Corporate travel management

With travel management or even business travel management company called next booking and organization of business the entire course of the travel booking and payment process. Thus Travel management is the analysis, control and optimization of processes and services which is necessary in connection with planning, organization, implementation and control and accounting of business.

Tasks

• Strategic purchasing of travel services, such as Rail, air, hotel bookings and car hire
• Complete travel expenses and the travel cost controlling
• Fleet management and guidance / control of logbooks
• The organization and execution of events ( meetings, incentives, conferences, conventions and other group travel ) - in conjunction with tourist attractions and other travel-related services
• The development, implementation and completion of travel management systems to improve travel processes
• Advice of the Group companies on all matters relating to the Business Travel Management
• The preparation and review of internal company travel policy

Processes

Preparation phase

In the preparation phase, the journey is planned and tested for efficiency. Partial business can be replaced by video or telephone conferences. Normally, the employee plans his own. But he can also be the secretary or a travel agent organize this. In advance of the purpose, time and place will be voted. Partial multiple appointments can be linked together. Often business must be approved by supervisor. The approval process can be manually handled as a request in paper form or through an integrated workflow system in which the application is automatically routed to the appropriate approver. The policy compliance is integrated. For information gathering, such as transportation, travel time, departure and arrival times, as well as accommodation to the traveler are various sources available. The necessary data he obtained, for example via the Internet / Intranet, travel agency and hotel guide. Planning the trip can be more or less extensive. Duration of the trip, distance (continental / intercontinental) and one or more targets are critical factors. Also important is whether the employee is traveling for the first or umpteenth time to the destination. In a repeated or even regular old rice travel plans can be updated. Often similar business of a company. Then it makes sense to automate and standardize the process by business travel management systems.

Organization phase

In the organization phase of travel planning is implemented and the travel compliant booking process takes place. If this is not the case, the desired performance by the traveler must be changed. For example, a favorable transportation, hotel, or an alternative flight is then booked. The agency must ensure that all bookings run possible over a channel. Thus, the travel management receives all relevant dates for evaluation and control. Often employees book their own hotels or choose alternative channels, so avoiding compliance with the travel policy. The travel agents have been deposited by all travelers profiles in the system. So personal preferences, participate in bonus programs or existing Company Cards are automatically taken into account when booking. After receiving the confirmation, travelers will receive, if necessary, his travel documents. These are now being replaced almost entirely by electronic tickets. There is also the possibility that booked travel services need to be changed or canceled, causing the complete itinerary of the traveler may change. In many companies, employees have the opportunity personally to book their trips through a so-called Internet Booking Engine ( IBE). This option is only in uncomplicated point - to - point - connections possible. Here, this integrated process allows significant cost savings. For complicated trips continue the expertise of the experts is required in the travel agency. If no credit card ( Company and Corporate Card) is available in the company is applying for a Vorfinazierung. This covers all expenses incurred for travel from lines during the trip.

Provision of travel

The planned and booked trip takes place. Waiting times at airports or train stations are often used to work. From airports and train stations business lounges are often offered, which are usually only reserved for frequent flyers or users of the first class. Additional travel expenses may be paid by the traveler with the existing Corporate Card. The debiting takes place initially from the private account of the employee, but will be reimbursed on the travel expense report. In case of irregularities, such as delays and loss of means of transport the traveler must be informed as soon as possible by the agent. Then there is the option to select alternative means of transport to move appointments and to change the travel planning.

Travel Expenses

The total costs are recorded. Often here arise media breaks, because it is of the travel planning organization no continuous process instead. In the travel expenses are booked before you travel services such as transportation, and all the services that are incurred during the trip, included. If all services were paid for by credit card, all data in the system are detected and a manual input is unnecessary. Be entered manually only cash outlay. Subsequently, the billing will be checked and approved by the supervisor. The employee receives the payment. Today mostly uncommon, but some companies still exist, is the manual process of travel expenses. All documents are entered here manually into a system. There will be no automated processes. Thus results in long waiting times and a prompt refund is not possible. About the credit card payments made are automatically recorded and archived. Also forwarding to the accounting department and the transfer to the traveler is automatic. The credit card data flow together in the management information system (MIS). These give the travel management information on the composition of the travel costs, frequently traveled destinations and use of preferred service providers. The data is used by the evaluation and analysis of the controller. Further optimization potential is evident.

Evaluating and controlling

The function of controlling is the one of the management and control of business processes, procurement and travel policies. To evaluate the data from the MIS and reporting are used. In addition, it is checked whether all travel processes were handled correctly. The dates illustrate possible changes are the number of visitors. If the data are determined past values, effective planning is possible than with large changes. The Travel Manager can now occur specifically in contract negotiations with service providers. Also be seen as the direct costs allocated among the individual travel services. For optimum control, a change in the travel policy is made if necessary. Most of these changes are rarely made ​​( change of licensing bodies ) in relation to structures only in terms of processes ( introduction of credit cards). In order to optimize the time and cost transparency is required for the entire business process. This further strengthens the position of the travel manager in negotiations with service providers.

Business

The following companies deal in the narrower or broader sense with the Travel Management:

• Travel agency chains or individual travel agencies
• Accommodation and catering establishments
• Event and event agencies
• Incentive specialists
• Provider of transportation services
• Provider of digital travel management systems
• Providers of travel accounting systems
• IT developers with relevant experience
• Federal Office of Administration
• Associations

Professional travel manager

The Fachhochschule Worms provides the Department of Tourism / Transportation to a bachelor's and master 's degree program Tourism and Travel Management. At the universities Heilbronn, Kempten, Munich and Salzgitter Travel Management is taught as part of the degree program in Tourism Management.

In addition, the Commerce and Industry Chamber of Cologne since 2012 on checks for skilled Business Travel and mobility management ( IHK).