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The complete guide to corporate travel policies

Executive travel policy: what is it and what does it cover.

Start writing your own corporate travel policy with our comprehensive template

What is an executive travel policy.

• Different roles often need different procedures.
• To avoid a lack of regulations. What is allowable for this particular employee category?
• The need to clarify who will supervise executive employees when it comes to travel for a business purpose.

What should an executive travel policy include?

1. introduction.

• to keep employees safe
• to guarantee the right support
• to ensure fairness

2. Travel booking process

• Approval process
• Do you use a platform for business travel ? Share the name of the booking platform.
• Do you use a corporate travel agency ? Provide the travel agent's details.
• Online booking tools recommended
• Preferred suppliers
• Do you have travel managers in your company? Provide your travel manager's contact information.
• Credit card to be used: corporate or personal?
• What to do in case of cancellation or modification
• Leisure trips: can employees extend their trip?

3. Expense categories

• Ground transportation
• Accommodation
• Rail transportation
• Taxis and ride-sharing
• Food and entertainment expenses
• Personal telephone usage

4. Non-reimbursable purchases

• Business class tickets
• Excess baggage fees
• Dry cleaning
• Loyalty memberships
• Minibar purchases
• Movies, online entertainment or newspapers
• Spa expenses

5. Expense reports and reimbursement process

• The details of the expense management system used
• What to submit reimbursement requests for and what not
• Who will be the approver for each case
• Processing times

6. Travel support, safety, and duty of care

• Travel whereabouts: make sure your employees understand it's important that the company is able to track their trip. This way, they can receive the right support in case of emergency.
• Travel support: who to contact in case of emergencies, trip cancellations or modification.
• Travel emergency contact: including insurance policy details and the contact person within the company.
• Human resources contact person in case of questions about the travel policy.

Tips and best practices

• Keep it clear and concise.
• Involve all stakeholders when approving a new executive travel policy.
• Make sure your staff knows about it, and that it’s accessible.
• Provide the right training.
• Allow for freedom of choice when possible. Showing you care about personal preferences has a positive impact on employee satisfaction and performance.
• Keep your executive travel policy up to date.
• You can use an executive travel policy template as a starting point to write your own. Check out our corporate travel policy template which you can customize to fit your company’s requirements when it comes to executive travel.

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A Travel Manager’s Guide to Arranging Travel for Executives

In today’s global business landscape, the need for professionally-coordinated corporate travel is a crucial part of many organizations. More specifically, arranging travel for executives is a specialized field that cannot be underestimated. Since senior management is responsible for making high-stakes decisions that drive companies forward, executives require seamless arrangement and a flawless travel experience that optimizes their precious time, thus allowing them to focus on the crux of work. This is where an experienced travel manager and a reliable partner like Teplis Travel comes in.

Teplis Travel understands that an executive’s time is invaluable and travel plans should be nothing less than perfect. Therefore, we strive to offer VIP travel arrangements tailored to respect executive corporate policy and individual preferences.

But you might ask, what specifically does the role of a travel manager entail? And how does arranging for executive travel differ from regular employee travel?

In essence, a travel manager or an executive administrative assistant not only handles the logistics of travel arrangements but also, significantly, aligns it with corporate travel mandates. From coordinating with their corporate travel agency , managing complex calendars, and handling travel expenses to keeping tabs on the itinerary, they act as captains steering the ship of executive travel. 

While the objectives of employee travel and executive travel may be similar, the complexities and standards of execution differ widely. Much like how the roles within a company vary, the travel needs between different levels of the organizational hierarchy are massively distinct. An executive’s travel usually involves strategic planning around high-level meetings, and confidential information, and often caters to stringent preferences – the mission is much more than just booking a flight and hotel. 

With that said, the cornerstone of effective executive travel management lies in an understanding of tools and techniques to create an efficient travel strategy. The subsequent section will reveal the essential skills and tools that ensure seamless travel arrangements for executives.

Essential Skills and Tools For Effective Travel Arrangements

When it comes to arranging travel for executives, a strong set of skills and the right tools can make the process smooth and efficient. Let’s take a deeper dive into what these are.

A travel manager handling travel arrangements for an executive team must be armed with exceptional communication and organizational skills. These aren’t just buzzwords, but vital elements that ensure clear communication of travel plans, handling of administrative tasks, and management of unforeseen changes or last-minute requirements. 

Moreover, in our times, the executive assistant’s role is not confined to conventional duties. It has seeped into areas of project management and strategic planning of business trips. As such, skills in Microsoft Office can offer tremendous help in managing complex calendars and ensuring efficient time management. In particular, an aptitude for Excel can help keep all essential details in an organized format, fostering better tracking and management of travel plans.

In the fast-paced corporate world where last-minute changes are a norm, the ability to quickly adapt and re-strategize is paramount. This links back to the importance of having excellent project management skills which assist in foreseeing potential roadblocks and formulating Plan B’s—even C’s! 

Strategic Steps to Prepare for Executive Travel 

Armed with the right tools and equipped with essential skills, an executive assistant is well-positioned to tackle strategic planning for executive travel. However, the journey from planning to completing a successful business trip requires an established pattern of steps. So what are these steps?

An integral step in the preparation of executive travel is ensuring that you have all the relevant information on hand. Be thorough with the executive’s individual preferences, dietary restrictions, favorite hotels or airlines, and seating preferences on flights, among other details. These nuggets of information can make a world of difference in an executive’s travel experience. 

This brings us to the next crucial aspect – handling sensitive and confidential information. As an executive assistant catering to high-level executives, you are trusted with a great deal of sensitive information, including credit card details, passport copies, home addresses, and more. Maintaining utmost confidentiality and ensuring secure storage of this information is vital. 

Once armed with all relevant information, focus on creating a detailed travel plan. Use your knowledge of the executive’s time to your advantage. Consider flight times that do not hamper their work and recovery schedule. Minimize layovers, and if they’re unavoidable, ensure comfortable lounge access to make the waiting time productive. Plan detailed itineraries, including transport from and to the airport, meeting slots, downtime, and sleep time. Nothing should be left unplanned. 

A significant aspect to consider is that international travel, especially, can span multiple time zones. Scheduling meetings or flights without considering this factor can lead to mismanaged sleep schedules and jet lag, which can hamper the productivity of the executive team. Factor in the time zones when planning and allow enough time for the executive to acclimate to new timings.

And, of course, no plan is foolproof. So always have a backup! Whether it’s a backup flight in case of cancellations or delays, a different hotel, or alternative transportation, stay prepared for unpredicted changes. This will not only showcase your problem-solving skills but also tell your executives that they can rely on you, come rain or shine.

Having looked at the strategic steps to prepare for executive travel, we now delve into the specifics of arranging international travel for executives in the next section. Let’s continue our journey towards becoming a top-notch travel manager.

Arranging International Travel for Executives: What You Need to Know

International travel presents its own unique set of challenges and requirements, especially when arranging travel for executives. The most important aspect of organizing international travel is understanding the going to’s and coming from being involved in your executive’s complex business schedules at an international level.  Having a trusted corporate travel partner like Teplis Travel can make all the difference in the world when traveling internationally.  The expertise of Teplis Travel’s travel agents can help make booking the most complex international itinerary seem effortless and ensure your executive has a successful business trip. 

But, understanding travel expenses goes beyond just booking flights and hotels. It’s crucial to account for differing costs in a foreign country. Currency exchange rates, cost of local transport, meal expenses, and international mobile data are just a few of the myriad expenses that should be considered. An informed overview of these expenses ensures there are no unpleasant surprises and that the trip executed fits within your company’s budget.

Remember how we spoke about sensitive information in the previous section? This becomes all the more important when dealing with international travel. Ensure that your executive has a valid passport with at least six months’ validity before their planned return date. 

For high-level executives, acquiring a diplomatic passport can give them an added layer of convenience and security. These passports not only speed up the process in the foreign customs and immigration departments but also offer other perks like additional baggage allowances and access to diplomatic lounges.

Want an insider tip? When arranging travel outside of the United States, make use of trusted traveler programs like Global Entry and Registered Traveler. Enrolling your executive in these programs will expedite their passage through airport security and immigration, saving valuable time.

Health and safety considerations are particularly evident when traveling internationally. Always ensure that the executive has adequate travel insurance that covers medical evacuation, should it be necessary. Inform them about potential health risks in the destination country, and make sure they’re up-to-date on all required vaccinations. It might seem simple, but these small factors can significantly minimize any unexpected upheavals during the trip.

