tourism Partnership (ITP), HCMI aims to standardize how carbon emissions are measured across the global hotel industry, promoting transparency and enabling consumers to make informed decisions based on the environmental impact of their stays. The initiative supports hotels in identifying opportunities to reduce their carbon emissions, contributing to the industry’s overall sustainability efforts. DEFRA Carbon Frameworks The Department for Environment, Food & Rural Affairs (DEFRA) in the UK provides comprehensive carbon reporting frameworks and guidelines to help organizations, across various sectors, measure and report their greenhouse gas (GHG) emissions. DEFRA’s guidance includes conversion factors for a wide range of activities and operations, such as energy use, transportation, and waste management, facilitating accurate carbon footprint calculations. These frameworks are designed to support businesses in complying with UK-specific reporting requirements, enhancing environmental management, and contributing to the national goals for carbon reduction. DEFRA’s carbon frameworks are essential tools for UK organisations aiming to understand and mitigate their environmental impact through more sustainable practices. Which framework is right for your business? For hotels and hospitality businesses: HCMI is your go-to framework. It provides industry-specific guidelines, helping you measure and report your carbon footprint accurately, creating transparency and sustainability. For UK-based businesses across various sectors: DEFRA is the ideal choice. Its comprehensive guidelines and conversion factors cater to diverse activities, ensuring you meet UK regulatory standards and effectively manage your environmental impact. Both HCMI and DEFRA frameworks are invaluable for businesses committed to sustainability. By understanding their unique features and advantages, you can choose the one that best aligns with your operational needs and regulatory requirements. Further benefits Since its rollout, the Carbon Reporting feature has been warmly received by our customers, demonstrating the growing demand for sustainability tools in the business travel sector. Below are some further key benefits: Ability to implement strategies to reduce emissions, potentially lowering operational costs and environmental impact. A commitment to sustainability can improve your brand perception and attract environmentally conscious customers. Stay ahead of reporting requirements and avoid fines. Attract sustainable investments by demonstrating environmental responsibility. Ready to get started? Sustainability isn’t just a trend – it’s a commitment to our future. At Roomex, we are committed to providing you with the resources needed to make a positive impact. To make the most out of your Carbon Reporting service today and take a significant step towards more sustainable business travel, visit: roomex.com/carbon-reporting
What is per diem pay, and is it better than claiming for expenses?
Not many people actually enjoy reconciling business travel expenses. Keeping track of receipts for incidental purchases and meals on the road can tax even the most organised of workplace travellers. For travel managers and finance teams, collating and checking expense claims up takes time and effort that could be better spent on more productive tasks. Per diem pay, a flat rate paid to your travelling employees in lieu of individual expenses can solve some of these paperwork problems. But, is it better than claiming for expenses the traditional way? Let’s explore more in this blog. TL:DR Per diem pay is a daily allowance for business travel expenses, covering incidental expenses like food and drink. It simplifies expense management, provides predictable budgeting, and saves time. Common in industries like construction, engineering, transportation, and consulting, per diem rates are set by HMRC and vary by location and travel duration. Compared to claiming individual expenses, per diem pay saves time for both employees and finance departments, making it generally more efficient. Roomex helps manage these expenses efficiently with compliance, security, and flexible accommodation options. What is per diem pay? Business travel in 2024 is set to outpace 2023 by at least 15.5%. That means the expense claims you deal with are also set to increase. So, how do you manage business travel expenses? Traditionally, there are two ways: Your employees pay for incidentals like parking fees or permits, meals, and other expenses on the go. They keep all their receipts, submit an expense claim, then await reimbursement in the next payroll. You pay your employees a flat fee per day a per diem rate for subsistence and incidentals. Per diem meaning Per diem, a Latin term meaning “per day,” refers to the daily allowance given to employees for business travel expenses. This allowance covers the cost of necessary meals, as well as incidental expenses that might arise, such as car parking fees or entry tickets. By pooling those costs into one specified daily lump sum, per diems simplify the process of managing travel costs for both the employer and the employee. Which industries typically use per diem pay? Per diem pay is widely used across various industries, but it is particularly prevalent