Employees’ business trips are one of the most costly expenditures in the budget of many companies. Therefore, often business owners are wondering how to reduce travel expenses. In this article, we will consider several ways to save on a business trip.
Develop Trevel Policy
Travel Politics is a document that regulates the rules of business trips in the company. In particular, recommendations for booking aircraft and railway biles and hotels, car rental and taxi, the principles of spending on power, communication and entertainment, various limits, as well as the process of approving expenses and reimbursing costs may include.
A properly compiled Trevel Policy allows you to optimize the budget for business trips and avoid unplanned expenses, as employees will clearly understand the rules and observe limits.
Travel Politics is a document that regulates the rules of business trips in the company. In particular, recommendations for booking aircraft and railway biles and hotels, car rental and taxi, the principles of spending on power, communication and entertainment, various limits, as well as the process of approving expenses and reimbursing costs may include.
A properly compiled Trevel Policy allows you to optimize the budget for business trips and avoid unplanned expenses, as employees will clearly understand the rules and observe limits.
In order for Travel Politics to take into account as many nuances as possible, it is desirable to attract all interested parties-HR managers, travele-coordinators, accountants and, of course, the employees themselves who are often on business trips.
In order for Travel Politics to take into account as many nuances as possible, it is desirable to attract all interested parties-HR managers, travele-coordinators, accountants and, of course, the employees themselves who are often on business trips.
Flexibly plan trips
The optimization of travel expenses largely depends on the competent planning of trips. If there is no debugged process of organizing business trips and everything happens spontaneously three days before the trip, unnecessary expenses cannot be avoided. On the other hand, flexibility in planning is also necessary for making optimal decisions.
For example, according to Cheapair statistics, flights are cheaper to buy three months before the trip. You can also win in price if you shift the travel dates 1-3 days ahead or backward. In the case of foreign business trips, it is useful to track changes in the exchange rate. Some agencies offer corporate tariffs for flights and accommodation, which also helps to save at the planning stage.
Reduce transport and accommodation costs
Typically, tickets for tickets and a hotel amount to most of the business trip budget. In many cases, they can be reduced due to early reservation – the closer to the dates of the trip, the more expensive tickets and accommodation.
Also, many airlines offer participation in loyalty programs, which can be very beneficial on frequent trips. It makes sense to subscribe to the newsletters of different air carriers to learn in advance about burning offers and promotions.
How to save on a hotel business trip? You can choose a hotel with a smaller number of stars and/or a hotel located not in the central area of the city. You can also try to agree with the hotel administration on special conditions if your employees regularly stop in it. Network hotels often offer corporate tariffs or participation in loyalty programs, which also saves the budget.
Optimize the number of per diem
In 2021, the minimum daily size is 700 rubles for business trips to Russia and 2500 rubles for foreign trips. The specific amount of the daily employer determines the specific amount of the daily basis at his discretion. Depending on the country and even on the city, the employee may require different amounts, and there is a scope for optimization.
You can simplify the control of expenses if you give the employee a corporate bank card instead of cash. This is convenient and from the point of view that on the map you can set limits that will not allow you to spend too much.
In addition to establishing limits on expenses, there may be a good idea to encourage economical employees who not only fit into the budget, but also spend less. It is also useful to exchange experience among colleagues – so you can get a lot of ideas on how to save on a business trip on food, transport and communications.