Having taken a close look at the specifics for arranging international executive travel, it’s time to conclude our guide and help consolidate your journey from an executive assistant to a strategic travel manager. Let’s move on to our final section.

Arranging travel for executives is an art form of its own. It involves digital proficiency, supreme organizational skills, a keen attention to detail, and the ability to anticipate and adapt to change. As a travel manager or executive assistant, your role significantly contributes to the success of your company’s operations. Done well, it not only ensures the smooth travel experience of your executives but can also potentially maximize the productive use of their time.

In this guide, we have delved into essential skills, strategic steps, considerations for international travel, and more. However, it is important to remember that each executive is unique and so are their travel requirements. Thus, always make room for flexibility and customization in your plans. 

As a final word, partnering with an expert travel management company like Teplis Travel can elevate your executive travel arrangements to a professional level. With an extensive repertoire of handling VIP travel arrangements and insider knowledge of corporate travel, we are well poised to assist in not just managing, but enhancing your executive’s travel experience.  While some travel agencies measure their agent knowledge in months, our agents have years and even decades of expertise booking complex and international travel.  

So, as you progress in this journey of arranging business travel for senior executives, remember that Teplis Travel is eager to help you sail smoothly. With the guidance from this post and our experience as your backing, you’re well on your way to becoming an indispensable part of your executive team.

This blog was reviewed for accuracy by

Ted Petty , CIO Teplis Travel

Ted is a seasoned expert in the corporate travel industry, currently serving as the Chief Information Officer (CIO) at Teplis Travel. With over two decades of experience, Ted has consistently demonstrated his prowess in optimizing travel solutions for businesses, leveraging innovative technologies to streamline operations and enhance the traveler experience. His dynamic leadership and commitment to staying at the forefront of industry trends make him an invaluable asset in the world of corporate and executive travel.

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Executive travel policy.

As a company executive, you are often required to travel for business purposes. Whether you are attending a conference, meeting with clients, or visiting a company branch, traveling is an integral part of your job. However, without a clear executive travel policy, managing your travel arrangements can be stressful and time-consuming. In this article, we will discuss what an executive travel policy is, why it is important, and how you can create one for your organization.

What is an Executive Travel Policy?

An executive travel policy is a set of guidelines and procedures that dictate how executives should travel for business purposes. It covers everything from booking travel arrangements to reimbursing expenses. The policy is designed to ensure that executives can travel efficiently, safely, and within budget while representing the company’s best interests.

Why is an Executive Travel Policy Important?

Having a clear executive travel policy is crucial for several reasons:

• Efficiency: A well-defined travel policy streamlines the travel booking and reimbursement process, saving time and effort for everyone involved.
• Consistency: A consistent policy ensures that all executives are treated equally and fairly when it comes to travel arrangements and expenses.
• Cost control: An executive travel policy helps companies manage their travel budget by setting limits on expenses and providing guidelines for cost-effective travel options.
• Compliance: By establishing clear rules and procedures, an executive travel policy helps companies comply with applicable laws and regulations.

Creating an Executive Travel Policy

Creating an executive travel policy requires careful consideration of various factors, including:

• Travel budget: Determine how much the company can spend on executive travel and set appropriate limits on expenses.
• Travel arrangements: Decide how executives should book their travel, including transportation, lodging, and meals.
• Travel approval process: Establish who has the authority to approve executive travel and how the approval process works.
• Expense reimbursement: Define the process for submitting and reimbursing travel expenses, including required documentation and timelines.
• Travel safety: Develop guidelines for ensuring the safety and security of executives while they are traveling for business.

An executive travel policy is an essential tool for managing travel arrangements and expenses for executives. By creating a clear and comprehensive policy, companies can ensure that their executives travel efficiently, safely, and within budget while representing the company’s best interests. If you have not yet created an executive travel policy for your organization, now is the time to do so.

How to Successfully Make Business Travel Arrangements for Executives

When making business travel arrangements for executives, travel managers will want to go above and beyond to deliver a great experience. here’s how..

Imagine for a moment that your CEO or another important Executive has an essential meeting with an existing client or to pitch a prospective client. And you’ve been asked to make the business travel arrangements.

The pressure is on.

You will want to create an itinerary that supports the objectives of the trip, while also ensuring that the Executive is comfortable throughout the journey.

Here’s a look at 5 strategies that today’s Travel Managers are using to support Executives by making business travel arrangements in a thorough and effective way.

1. Frontload the Heavy Lifting

As a Travel Manager, you always want to do a great job arranging travel for any team member. But, when arranging travel for an Executive, there’s a heightened level of awareness and attention.

That’s why you’ll want to do as much research as possible on the front end, before you start making the actual arrangements. This is especially true in the age of COVID-19 when moving about the country (and especially the world) is a little more difficult than it is during normal times.

Start by researching all of the regulations and guidelines related to traveling to a given destination. You’ll also want to take into account any geopolitical concerns related to traveling internationally. For example, you’ll want to be aware of Brexit-related constraints before sending an Executive to the United Kingdom and other destinations in Europe. You will also want to investigate passport requirements and any visas needed to travel to specific countries.

In short, research to such a degree that you have ready-made answers to any questions that come up before, during or after the Executive’s trip.

2. Prep Contacts for Your Executive

Things can go haywire during any business trip. As any business Traveler knows, itineraries can get disrupted by weather and other unforeseen circumstances. Make sure your Executive is prepped with accessible contacts before he or she leaves the office for work.

In many cases, that means connecting your Executive with your travel management company (TMC) and agents who are available around the clock to support your Executive if something goes wrong during travel.

Also, make sure that your Executive knows how to get in touch with any relevant parties in the destination city, as well as how to get in touch with you at the office or your colleagues as needed during the trip. If your Executive is traveling internationally, will he or she need an international cell phone plan? Make this part of your preparations as you make business travel arrangements for leaders at your company.

3. Consider Every Detail

Almost every disruption or delay in a business trip can be anticipated. As a Travel Manager, try to anticipate as many challenges as possible — and build into the itinerary potential solutions.

For example, encourage Executives to get to airports a little bit earlier than usual. The TSA is reporting longer wait times than usual at some airports due to inconsistent processes at different Traveler checkpoints. Electronic documentation (rather than paper) can help streamline processes.

You can also build in a little bit of extra time during layovers to mitigate the impact of delayed flights. Also, use airports that have multiple flights daily and multiple airline options so that your Executive can easily make a change if needed.

When you start mapping out an itinerary, go step-by-step and try to think through anything that could go wrong during that portion of the trip. Consider questions like:

• Does your Executive have enough time to make his or her connection?
• Does your Executive have enough time between his or her final flight and the first meeting of the day?
• Does your Executive have enough time to freshen up each day before moving from one meeting to another?

Answering questions like these can help you carefully consider each detail before you finalize any travel arrangements for your Executive.

4. Add Some Final Flourishes

Arranging business travel for an Executive is an opportunity for a Travel Manager to demonstrate his or her capabilities. It’s also an opportunity to demonstrate the level of care that’s given to any team member when they are traveling away from the office.

So, add some final flourishes to the itinerary that demonstrate that you’ve gone above and beyond in creating the Executive’s travel itinerary. You can reach out to the company your Executive is visiting to get restaurant recommendations. If your Executive likes artwork, consider choosing a hotel located near a museum — just in case your Executive has some down time. If your Executive enjoys baseball, check to see if the Major League team is in town during his or her stay. If your Executive places an emphasis on physical fitness, ensure that the hotel has a quality fitness center, or that there is a gym located nearby that she or he can use.

These are small things that any Travel Manager can do to create an outstanding experience for an Executive — and to empower her or him to maximize the potential of the trip.

5. Prime the Executive for Success

The final thing you can do as a Travel Manager is create a comprehensive travel brief for your Executive. This brief should include a full rundown of where the Executive needs to be and at what time. It should also include any key considerations and options available to the Executive at different points in the itinerary.

Make this brief available via laptop, tablet or mobile device — or print off this brief for any Executive who prefers a hard copy. (You can also combine both approaches, just to be safe.)

An Executive’s time is valuable to the company. By creating a comprehensive travel brief, you’re able to save the Executive time, as well as assist him or her with focusing fully on the business objectives of the trip.