in those where employees are expected to travel domestically, regularly and on a standard budget. Key sectors include: Construction: Workers are frequently required at different sites, with multiple ongoing projects to oversee. They usually require standard allowances for their daily expenses. Engineering: Engineers on field assignments benefit from predictable daily allowances. Transportation: Truck drivers and other logistics personnel use per diem to cover their costs when on the road. Consulting: Consultants travelling to client sites often receive per diem pay to manage their subsistence costs efficiently. How to calculate per diem pay Calculating per diem pay involves several factors: Determine the rate: Per diem expenses rates are set by HMRC or negotiated with HMRC by an individual company. These rates vary by location i.e. whether travel is to the UK or abroad and by the duration of travel. Number of days: Multiply the per diem rate by the number of days spent on travel. Partial days: Adjust the calculation for partial travel days or specific meals provided. Current per diem rates in the UK Per diem rates in the UK are set by HMRC. There are different rates depending on the duration of travel, and whether your employees trip is taking them to destinations within the UK or abroad. Here are the current benchmark rates for per diem allowances in the UK, based on HMRC travel expenses guidelines: UK per diem scale rates Description Amount (up to) Breakfast rate £5 One meal (5-hour) rate £5 Two meal (10-hour) rate £10 Late evening meal rate £15  Breakfast rate: Applies when your workforce traveller leaves home before 6am and incurs a breakfast cost after starting the journey. Note: this rate is for exceptional early starts, not regular early work patterns. One meal (5-hour) rate: Applies when the employee has been travelling for at least 5 hours and has bought a meal. Two meal (10-hour) rate: Applies when the employee has been travelling for at least 10 hours and has bought one or more meals. Late evening meal rate: Applies when your travelling employee works later than usual, finishes after 8pm, and buys a meal before the journey ends. Like the breakfast rate, this is for exceptional late finishes, not regular late work patterns. Per diem rates for travel abroad For international travel, the per diem rates set by HMRC vary significantly depending on the destination country. There are too many to list here, but the HMRC website provides a comprehensive, country-by-country breakdown. HMRC guidelines on per diem allowance for travel and subsistence HMRC uses the scale rates to make it easier for you and your employees to manage business travel expenses. However, to make sure you keep everything above board, there are a few rules and regulations you’ll need to follow. To use benchmark scale rates, the travel must have a business purpose i.e. be in the performance of the employee’s duties or to a temporary place of work. The workforce traveller must be away from their normal place of work or home for more than five or ten hours, depending on the rate applied, and must have incurred a cost on a meal after starting the journey. A meal is defined as a combination of food and drink. Employees can claim up to three meal rates in a 24-hour period. There is no set benchmark rate for overnight subsistence. Employers and employees need to agree on a reasonable rate if applicable. If the cost of a meal (such as breakfast or an evening meal) is reimbursed on an actual basis, the employee cannot claim the scale rate for that meal. Per diem vs. traditional expense claims The benefits of per diem pay Simplifies expense management Because employees receive a fixed daily..
The best travel management software in 2024
Emailing hotels, confirming reservations, rescheduling cancelled bookings, tracking workforce traveller movements and verifying expense claims; the business of business travel can be laborious. It doesn’t have to be. We’ve rounded up the best travel management software available in 2024. These business travel booking systems make administering and managing your business travel more efficient, saving you time and money and helping you meet your duty-of-care obligations to employees on the road. But which is the best option for your team? Here’s our lowdown: TL;DR Travel management software simplifies business travel organisation, from booking to expense management. While self-booking poses challenges, travel management platforms ensure compliance and flexibility. Roomex offers exclusive rates and a vast accommodation selection, saving up to 12%. TravelPerk excels in usability, while Egencia caters to global needs and Goodwings prioritises sustainability. Expensify streamlines expense management for frequent travellers. These tools optimise processes, which in turn save you money while enhancing the travel experience for your employees. What is travel management software? Travel management software is a digital solution that simplifies and reduces the cost of business travel. It’s the go-to tool for companies that want to manage business travel more efficiently, from booking accommodation to handling expenses. Usually you’ll find features such as centralised booking platforms and expense management tools. Alongside