World-Class Travel Support for Today’s Executives

No Travel Manager can facilitate great trips for Executives alone. Companies with robust travel programs rely on TMCs to help them create the best experiences for Travelers, no matter the title or role.

At JTB Business Travel, we serve as a comprehensive corporate travel agency that delivers outstanding service to all Travelers — Executives and anyone else working away from the office. Behind everything we do is a common-sense approach to business travel.

Are you looking to maximize your company’s travel program? Contact us today to learn more about our services.

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The Ultimate Travel Packet for Your Executive’s Business Travel

A journey of a thousand miles may begin with a single step, but a successful business trip begins with a kick ass travel list. This goldmine checklist, complete with useful tips organized by category, was created specifically for traveling executives after a Ninja asked what to include in a travel packet for the boss’s upcoming trip. So of course, we went straight to the experts: the OfficeNinjas Ambassadors.

This list is comprehensive, packed with Ninja-approved items and hacks for every possible situation we could imagine. But you should feel free to edit and make it your own go-to guide for business travel. Pare down, make tweaks, and add special exceptions tailored specifically to your company and team. Once you have the Ultimate Packing List customized to your boss’s specific needs, prepping for an upcoming trip will be the easiest part of your day.

• Include the confirmation/reservation numbers, phone numbers, and addresses for flights, trains, rental cars, cabs, and hotels.
• Include estimated travel time from the airport to the hotel or other destinations, as well as information on potential delays due to traffic, road construction, and inclement weather.

Ninja Tip: Send your boss a meeting request with airline details (terminals numbers, flight and seat numbers, departure and arrival times, etc.) in the subject line so that travel time is blocked out and the information is instantly accessible. For example-  Subject: Alaska 309 (SFO-SEA): lv 735pm arr 924pm, conf# AP35IRE Location: Seat 24A (window).

Ninja Tip: Once you’ve hammered out all the details, funnel them into PackPoint  so you and the traveler can both access the full spread on a convenient app.

LUGGAGE TAGS

Ninja Tip: Keep a pack of affordable luggage tags in the office as a backup.

MAPS & DETAILED DIRECTIONS

Ninja Tip: Install a map app, like Waze  or Google Maps , on your boss’s phone. You can even download an area for offline use in Google Maps, in case of a poor signal. Screenshots of entire routes can also be saved.

LOYALTY MEMBERSHIP NUMBERS

Track all frequent traveler membership numbers for airlines, hotels, dining, and rental car companies in one place using TripIt or Points .

PARKING INFO & COSTS

Use Spot Hero to reserve parking spaces in advance, and ParkMe  to locate spots.

LOCAL HOST CONTACT INFO

e.g. the client’s admin, office manager at satellite office, etc.

LOCAL SPOTS TO DECOMPRESS

Download one of these apps to your boss’s phone. They allow users to book hotel rooms by the hour so your exec can catch up on emails or even take a nap:

• Hotels by Day

TRAVEL DICTIONARIES & PHRASEBOOKS

Ninja Tip: Purchase travel dictionaries/phrasebooks or download a translation app to your exec’s phone (for international travel). Popular options include:

• Google Translate
• Lonely Planet Phrasebook & Dictionary ( Spanish , French , Mandarin , Japanese , German )

PROTOCOL FOR LAST-MINUTE ITINERARY CHANGES

Clarify who should take the lead on resolving conflicts and rescheduling travel.

PROVIDE TRAVEL ITINERARY TO EXEC’S FAMILY/PARTNER

Meeting Prep

BRIEF BIOS ON MEETING ATTENDEES

Download Charlie  on your exec’s phone. Charlie combs through a bunch of online sources and will send your exec a one-pager on who they’re going to meet before even seeing them.

Ninja Tip: Include suggested topics of conversation as well as personal details that may cause someone to be distracted or unengaged (like a recent birth or death in the family)

NOTES ON BUSINESS ETIQUETTE

Appropriate behavior varies greatly from culture to culture, refer to this infographic to ensure your exec is properly informed.

EXTRA BUSINESS CARDS

An obvious item but one that’s commonly forgotten!

LOCATIONS FOR SMALL MEETINGS & ONE-ON-ONE CONVERSATIONS

These apps identify and reserve on-demand meeting space:

Ninja Tip: Walk Score will tell you if they need to travel by car to get there.

DRESS CODE FOR MEETINGS & SOCIAL ENGAGEMENTS

From casual to white tie, this attire guide breaks it down for you.

HEALTHY SNACKS FOR HEAVY MEETING DAYS

Try these healthy options:

• Love With Food
• Quest Nutrition Protein Bars and Chips
• And don’t forget mints , pocketmist , gum , or breath spray

Financial Considerations

CORPORATE CREDIT CARDS

Remind your exec of these tips for traveling with plastic overseas.

CLEAR, ZIPPERED ENVELOPES

Pouches  for receipts and small miscellaneous items.

EXPENSES REPORTS OR APP

Blank expense reports or ensure that your office’s expense reporting app has been downloaded to your boss’s phone.

Ninja Tip: Download an app that lets your boss scan documents or receipts and save them as PDFs, such as Tiny Scanner , Smart Receipts , Expensify , Abacus , or Shoeboxed .

CURRENCY CONVERSION APP

Download a currency conversion app to your boss’s phone for international travel. Popular options include XE Currency , Currency Converter , and Convert Pad .

Local Points of Interest

HIGHLY REVIEWED BARS AND RESTAURANTS

Check Yelp , Opentable , TripAdvisor , and Zagat before providing your exec with recommendations.

STORES THAT SELL SOUVENIRS AND COLLECTORS’ ITEMS

Ninja Tip: Does your exec’s loved one have an affinity for snow globes or any other trinket? Let your boss know where he/she can purchase these personal items. Boom. You’re now a hero to your boss.

ATTRACTIONS & ACTIVITIES WITHIN WALKING OR SHORT DRIVING DISTANCE

• Parks and historical monuments
• Museums and theaters
• Fun/quirky exhibits

Ninja Tip: Check out AroundMe for nearby amenities.

There you have it, Ninjas! The Ultimate Exec Travel Packet. Let’s recap:

The Ultimate Exec Travel Packet:

• Travel itinerary
• Luggage tags
• Maps and detailed directions
• Loyalty membership numbers
• Parking info and costs
• Local host contact info
• Local spots to decompress
• Travel dictionaries & phrasebooks
• Protocol for last-minute itinerary changes
• Provide travel itinerary to exec’s family/partner

MEETING PREP

• Brief bios on meeting attendees
• Notes on business etiquette (for international travel)
• Extra business cards
• Locations for small meetings and one-on-one conversations
• Dress code for meetings and social engagements
• Healthy snacks for heavy meeting days

FINANCIAL CONSIDERATIONS

• Corporate credit cards
• Clear, zippered envelopes
• Expense reports or app
• Currency conversion app

LOCAL POINTS OF INTEREST

• Highly reviewed bars and restaurants
• Stores that sell souvenirs and collectors’ items
• Attractions and activities within walking or short driving distance

Do you have any additional items or Ninja Tips to add to the Ultimate Exec Travel Packet? Leave your ideas in the comments section!

I provide full itineraries for any of my traveling staff via PDF to their email. This way, they can have it on their smart phone, iPad, etc., as well as providing copies to family as needed. I post a copy in my office so when someone asks “Where is _____?” I don’t have to go searching. The itineraries always have all flight details, any car rental info, hotel confirmation numbers, any necessary phone numbers, email addresses, addresses for the offices/conference centers, etc. When I have multiple staff traveling to the same place from different locations, everyone has the full itinerary of arriving/departing flights so they know they can meet up at the airport and share a cab or a car. I’ve spoiled everyone with the itineraries. I even do them for myself when I travel.

Spoken like a true Ninja! It definitely sounds like those spoil your team… who knows what they would do if you set them up with some apps too! Do you start each itinerary from scratch for each trip, or keep a template somehow?

I use a 8 1/2 by 11 clear envelope for our CEO and put a copy of his flight itinerary on one side and his hotel on the other. This way he never has to open the envelope but flips from airport side to hotel side until he arrives. When he gets there, he pulls out the hotel portion and behind it is all his papers for his conference/meeting. He slips all his receipts in the envelope throughout the trip and brings the envelope back to me when he returns to fill out his reimbursement. I recently filled out a more detailed one page itinerary for another one of our executives with all her information of where she needed to be – flight numbers, hotel details etc. She preferred this method and I sold her on the clear envelope to carry everything in.

Great tip. Thanks for sharing, Lisa!

This is what I do, Lisa.

This is great! Thank you :)

You’re welcome, Carole! How often do you plan business travel?

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August 17, 2023

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Business Executive Travel Tips and Tricks

Bullets, Band-Aids and everything in between: safety insights for executive travelers everywhere.

When company executives head out on the road, the stakes are extremely high. The reputation of the company, the brain power behind its success, the public-facing persona —it’s all on the line. And these days, when the world has so much access to the lives of the rich and famous, protecting executives is especially complex

Here are the potential pitfalls of modern executive travel and tips for how to mitigate them.

The Basics Can Bite You

Despite their success or celebrity, when an executive goes out into the field, they are ultimately still just a person, susceptible to the most basic risks of health and safety as any other person. A blistered foot can turn into an infection. Food borne illness can strike. Don’t let something minor take down the figurehead of your company.

It’s the responsibility of the company’s risk manager to take into account even the most basic scenarios. They need to make sure the team is equipped with a first-aid kit that can cover anything from minor scrapes to food poisoning. When the risk manager covers off on these basics, executives will be comfortable in the small ways that make a real difference on an important work trip.

Be Ready for Serious Medical Emergencies

Before leaving for the trip, make certain the entire security team is aware of any concerns in the executive’s medical history. Do they have chronic back problems? What is your plan if they do? Are they diabetic or hypoglycemic? Make sure you have necessary supplies like insulin and nourishing snacks on hand. These illnesses can be particularly hard to manage internationally, where medical supplies and resources may be less readily available. This is especially true in remote locations where medical services may be limited.

Increasingly, the best executive protection teams include a medical professional in case serious medical emergencies occur.

Cybersecurity

“Business executives are among the biggest targets of phishing and whaling attacks, in large part because they have such a high level of access to important data,” said CSO Online .  “It’s vital that executives know what to look for that would indicate such an attack.”

This is especially true when executives travel to countries where internet connections are not as stable.

Protection against cyber crime starts before the trip begins by educating executives about digital security. Cyber security refers to every aspect of protecting an organization, its employees and their digital assets against cyber threats. As cyberattacks become more common and sophisticated and corporate networks grow more complex, a variety of cyber security solutions are required to mitigate corporate cyber risk.

Threats can often come from email. Modern email clients can make it easier to tell when a message comes from outside the organization but, according to Andrew Ellis, CSO at Akamai Technologies, a provider of content delivery network services, not all do. “Consider advising your company to tag, or change colors, of all messages from outside the company.”

Kidnappings and Shootings

Kidnappings and assassinations are perhaps the most feared risks of any executive travel. To protect against these extreme scenarios, the key is to avoid the risk altogether.

“A security detail is inherently proactive, meaning that it travels ahead of your team to evaluate the level of security of your destination and, if necessary, change plans. Of course, they can also respond to crises, but avoidance is the top goal,” said Harding Bush, a former Navy SEAL and senior manager for security operations at Global Rescue. He is also an expert in high-risk travel, cultural awareness, crisis preparedness, leadership and operational planning.

Cultural Awareness Is Protection

If your executive is headed to another country, they need to be briefed about cultural differences and taboos in advance. If they are not clued into these realities, their behavior could garner disrespect from the locals on the ground and put them at a greater risk.

This is especially important if your executive’s gender, lifestyle, political or religious beliefs put them in conflict with the prevailing cultural norms of the business trip designations.

[Related Reading: Better Awareness, Safer Travel ]

Get Executives on Board

In order for any of this to work, executives need to be bought in.

CSO Online states, “Teaching the executive how to remain safe, emergency procedures, expectations from the security detail, and familiarization with protocols can be a tremendous asset in an emergency.”

Make sure your executives are briefed on the plan and are ready to follow the procedures set in place. This will increase safety and productivity, allowing business objectives to be met even in challenging and remote locations.

A Plan With No Omissions

“Corporate liability extends to omissions as well as negligence,” TravelPerk reported.

That’s why you need a partner to help you think through a comprehensive executive protection plan. Global Rescue is that partner.

Our team of security and medical experts can help you create and execute a plan with no omissions. The safety of your people and the reputation of your company depend on it.

Contact Global Rescue about traveler medical and security protection membership opportunities today.

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Navigator Blog   >   How Your Travel Policy Should Address C-suite Needs

How Your Travel Policy Should Address C-suite Needs

Since the onset of COVID, most corporate travel programs have focused on issues like traveler safety, navigating international restrictions, and conducting business virtually. Post-pandemic, businesses are re-evaluating policies and placing a renewed focus on the value of face-to-face meetings.

Now more than ever— as business travel bounces back to pre-pandemic levels —executive travel is included in the “mission critical” category. The key to C-suite travel success is a strong travel policy that fully addresses a wide spectrum of domestic and global considerations. Specific traveler needs and preferences along with policy inclusion are essential.

Below we have provided guidance within a few key areas to help you assess and implement efficient and comprehensive travel policies for VIPs.

Risk Management for VIP Travelers

VIP considerations extend far beyond premium amenities and exclusive service elements. While traveler experience is important, one of the most vital factors within travel policy is risk management to ensure that your executive team members stay safe.

Top situations that demand a thorough risk management policy include terrorism, areas of political unrest, cyber-attacks abroad, extreme weather conditions, and COVID outbreak areas. A prime preventative policy measure lies within planning for the worst-case scenario, such as including a stipulation that requires key executives travel on different flights. In this case, if a major incident or accident occurs, other leaders are readily available to keep the corporate engine running.

Duty of Care is also a major consideration within all levels of employee travel, especially within the executive travel realm. C-level executives have tight deadlines, intricate schedules, and provide thorough oversight and direction for all big picture elements. Missed flights, unexpected illness, lost passports, and major accidents can affect a company’s bottom-line yielding a greater need for high standards.

Direct Travel’s Chief Technology Officer, Daryl Hoover, touched on this topic in relation to human equity as part of a recent a DirectLive webinar saying , “It’s not only about being able to deliver services and help keep employees safe. We’re also improving the traveler experience and reinforcing the value that companies place on their most valuable assets—their people.”

C-suite Travelers and Policy

Business unit managers and C-suite team members have specific travel needs due to stakeholder obligations and contributions that hold quantifiable value for their company’s bottom line. Industry experts highly recommend evaluating VIP specifications and needs separately from other employees for the following reasons:

Members of leadership are primarily responsible for exploring new markets.

Managers need to be on the frontline of business negotiations and decisions; this is more effective “in-person.”

Executives are brand ambassadors at the highest level and excellent relationship managers.

To ensure VIP traveler satisfaction, travel managers can book business-class plane tickets and make exclusive hotel reservations. Companies can also include larger per diems within policy and issue corporate credit cards with specific guidelines for charges. Additionally, travel managers can foster executive travel satisfaction by expanding the preferred hotel list to include a wider variety of prestige hotels. Boutique properties cater to C-suite travelers in a myriad of ways that make conducting business easier and provide the level of sophistication needed for executives.

Another primary way to enhance executive travel is by including VIP needs and expectations within your travel policy evaluation. Crucial VIP input and feedback is important at all levels of travel policy development and implementation. Travel managers can provide due diligence by assessing upper management and C-level needs as quickly as possible. When executives have an active role in policy creation, they are more assured about the budget and can travel seamlessly.

High-Touch Service for Travel Managers

Preparing for every contingency can be a major challenge for travel managers but partnering with a Travel Management Company (TMC) can deliver access to technologies and support needed to manage executive travel with ease.

Your organization’s corporate travelers deserve responsive support 24/7, regardless of location. No matter what happens, our advisors are ready to help. Our expert staff can manage everything from flight booking to last-minute updates to a global itinerary. We understand that timing is everything in business and that’s why we make sure your VIP travelers never have to wait for assistance.

Booking executive travel requires in-depth industry knowledge and expertise as well as dedication to personalized service. To learn how to optimize C-suite travel at your organization, speak with a Direct Travel advisor today.

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How to create a travel profile for your executive

Let’s start 2020 off with a bang by giving you some useful advice to help you better plan your executive’s travel.

If you haven’t traveled much for business, you may believe that a business trip is nothing more than a vacation with meetings. It may seem glamorous and luxurious. For many leaders, it’s quite the opposite.