those, real-time travel updates keep you on top of duty-of-care obligations, while comprehensive reporting functionalities help you optimise travel budgets. Why does this matter? Business travel is growing fast, with workforce traveller numbers expected to surpass pre-pandemic levels by the end of 2024. And while the pandemic curtailed travel, 70% of employees view business travel as pivotal to their companyÂ’s growth. That increase and appetite for business travel impacts your team. With more travellers on the road, you, your travel managers, office managers and finance teams will need to look to digital solutions and travel booking systems to lessen the administrative burden. What’s the best way to book corporate travel? We’re not biassed, we promise, but the number one best way to book corporate travel is via a digital travel management solution or a B2B travel booking system. Why? By using travel management software, you make business travel more cost-effective and compliant with company policies: Centralised booking platforms provide access to a wide range of accommodation and transport options in line with your travel policy. Negotiated rates save your business serious money. Real-time travel updates keep your employees safe on the road and make it easier for you to assist in emergencies. Invoicing on account and prepaid debit cards mean you can manage expenses without needing to collate thousands of receipts or pour through pages of spreadsheets. Comprehensive reporting helps you make informed decisions and monitor travel expenses effectively. Can I self-book corporate travel? While some employees may prefer to self-book their travel arrangements, this approach can pose challenges. Self-booking is often not compliant with company travel policies, making it difficult to track expenses and maintain your duty of care to your travelling staff. Your employees are more likely to end up out-of-pocket, too, by paying for their own accommodation or transport and then waiting for reimbursement in the next pay run. However, travel management apps or hotel reservation software can give your workplace travellers the flexibility to book their own travel while keeping them compliant with company policies. These apps will highlight preferred suppliers and integrate approval workflows. What is the best travel management solution in 2024? For accommodation bookings Roomex: Roomex is a travel management solution tailored for workforce travellers, offering a central booking platform with over two million workforce-suitable accommodation options. With Roomex, you can book and manage all your accommodation in one place, reducing the time spent searching multiple sites and negotiating rates leaving your travel managers to focus on other tasks, enhancing overall productivity. Who is it for? Roomex is ideal for companies with frequent domestic travellers, such as civil engineers, rail workers and other professionals in need of standard accommodation across the UK. Why? Benefit from Roomex-negotiated rates that save your business money. Choose from over two million workforce-suitable accommodation options, including popular chains like Premier Inn, Travelodge, Holiday Inn and Ibis. Effective filtering helps you search for the features your employees need. It’s free and there’s no contract. We estimate you’ll save 12% on travel expenses by using the platform. Roomex integrates with Trainline, allowing you to book rail travel alongside hotels and take advantage of cheaper rates with split ticketing. You can plug in your travel policy to help employees choose in-policy accommodation. Roomex Support periodically checks reservations with hotels to confirm bookings and fulfill additional needs, like flexible check-in. For useability TravelPerk: A giant in the world of business travel booking software, TravelPerk boasts global clients like Airbus, FarFetch and WWF. Its ease of use and responsive customer service team are rated highly. TravelPerk offers clients an intuitive interface and app with access to a vast global collection of flights, accommodation, trains and more. Who is it for? TravelPerk caters to businesses of all sizes, particularly those experiencing rapid growth. Its global reach and extensive travel inventory make it an ideal choice for companies with international operations, too. Why? Users benefit from 24/7 chat and phone support from real people, with a target response time of 15 seconds. It allows users to easily share and plan trips, making coordinating travel arrangements and internal approvals a much smoother process. Users can confidently book business travel without relying on personal credit cards, keeping personal information secure. TravelPerk provides comprehensive reporting and real-time cost visibility, which help you stay on top of travel budgets. Drawbacks: Some users report that the flight filtering features are inconvenient and that it’s not possible to pre-select seats when you book. For global reach: Egencia Egencia, part of the Expedia group, offers a comprehensive corporate travel management program and software for travel tailored to businesses. It supports policy compliance with authorization workflows, expense tracking, risk management and policy adherence all within a user-friendly interface. ..