Jet lag, back-to-back meetings, noisy hotel guests, flight delays and little recovery time paint a more accurate picture of the weary business traveler. Traveling for work demands that your leader be sharp when it counts. Constant business travel is, quite often, very taxing on a person. Business trips are typically high-pressure, high-stakes events. If they weren’t, your leader probably wouldn’t need to fly across the country.

Developing a keen understanding of what life on the road is really like, even if you don’t travel much yourself, is an incredibly important skill to master in order to effectively plan your leader’s business trips.

First and foremost, you must understand that travel planning is a cognitive task. Travel websites may be able to produce refined lists from an immense amount of data, but they simply cannot consider every single vital element that you, a human being, can. You know your leader. You understand what they need. Use that know-how when you plan their travel and allow that understanding to work for you.

It’s a good idea to prepare a travel profile for your leader. This can be a simple Word document that you maintain that outlines your leader’s travel preferences, quirks and common requests. Check off important items in your document like:

1. Preferred airlines, hotels and ground transportation companies (and any rewards numbers/profiles associated with these).

2. Desired airplane seating location, such as aisle or window.

3. Desired destination information like local tailors, gyms or places of worship.

4. Favorite restaurants, by city.

5. Times they prefer to dine.

6. Food restrictions.

7. Hotel “must-have” lists like gym, pool or concierge.

8. Preferred arrival and departure times.

9. Emergency contact list.

10. How independent they are or are not as a traveler.

11. How tech savvy they are.

12. What times they like to touch base with you while traveling.

13. What type of updates they prefer to receive about the office while they are traveling.

14. Willingness to not fly direct.

15. How much time should be allowed before scheduling a meeting after their return.

WHAT TO READ NEXT

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• Corporate Finance

Corporate Business Travel: Everything You Need to Know

Katie Miller is a consumer financial services expert. She worked for almost two decades as an executive, leading multi-billion dollar mortgage, credit card, and savings portfolios with operations worldwide and a unique focus on the consumer. Her mortgage expertise was honed post-2008 crisis as she implemented the significant changes resulting from Dodd-Frank required regulations.

Corporate business travel involves the movement of individuals representing their organizations for work-related reasons. Whether it’s attending client meetings, industry conferences, or sealing business deals, this practice covers a range of activities essential for professional growth.

In the interconnected global business environment, where face-to-face connections matter, corporate business travel plays a central role in sustaining and expanding enterprises across borders. Businesses face challenges in optimizing this crucial element of their operations. Strategic considerations must be taken into account to use this element of business to its greatest potential.

Key Takeaways

• Corporate business travel can unlock new opportunities for business growth, offering the possibility of reaching new markets, connecting with a wider pool of prospects, or developing brand presence and reputation.
• Traveling for business has many benefits for individuals as well, providing them the chance to meet fellow employees, grow their career by participating in different opportunities, and network within the industry, not to mention experience new destinations.
• Business traveler safety and security are top priorities during corporate travel.
• To ensure that travel goes smoothly and stays within budget, companies should implement corporate travel policies and best practices for employees traveling on behalf of the company.

Importance of Corporate Business Travel

There are many business-related reasons to travel. It can encourage team building, promote learning, offer different perspectives, provide connection to a wider network, open up new markets, and drive sales. And whether or not the trip is for a specific purpose (such as a conference or a retreat), the benefits for employees and companies alike can extend beyond the stated intent of the trip, building confidence, cultural competency, relationships, and company reputation.

Many employees consider the opportunity to travel for work a desirable job perk, as it can offer the chance to venture somewhere that they may not ordinarily go, or to have a trip paid for by their company. And although expenses are associated with travel from a corporate perspective, they may be well worth the return on investment in terms of potential leads or sales—plus, many travel expenses are tax- deductible .

Types of Corporate Business Travel

Corporate travel can take many forms, including the chance for employees and executives to attend events, such as meetings, conferences, industry networking sessions, and fairs. Or a trip may take advantage of educational opportunities such as training sessions, seminars, and workshops. Retreats and guided trips can make for valuable team-building time in new contexts that unlock different perspectives and strengthen working relationships.

Businesses may send their employees to a different location to network, sell, teach, learn from, or generally connect with external contacts or internal employees in regional offices, or to act on behalf of the company in some way.

Additionally, from a client perspective, business travel may occur as a form of due diligence , ensuring that your vendors or suppliers are legitimate, legal, and compliant organizations—for example, traveling for regular audits to confirm that what you think is happening at your supplier organizations is actually happening.

Creating a Corporate Travel Policy

From a company perspective, travel can be a challenge to administer and manage . Costs can easily balloon out of control; travel logistics can be time-intensive to arrange; employees traveling on behalf of the company must be granted a great deal of trust; and like any form of travel, business travel can open up risks to safety, security, and health.

No matter the size of the business or the frequency or complexity of travel, a corporate travel policy can be a helpful tool for any company to set expectations for its employees, communicate guidelines and processes, keep expenses within budget, and streamline booking and logistics.

In creating a corporate travel policy, companies might consider the following for both domestic and international travel, as applicable:

• Purpose(s) of travel
• Which employees are eligible to travel
• Booking and expense approval processes
• Risks and liabilities of travel and how to manage them
• Expectations for employee behavior, including acceptable and secure uses of technology, personal vs. leisure time, communication, and entertainment while traveling
• Eligible expenses for employees while traveling, including per diem rates if applicable
• Determine if employees will be reimbursed for their expenses or given a corporate credit card to use
• Financial tracking, record-keeping, and reimbursement processes
• Acceptable booking practices and costs, including preferred agents or vendors
• Travel insurance

Of course, policies must also be communicated and enforced to ensure compliance and fairness. Including a travel policy as part of a corporate handbook or reviewing it in an onboarding or training module can be a good way to ensure that all employees receive and understand the information. Making it easily accessible for future reference on a shared drive or company portal will encourage employees to refer to it often.

Business travel managers estimate, on average, that spending on domestic and international corporate travel is at 77% and 74%, respectively, of where it was before the COVID-19 pandemic.

Setting a Corporate Travel Policy

Corporate Business Travel Best Practices

There are many best practices that both employees and companies can keep in mind around corporate business travel to ensure that it is a successful experience. These encompass everything from administration and financing to employee behavior and well-being.

Booking Corporate Travel

Booking travel can be labor-intensive and time-consuming. To improve the booking process, save on costs, and streamline expense reporting, it can be helpful to designate preferred travel agencies, online platforms, vendors, and lodgings for employees and executives to book with. If the size of the company allows, it can also be helpful to hire an employee or team specifically to oversee and administer corporate travel, or designate this duty as part of an employee’s broader job description.

Managing Travel Expenses and Budgeting

There are many financial considerations when it comes to corporate business travel, and expenses and budgets must be carefully managed to keep costs under control. Many travel expenses are tax-deductible and can be written off, representing potentially significant savings for a company. Setting a budget and clear guidelines for employees about what can be an expense and what cannot is a must, as is creating and enforcing policies and procedures around tracking and reporting expenses.

Many corporate credit cards offer travel rewards and cost-saving opportunities for business travel, as do many other vendors and suppliers in the corporate travel industry. Businesses can take advantage of these to reduce inefficiencies and save on costs.

How to Manage Corporate Travel

Ensuring Traveler Safety and Security

As with any trip, business trips are not without safety and security risks, including the potential for political or civil unrest, crime, illness, injury, accidents, emergencies, natural disasters, cybersecurity breaches, or theft.

To protect their employees against unexpected and undesirable circumstances, at a minimum, businesses will want to have a travel insurance plan in place. It’s also helpful for businesses and employees to undertake some form of travel risk assessment to aid them in navigating potential risks, and outline safety and emergency preparedness guidelines within a corporate travel policy.

Employees should also know how to call if something goes sideways, such as hotel booking issues. A travel agent? A supervisor? If there’s a hurricane, you don’t have a car, and your flight is canceled, can you book another last-minute flight to get around the weather to get home? These details should be planned ahead for.

Maximizing Productivity During Business Trips

The overlap of business and leisure, sometimes referred to as “bleisure,” is one of the main draws of corporate business travel. However, there can also be pitfalls associated with this gray area. It can be difficult to stay productive while working remotely, whether due to the many distractions of a new environment (positive and negative), or because the trip entails an increased workload or time spent away from day-to-day job duties.

Employees looking to manage their time efficiently while away should get clarity on the intended purpose and expected outcome of their trip, and their employer’s and teammates’ expectations for their workload and communication frequency. They can also plan ahead to make the most of their travel time and downtime, and anticipate time zone differences to ensure smooth communication and adjustment to jet lag.

It’s important for employees to maintain work-life balance while traveling on behalf of work. Researching food, entertainment, and fitness options and preparing accordingly can pay off in terms of mental and physical wellness, especially for frequent travelers.

Tips for Business Travel Etiquette

Traveling anywhere, whether domestically or internationally, comes with responsibilities and expectations regarding employee behavior. Perception is one of the most important factors to remember when traveling as a representative of your company. You represent your company out in the public, so you need to ensure you’re displaying any key values that your company represents when interacting with vendors, clients, and peers.

This applies to cultural sensitivity as well. Travelers should do research in advance of their trip to ensure that they can be mindful of local customs and professional etiquette and behave with awareness and respect. Even the basics, such as learning appropriate forms of greeting or how to handle money and payment, and committing a few common words or phrases to memory can go a long way toward demonstrating good intentions and building a new relationship across cultures.

Sustainable and Responsible Business Travel

Recognizing that corporate travel can have a negative impact on the environment, many businesses and individuals are reexamining their travel practices and policies to see where they can make improvements. One example is reducing emissions by booking different means of transportation when possible. In general, seeking out vendors or companies that promote sustainable travel practices and responsible tourism, and that support local communities and ecosystems, can be a good first step to reduce environmental impact.

Technology and Tools for Corporate Business Travel

Software and technology tools can be immensely useful across all aspects of corporate business travel. Travel management and booking platforms; apps for tracking expenses, navigation, or converting currency; and translation and communication tools are all things that employees and businesses alike can take advantage of before, during, and after traveling.

When it comes to technology, it’s important to account for cybersecurity risks and only bring what is necessary to reduce the potential impact of damage, loss, or theft.

Managing Business Travel Expenses

What Is an Example of Corporate Business Travel?

There are many work-related reasons to travel, but many businesses will have their employees travel for conferences, events, sales and networking, seminars, meetings, team building, retreats, and to open up new business growth potential.

How Does Corporate Business Travel Work?

Corporate travel is simply travel for business-related purposes, so the nature of the trip will depend on its length and purpose. Companies whose employees travel frequently on behalf of the business should consider creating a corporate travel policy with information and guidelines for their employees.

Who Handles Corporate Business Travel?

Some businesses employ internal teams or individuals to manage corporate travel and business trips. At other times, employees are responsible for making their own arrangements within guidelines laid out by the company. There are also corporate travel agencies that businesses can leverage to streamline and optimize their bookings and costs.

The Bottom Line

Corporate business travel can be an invaluable path to both business growth and individual career development, building strong relationships and teams. No matter what form it takes, it’s prudent for companies to collect, implement, and communicate best practices for business travel to their employees in a company handbook or corporate travel policy. This should incorporate areas such as expense and booking management, safety and security, productivity, sustainability, technology, and employee behavior and etiquette.

Michela Buttignol / Investopedia

Internal Revenue Service. “ Understanding Business Travel Deductions .”

Global Business Travel Association. “ GBTA Business Travel Industry Outlook Poll .”

Harvard Business Review. “ How to Work and Travel at the Same Time .”

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What is Executive Aviation?

Written by Christina on 09/30/2020 . Posted in Executive Jet Charter .

Executive aviation is a private jet experience geared solely toward individuals with executive-level positions. The entire flight experience is customized to your liking and features various additional amenities to increase your productivity while airborne. Our company goes the extra mile to provide attention to every detail you could think of and more.

Why Choose Our Executive Aviation Services?

Our executive aviation services are unmatched in cleanliness, amenities, and efficiency. We offer 24/7 support from our company to assist you with anything we can. Along with our 24/7 support, we offer VIP-level facilities such as private bedrooms, walk-in showers, and spacious cabins.

We make it a point to provide a stress-free environment, allowing you to relax and stay as productive as you would like to be at 30,000 feet. When flying with a commercial provider, you will never have the flexibility of our facilities.

How Do We Provide You with the Best Experience?

We provide you with the best executive aviation experience by leaving control and customization of your flight in your hands. Our unique experience allows you to control your complete itinerary, have access to our 24/7 support team, offers extensive cleaning before your flight, and the ability to choose which jet you will be flying on.

Travel Itinerary

Your travel itinerary can be customized in total accordance with your needs and specifications. Are you on a tight schedule and need leave at a highly specific time? We can fully accommodate your schedule and give you the choice of when and where your executive flight will go.

Cleaning Procedures

Given the severity of the COVID-19 global pandemic, we take cleanliness on our flights with the utmost seriousness. Premier Private Jets has partnered with PermaSafe to provide our clients with the safest and cleanest air possible. We also use PermaSafe to provide protection against any bacteria and viruses that could potentially get you sick. The health and safety of our clients is our top priority.

Our unique cleaning procedures make us the leading choice for a safe and comfortable environment when flying on an executive jet. When taking our safety measures into account, you can always know that you will be flying in the cleanest environment possible.

Our 24/7 Support

Will you be booking a conference room or a dinner reservation at your destination? Our 24/7 support team has the connections to facilitate those for you and more. When choosing your jet, you will find that our team is well-equipped to decide which executive aircraft is the best fit for your travels.

Along with these services, our team can completely customize the flight to your liking, down to every last detail. These customizations options will vary depending on whether you will be using the unique business facilities that we have onboard.  

Increase Your Efficiency on Our Flights

When comparing our flights to traditional flight experiences, you will find that they are truly unmatched. Some individuals find even private flying stressful, and at Premier Private Jets we know how to create the most comfortable experience for you. 

Our executive jets feature various business-oriented amenities, allowing you to experience the same productivity as you would if you were on the ground. Would you prefer to relax during your flight? We offer the comfort of a private bedroom. Are you on a deadline and have time-sensitive work related to your business? We provide the essential services you need to stay productive in the air, such as high-speed WiFi.  

Our Executive Jet is the Right Choice for You

We are the leading service provider in giving our executive customers the complete private jet experience. Our luxury amenities include grooming facilities, private suites, spacious cabins, and more.

Our extensive cleaning procedures allow us to confidently say that we provide the safest private flying experience currently available. Flying with Premier Private Jets is the best choice for anyone looking to have an authentic executive aviation experience.

Are You Ready to Fly with Premier Private Jets?

There is no alternative to Premier Private Jets if you genuinely want to get the best executive flight experience. Our attention to detail, cleanliness, and VIP-level facilities make us the leaders in business travel. Our 24/7 team is ready to take care of any additional requests you may have about your future executive flight. Our flights feature all the amenities you could want while you are in the air.

Contact us today to speak to a team member who will help curate the perfect jet to match your needs.

Premier Private Jets 2580 SE Aviation Way Stuart, FL 34996

(866) 612-1122 [email protected]

Executive Travel is committed to providing world class, personal and professional travel management services that “WOW” our customers. We are people centric, service focused and technology driven.

Travel impacts every part of an organization and the complexities of managing a travel program continue to increase each year. The mission at Executive Travel is to “Simplify Travel” for all stakeholders at every stage. Our Core Values drive this mission and are the foundation of our continued success.

Travel planning can be a complex process and Executive Travel is committed to simplifying it for you. For thirty years we have been providing the best in travel planning for companies and leisure clients. Our goal is to enable you to relax and focus on the enjoyment of the experience without the hassle and worry of managing all the details.

THE THREE PILLARS OF SIMPLIFYING TRAVEL

TRAVEL PROGRAM MANAGEMENT

Executive Travel manages the evolution of your travel program with comprehensive business planning, targeted measures of success, and dynamic business reviews.

TRAVELER EXPERIENCE

Best in Class travel programs are built around the traveler experience. Our industry leading 91 Net Promoter Score speaks volumes.

ETINTELLIGENCE

ETIntelligence is both our methodology and suite of proprietary and 3rd party products and services that drive our clients travel programs.

HOW ARE WE DIFFERENT? OUR SEVEN COMPETITIVE ADVANTAGES

What makes us different? Listed below are videos of seven major competitive advantages that Executive Travel offers compared to other travel management companies.