Top 5 travel management challenges and how to solve them
Managing business travel effectively is more important than ever, especially as companies increase the amount of travel they’re doing post-pandemic. At Roomex, we know travel management involves more than just making bookings it’s about overseeing every expense, adhering to policy compliance and maintaining smooth operations. Remember, business travel isn’t supposed to be a chore and there are rewards within the routine. To set you up for success, we’ve created this blog to tackle the top five travel management challenges and offer practical ways to manage costs, enforce policies and streamline your processes. From cutting travel costs to finding clever ways to make staff stick to the rules, we’re here to offer you practical tips to simplify travel processes and trim unnecessary expenses without sacrificing safety, standards or convenience for your travellers. Getting a grip on these challenges and learning how to handle them will give you the confidence to make intelligent decisions that benefit your whole organisation. Challenge 1: How to reduce business travel expenses Keeping travel costs in check is a huge challenge within business travel management. Airfare and hotel prices are constantly changing, meaning companies need smart ways to manage spending without skimping on the quality of travel. According to the Global Business Travel Association, worldwide business travel spending is expected to reach a whopping $1.5 trillion in 2024, beating pre-pandemic levels for the first time. While global spending is climbing, Europe’s investment in business travel isn’t expected to catch up to 2019 levels until 2025. In 2024, Europe’s spending is projected to be about $389.1 billion and rise to $414.9 billion the following year. Europe remains a major player, accounting for nearly a quarter of global business travel spend. Keeping up with fluctuating travel expenses can be challenging. However, we’ve got some innovative strategies to help keep your costs down without compromising quality: Negotiate corporate rates: Team up with your favourite airlines and hotels to lock in lower prices. Long-term deals with these partners can really make a difference. Use expense-management software: Keep an eye on your spending using tools that show where every penny goes. An expense-management system can also flag when you’re about to overspend and make sure everyone’s sticking to the travel rules. Adopt a centralised booking system: Book all your travel in one place. It’s easier to track, and bundling your bookings often helps you snag better deals. RoomexStay makes it easy to handle all your hotel bookings and payments in one spot, so you can score better rates and manage everything more smoothly, helping to cut down on travel costs. Challenge 2: Ensuring policy compliance across the board Making sure everyone sticks to travel policies is key to managing travel smoothly. This makes booking more straightforward, keeps costs down and reduces the risk of monetary mix-ups. But how to get everyone on board? This can prove tricky, especially in large companies where reps are spread across the globe. Here are some practical tips to help keep everyone on track and compliant: Implement clear travel policies: It’s super important to have a travel policy that’s straightforward and easy for everyone to get their hands on. Regular training and updates: Running regular training sessions and refreshers helps to keep everyone clued up on the policies, boosting compliance. Technology integration: Using tech that plugs travel rules right into the booking tools means employees only see options that align with the policy. RoomexAnalytics can provide real-time data on policy compliance, helping managers monitor adherence and adjust policies as needed. Challenge 3: Managing travel during peak seasons Booking travel during peak times may mean limited availability, often leading to stress and less-than-ideal itineraries. Peak travel times typically coincide with major holidays, industry conferences and large-scale events, leading to heightened demand for flights and accommodation. This surge inflates prices and restricts options, forcing companies to contend with inadequate travel arrangements that may not suit their schedules or budgets. Here are a few ways to handle the busiest travel periods without breaking a sweat: Advance planning: Getting everyone to book their trips early is a real game-changer. It locks in some sweet deals and opens up way more options. This way, you’re not stuck choosing from the leftovers! Flexible travel policies: Being flexible with travel can pay off. Shifting your travel dates and times to avoid the rush means you can snag some great off-peak prices. Alternative accommodation: Mixing things up with serviced apartments or corporate housing can be a smart move during busy seasons. These often come with better prices than traditional hotels, stretching your travel budget further when everyone else is also on the move. Challenge 4: Reducing non-compliant spending during business trips Unsanctioned spending can sometimes get out of hand when there aren’t enough checks in place. This usually occurs when employees book a business trip through unapproved channels, bump themselves up to fancier flights or hotels without the OK, or splash out on extras like luxury car hires or gourmet meals. You can hardly blame them for trying! But keeping an eye on this kind of spending is crucial to avoiding budget blowouts. Tackling unsanctioned spending requires a solid plan to keep everything in check. Here are some practical ways to help you keep spending on track and within policy: Tighten approval workflows: By making the approval process for travel expenses quicker and stricter, you’ll cut down on rogue spending. It’s all about making sure every penny spent is checked and double-checked. Real-time expense monitoring: Using tech that monitors expenses in real-time can save you a lot of headaches further down the road. It’s like having a smart assistant that flags any suspicious spending right when it happens. This helps you nip any policy issues in the bud before they escalate. Employee accountability programs: Think about setting up reward schemes that celebrate those who stick to the rules and offer support to guide anyone straying back on track. It’s about creating a positive atmosphere where everyone aims to stick to the guidelines, not just..
7 top rated business travel management apps in 2024
Business travel is back. After falling off a cliff during the pandemic, business travel in 2024 is set to outpace 2019 levels, driven by increasing attendance at live industry events. But, as a travel manager, where does that leave your workload?