Our blueprint for up to 25% savings

The marriage of travel service & security

Our tactical 10 point business plan

Zero full service & online transaction fees

Platinum advisor service (VIP service without the VIP cost)

World-class hotel sourcing

ETSATISFACTION

It’s not what you say that matters, it’s what you do

TRAVEL MANAGEMENT COMPANY COMPARISONS

Check out how we stack up against the competition.

COST SAVINGS

Account management, traveler services & support, executive club vip service, travel management service, mobile app features, executive club vipservice.

Executive Travel engaged Zulu Solutions to compare travel management company’s competitive advantages in 2019. If you have questions or identify information that needs to be updated please contact us at [email protected]

EXECUTIVE TRAVEL BY THE NUMBERS

TRAVEL BOOKED

NET PROMOTER SCORE

AVERAGE HOTEL NIGHT SAVINGS

CLIENT RETENTION RATE

What our clients say about us.

Corporate Travel Manager

“For over ten years ACI Worldwide has been fortunate to partner with Executive Travel for its business travel needs. They have always provided professional, friendly service to our travelers while delivering cost savings to our company’s bottom line.

As ACI’s Corporate Travel Manager, I appreciate the way Executive Travel’s management listens to my needs with an open mind and delivers workable solutions quickly and efficiently. Their team approach to working with us has been key to our travel program’s success and I highly recommend them.”

“Now, more than ever, a strong relationship with your travel management company is a must! Executive Travel has always gone above and beyond. In my experience, they listen to customers’ needs, they tailor each program, and they “walk the talk” — always championing clients’ best interests!! Being incredibly flexible to support the industry, they are prepared to handle the new normal.”

Enterprise Travel Manager

“We continue to rely on Executive Travel to provide the most technological way of doing things.”

Travel & Expense Compliance Specialist

“Our partnership with Executive Travel supports our travel program and gives us access to discounted hotel pricing and negotiated rates for our preferred hotels. We’ve been able to reduce our spend on air travel and car rentals with our preferred vendors with the help of Executive Travel. In addition, our business travelers have direct access to an agent whenever they need it – whether they have to book a flight or are stuck at an airport and need to get home. This saves our travelers time and frustration.

We value Data Axle’s partnership with Executive Travel and look forward to our continued alliance.”

Category Manager – ROI

“Executive Travel has been a long-standing partner of ours for corporate travel management. I can’t say enough about the customer service and willingness to help our travelers at all costs. We are lucky to work alongside such a diligent, committed team!”

Christina M.

Travel & Expense Manager

“ETI has been a wonderful partner with GDT for all of our travel needs. They are available to help with anything I need as a travel manager and always very prompt. I would highly recommend them to anyone that is looking for an awesome travel management company relationship.”

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Travel Executive Job Description

Travel executive duties & responsibilities.

To write an effective travel executive job description, begin by listing detailed duties, responsibilities and expectations. We have included travel executive job description templates that you can modify and use.

Sample responsibilities for this position include:

Travel Executive Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Travel Executive

List any licenses or certifications required by the position: AED, CPR, TR, CPM, MBA, HACCP

Education for Travel Executive

Typically a job would require a certain level of education.

Employers hiring for the travel executive job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Marketing, Business/Administration, Business, Hotel and Restaurant Management, Education, Graduate, Management, Hospitality, Finance, Journalism

Skills for Travel Executive

Desired skills for travel executive include:

Desired experience for travel executive includes:

Travel Executive Examples

• Microsoft Word (.docx) .DOCX
• PDF Document (.pdf) .PDF
• Image File (.png) .PNG
• Bi-Monthly review of promotion reserves and reallocation as needed
• Maintain Product Assortment and update changes as needed
• Work with Pricing Analysts to ensure new product price list are issued on a timely manner for retailers’ order purchase
• Analyze market trends and competitors by tracking new products and market development
• Assist RMM with conferences and marketing presentations
• Establish good relationship with all Asia Pacific affiliate Marketing Executives and Managers
• Assist RMM on preparation of background sales information for forecasting of all saleable and non-saleable products
• Works with RMM to ensure timely turnaround of Promotional Inventory Report and action plan for Promotional Reserve Excess Report and Top 30 Excess List
• Digital Marketing – To work with RMM and the Corporate Digital team to ensure timely receipt of online assets for select retailer sites and work on any related issues
• Perform excel upload for Singapore, Thailand and Oceania claims into SAP
• Ability to work well in a team environment being independent
• Highly proficient in MS Office and MS Project or Project Management related software
• Position requires 10+ years experience in Marketing or related field
• Ability to achieve performance goals and meet deadlines in a fast paced global environment
• Associate’s or Bachelor’s degree in Business Administration or related field or 4 yrs
• Provide the needed administrative support to ensure effective and efficient meeting and event planning
• Develop strategic advisory partnerships with divisions and functional leadership
• Effectively enable Firmwide divisional leadership to manage demand for travel services through the use of data, metrics and travel drivers/behavioural intelligence
• Provide industry advisory services to the firm’s banking and research functions
• Influence travellers, travel approvers and travel arrangers in making time efficient commercial decisions through the use of processes, messaging and tools that support traveller behaviour optimization
• Partner with the global travel commercial manager, finance, accounting services and procurement to agree and deliver Firmwide expense initiatives and policy changes in the region
• Manage regional supply/vendor expense in conjunction with the global travel commercial manager to control policy and reduce the total cost of trip within the region
• Increase the operational efficiency for all functions providing travel services balanced with the further enhancement of the end to end trip experience for business users
• Share knowledge, experiences and best practice within and across Global Travel, Finance and Procurement teams
• Assist Account Manager to analyse customers’ targets, forecast projections and A&P budget
• Assist Account Manager to validate business plan & marketing plans
• Strong academic record with minimum Masters in Business, Economics or a related discipline
• Very strong experience in commercial management and procurement in the services sector within investment banks
• Experience of vendor management which includes performance monitoring
• Excellent client management skills and extensive experience in managing multiple global stakeholders at all levels
• Strong influencing skills combined with extensive commercial and negotiation experience
• Strategic thinker with organizational skills to drive multiple initiatives through to conclusion
• Represent WSJ Ad Sales as the face of Travel during day to day selling and at industry events
• Grow advertising revenues across the Travel category by coordinating sales efforts across the WSJ Global franchise • Maintain and grow individual travel account list including advertising agencies and clients
• Coordinate and execute the preparation, documentation, and presentation of sales packages
• Travel to various markets around the country to meet with potential clients and help grow local restaurant networks
• Actively lead and manage US Business Travel-related Operations including business processes, systems and controls to effectively deliver complex Business travel tax work, responsible for a small team of direct reports
• Responsible for day to day oversight of third party vendor’s service center and ensuring JPMC controls are performed to sustain employee experience and quality
• Define and manage global operations metrics and reporting to ensure delivery against Program objectives, and while supporting regional management reporting needs
• Establish data integrity, quality assurance and control processes to ensure data movement is secure, flowing correctly, and supports accuracy of calculations
• Lead planning and execution of US BT Operations process and system testing including vendor change requests, while working with technical resources
• Reservations for the Office of the CEO and other VIP level TSM’s, domestic and international (air, car, hotel, private villas)
• Professional and measured approach that has current credibility within industry and peers
• Knowledge of airline systems such as Abacus, Amadeus and/or
• Able to use computer systems comfortably
• International sales experience in the beauty industry, preferably in Travel Retail
• Minimum of 2 years relevant beauty brand related
• Ability to take ownership of problems and coordinate appropriate internal resources to help solve client issues effectively
• Research customized information for VIP utilizing other resources such as American Express Platinum Desk and Andrew Harper
• Chartering of private aircraft to include booking, catering, and flight following
• Airport “meet and greet services”
• Maintains CEO and family members client profiles, ensuring special requests and frequent flyer
• Assists with acquiring passport, passport renewals and visas
• Maintain Personal and Corporate refund logs for Office of CEO
• Maintain Excel spreadsheet of all charters and commercial flights taken by CEO and Spouse
• Maintain strict confidentiality of executives travel information
• Reservations – domestic and international (air, car, hotel, - online and GDS)
• Direct billing vendors as required
• Strong results orientation, with the commitment and drive to achieve a retention goal in a competitive business environment
• Excellent communication skills at all levels and ability to adapt a communication style depending on audience while maintaining a professional and credible demeanor
• Exposure to Communications and Public Relations
• Event management (press events, fairs)
• Self-runner, independent
• Informing skills
• Building and updating profiles in Concur
• Ensure timely issuance of TR APAC-specific Marketing Calendars, Visualization Calendars and Newness and Basic assortments to the team by working hand in hand with TR Worldwide team and Logistics
• Assist RMM in evaluating launch strategy by market and feedback to NY
• Work closely with VM to develop locally relevant POS materials or adapt NY materials where necessary, including coordination of translation and production
• Determine allocations per door for newness and communicate to sales team
• Communicates with NY TR and distribution centre to monitor shipping dates and maintain allocation sheets and monthly report to identify potential inventory issues
• Directly responsible for the assigned travel agency outlets’ top line performance with focus on meeting – and exceeding – revenue budget targets
• Under guidance from management, perform analysis on sales results to determine best course of action to meet sales targets
• Reach sales goals within agreed underwriting, risk profile, and expense guidelines
• Administrative tasks which could include, and are not limited to, the organization of promotional events, samples ordering process, updating master data, database maintenance, artworks
• 5 to 7 years of related experience in the digital or media industry
• Strong knowledge of skincare, makeup artistry skills
• Excellent destination information with a passion for leisure travel product knowledge
• Actively scan the Benelux online & leisure travel market to identify business needs & sales opportunities
• Generate & follow-up on sales leads & opportunities for the development of new business offerings or enhancement of existing business
• Actively support the Sales Manager & the sales team in complex sales processes related to online & leisure travel customers in order to secure profitable sales & realistic delivery commitments

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Biden-Harris Administration Announces Final Rule Requiring Automatic Refunds of Airline Tickets and Ancillary Service Fees

Rule makes it easy to get money back for cancelled or significantly changed flights, significantly delayed checked bags, and additional services not provided  

WASHINGTON – The Biden-Harris Administration today announced that the U.S. Department of Transportation (DOT) has issued a final rule that requires airlines to promptly provide passengers with automatic cash refunds when owed. The new rule makes it easy for passengers to obtain refunds when airlines cancel or significantly change their flights, significantly delay their checked bags, or fail to provide the extra services they purchased.

“Passengers deserve to get their money back when an airline owes them - without headaches or haggling,” said U.S. Transportation Secretary Pete Buttigieg . “Our new rule sets a new standard to require airlines to promptly provide cash refunds to their passengers.”  

The final rule creates certainty for consumers by defining the specific circumstances in which airlines must provide refunds. Prior to this rule, airlines were permitted to set their own standards for what kind of flight changes warranted a refund. As a result, refund policies differed from airline to airline, which made it difficult for passengers to know or assert their refund rights. DOT also received complaints of some airlines revising and applying less consumer-friendly refund policies during spikes in flight cancellations and changes. 

Under the rule, passengers are entitled to a refund for:

• Canceled or significantly changed flights: Passengers will be entitled to a refund if their flight is canceled or significantly changed, and they do not accept alternative transportation or travel credits offered. For the first time, the rule defines “significant change.” Significant changes to a flight include departure or arrival times that are more than 3 hours domestically and 6 hours internationally; departures or arrivals from a different airport; increases in the number of connections; instances where passengers are downgraded to a lower class of service; or connections at different airports or flights on different planes that are less accessible or accommodating to a person with a disability.  
• Significantly delayed baggage return: Passengers who file a mishandled baggage report will be entitled to a refund of their checked bag fee if it is not delivered within 12 hours of their domestic flight arriving at the gate, or 15-30 hours of their international flight arriving at the gate, depending on the length of the flight.  
• Extra services not provided: Passengers will be entitled to a refund for the fee they paid for an extra service — such as Wi-Fi, seat selection, or inflight entertainment — if an airline fails to provide this service.

DOT’s final rule also makes it simple and straightforward for passengers to receive the money they are owed. Without this rule, consumers have to navigate a patchwork of cumbersome processes to request and receive a refund — searching through airline websites to figure out how make the request, filling out extra “digital paperwork,” or at times waiting for hours on the phone. In addition, passengers would receive a travel credit or voucher by default from some airlines instead of getting their money back, so they could not use their refund to rebook on another airline when their flight was changed or cancelled without navigating a cumbersome request process.  

The final rule improves the passenger experience by requiring refunds to be:

• Automatic: Airlines must automatically issue refunds without passengers having to explicitly request them or jump through hoops.   
• Prompt: Airlines and ticket agents must issue refunds within seven business days of refunds becoming due for credit card purchases and 20 calendar days for other payment methods.  
• Cash or original form of payment: Airlines and ticket agents must provide refunds in cash or whatever original payment method the individual used to make the purchase, such as credit card or airline miles. Airlines may not substitute vouchers, travel credits, or other forms of compensation unless the passenger affirmatively chooses to accept alternative compensation.    
• Full amount: Airlines and ticket agents must provide full refunds of the ticket purchase price, minus the value of any portion of transportation already used. The refunds must include all government-imposed taxes and fees and airline-imposed fees, regardless of whether the taxes or fees are refundable to airlines.

The final rule also requires airlines to provide prompt notifications to consumers affected by a cancelled or significantly changed flight of their right to a refund of the ticket and extra service fees, as well as any related policies.

In addition, in instances where consumers are restricted by a government or advised by a medical professional not to travel to, from, or within the United States due to a serious communicable disease, the final rule requires that airlines must provide travel credits or vouchers. Consumers may be required to provide documentary evidence to support their request. Travel vouchers or credits provided by airlines must be transferrable and valid for at least five years from the date of issuance.

The Department received a significant number of complaints against airlines and ticket agents for refusing to provide a refund or for delaying processing of refunds during and after the COVID-19 pandemic. At the height of the pandemic in 2020, refund complaints peaked at 87 percent of all air travel service complaints received by DOT. Refund problems continue to make up a substantial share of the complaints that DOT receives.

DOT’s Historic Record of Consumer Protection Under the Biden-Harris Administration

Under the Biden-Harris Administration and Secretary Buttigieg, DOT has advanced the largest expansion of airline passenger rights, issued the biggest fines against airlines for failing consumers, and returned more money to passengers in refunds and reimbursements than ever before in the Department’s history.

• Thanks to pressure from Secretary Buttigieg and DOT’s flightrights.gov dashboard, all 10 major U.S. airlines guarantee free rebooking and meals, and nine guarantee hotel accommodations when an airline issue causes a significant delay or cancellation. These are new commitments the airlines added to their customer service plans that DOT can legally ensure they adhere to and are displayed on flightrights.gov .  
• Since President Biden took office, DOT has helped return more than $3 billion in refunds and reimbursements owed to airline passengers – including over $600 million to passengers affected by the Southwest Airlines holiday meltdown in 2022.   
• Under Secretary Buttigieg, DOT has issued over $164 million in penalties against airlines for consumer protection violations. Between 1996 and 2020, DOT collectively issued less than $71 million in penalties against airlines for consumer protection violations.  
• DOT recently launched a new partnership with a bipartisan group of state attorneys general to fast-track the review of consumer complaints, hold airlines accountable, and protect the rights of the traveling public.  
• In 2023, the flight cancellation rate in the U.S. was a record low at under 1.2% — the lowest rate of flight cancellations in over 10 years despite a record amount of air travel.  
• DOT is undertaking its first ever industry-wide review of airline privacy practices and its first review of airline loyalty programs.

In addition to finalizing the rules to require automatic refunds and protect against surprise fees, DOT is also pursuing rulemakings that would:

• Propose to ban family seating junk fees and guarantee that parents can sit with their children for no extra charge when they fly. Before President Biden and Secretary Buttigieg pressed airlines last year, no airline committed to guaranteeing fee-free family seating. Now, four airlines guarantee fee-free family seating, and the Department is working on its family seating junk fee ban proposal.  
• Propose to make passenger compensation and amenities mandatory so that travelers are taken care of when airlines cause flight delays or cancellations.   
• Expand the rights for passengers who use wheelchairs and ensure that they can travel safely and with dignity . The comment period on this proposed rule closes on May 13, 2024.

The final rule on refunds can be found at https://www.transportation.gov/airconsumer/latest-news and at regulations.gov , docket number DOT-OST-2022-0089. There are different implementation periods in this final rule ranging from six months for airlines to provide automatic refunds when owed to 12 months for airlines to provide transferable travel vouchers or credits when consumers are unable to travel for reasons related to a serious communicable disease. 

Information about airline passenger rights, as well as DOT’s rules, guidance and orders, can be found at   https://www.transportation.gov/airconsumer .

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