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What is a travel management company (TMC)?

What is a travel management company and why should you use one? Learn about what a TMC is and how it can help your business.

With corporate travel ramping up as we enter “post-pandemic” times and an increased return to travel , the greater the need for travel management solutions. If you’ve noticed the uptick in corporate travel within your own business, you understand just how complicated it can be for you or your employees to coordinate itineraries. That’s where a travel management company, or TMC for short, can add great value to your business, regardless of size, and save you and your employees time, money, and headaches.

What is a TMC and what do they do?

On the most basic level, a travel management company (TMC) is a travel agency that specializes in arranging corporate travel for businesses of all shapes, sizes and needs. TMCs can take care of all the details involved with business travel, including booking flights, handling hotel reservations, supporting with duty of care, and taking care of car rentals, among other services. Through advanced technology and online booking tools (OBT), travel management companies can help your employees find the best deals while also adhering to your company’s corporate travel policy. TMCs can even help your business create a travel expense policy if you don’t have one already. [1]

Is there a difference between an OBT and a TMC? [2]

Yes, there is a difference between an Online Booking Tool and a Travel Management Company. An online booking tool allows employees to track and manage their own business travel. Travel management companies offer more robust support on top of providing their own online booking tool. While OBTs allow your employees to individually search for their own corporate travel options and deals, TMCs typically offer support from experienced travel consultants who specialize in finding the best rates for business travel, while also allowing your employees the flexibility to choose their own flights, hotels, and car rentals .

TMCs like Egencia are experts in handling the ins and outs of corporate travel. They are equipped to handle everything from gathering all the necessary travel paperwork, to providing live support during unforeseen circumstances, like missed flights, to notifying travelers of last-minute updates of travel regulations. With the backing of a TMC, your employees are supported every step of their travel, while helping your business save money and offering deeper travel insights.

Are travel management companies and travel agencies the same thing? [3]

No. Travel Management Companies and Travel Agencies are not the same thing, although they may share some similarities. While travel agencies can help clients book corporate travel, and occasionally offer lower rates through a limited number of vendors, TMCs focus on exclusively servicing businesses, helping create and adhere to a company’s corporate travel programs, and finding the best rates for maximum savings .

TMCs also provide a wider array of services than traditional travel agencies, like centralization and automation of the travel booking process, data-reporting options, and travel policy creation. Additionally, TMCs have cultivated years-long relationships with vendors and can negotiate lower fares for maximum savings.

7 benefits of using a travel management company

As business travel continues to ramp up, TMCs can offer travel solutions for your employees while keeping the bottom line of your business goals top of mind. Some of the most significant benefits of utilizing a TMC include:

1. TMCs help streamline your travel booking process

By automating the different travel components like lodging, flights, and ground transportation into one online booking platform, it allows the booking process to become more efficient and easier to manage and saves your employees valuable time.

2. Makes it easier to gather data for more informed decision-making

Through partner integrations and APIs, TMCs can offer real-time data gathering that can help analyze travel trends, assess risk management, as well as control budget spending . In turn, this data can help your organization make better, more educated business decisions.

3. TMCs provide travel assistance 24/7

One of the biggest benefits of using a TMC is that you can rely on reaching a travel consultant any time—day or night. Instead of having to keep track of several different vendors, your employees enjoy one point of contact that is reachable through a variety of different channels.

4. Enjoy the perks of concierge service

From handling the most minute details that can range from seat preferences to making sure travel reward points are applied accordingly and everything in between, TMCs elevate the traveler experience of your employees by taking care of all their travel needs.

5. Can help reduce corporate travel costs

Because TMCs specialize in finding and negotiating the best travel deals with enterprise providers and partners, they have access to lower rates on flights, hotel rooms, and transportation—cutting down on overall business travel costs while still offering competitive name-brand selections.

6. Provide traveler safety assistance

Whether unexpected security concerns arise, or travel regulations are updated at the last minute, TMCs keep travelers informed with real-time notifications.

7. Integrate your company’s corporate travel policy for greater compliance

TMCs bridge the gap between employee travel booking best practices and your company’s corporate travel policy . A TMC can filter an employee’s search results to be automatically compliant to your business’ travel policy guidelines, saving them time and providing ease of use. If for whatever reason an itinerary isn’t compliant, it’ll get flagged for further approval.

Choosing a TMC that’s right for your business

While there are a number of different travel management companies to choose from, the right TMC will depend on your business needs and goals. Some must-haves to take into consideration as you shop for a TMC to partner with include: [4]

• Responsiveness
• Comprehensiveness

Choose a TMC that is aligned with your company’s culture . Since you’ll work closely with them to create and organize your employee’s corporate travel, they should align with and uphold your company’s values.

Egencia provides you with corporate travel solutions

Whether you’re just starting a new corporate travel program or are looking to make yours more robust, Egencia provides modern travel management with a single, global, highly configurable platform. You’ll have the power to build integrations that help you automate, connect and simplify your travel and expense management. From small and medium-sized businesses to global corporations, we connect you to over 290 global airlines and 650,000 lodging properties.

Ready to get started?

Request a demo to see what we can do for you.

[1] https://www.cbtravel.com/difference-between-travel-management-company-and-travel-agency/

[2] https://www.travelperk.com/blog/best-business-travel-management-companies/

[3] https://www.cbtravel.com/difference-between-travel-management-company-and-travel-agency/

[4] https://jtbbusinesstravel.com/how-to-choose-a-travel-management-company/

Looking for better business travel solutions? Get in touch with us.

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What is a Travel Management Company?

The definition of a travel management company (tmc).

A Travel Management Company (TMC) is a travel agent that fully manages the business travel requirements delegated by an individual, company or organisation to fundamentally save clients both time and money.

A TMC is also commonly known as a business travel agency or corporate travel provider.

As opposed to the traditional travel agent, which will usually deal with occasional leisure travel needs, a travel management company provides on-going services with the aim of providing cost savings, keeping control of a travel policy and allowing the client to spend less time on time-consuming travel arrangements.

A travel management company will typically use a GDS (Global Distribution System like Sabre or Amadeus) displaying real time availability to book flights, hotels and cars as well as other trusted software systems like Evolvi for train bookings.

Services Provided by a Travel Management Company

As well as simply making flight or hotel reservations, the TMC will offer many other ancillary services such as aircraft charter, airport lounges, parking and transfers, hotel bed requests, car hire, chauffeurs, foreign exchange, group travel, hotel bill backs, insurance, leisure travel, marine travel, meal requests, meet and greets, passport and visa procurement, rail tickets, roadshow services and venue sourcing.

Company and individual profiles are safely stored ensuring all personal travel requests are adhered to within an overall travel policy with every booking.

Other management services will often include MIS reporting, account management, risk management, cost/expense management, traveller tracking/security and travel policy adherence. Many TMCs will now also provide online self-booking tools whereby organisations can make their own flight and hotel reservations and bookings. Travel management companies will also typically negotiate with vendors/suppliers to provide discounted fares and loyalty programs.

Credit and Specialities

Credit Facilities are usually not provided in the first 6-12 months however a travel management company should be able to advise a new client about external credit facilities, for example the BA Lodged Card. Some TMCs will specialise in working alongside charity or providing marine travel services.

What Does a Travel Management Company do?

A travel management company (TMC) is a travel agency that provides extensive business travel support to organizations of all sizes. A TMC can simplify your workload, help you manage travel risks, reduce travel spend, serve your travelers, and provide integrated and centralized data reporting.

1. Simplifies and Streamlines Your Workload

Corporate travel management is complex. As a travel manager, you are often juggling a lot of different tasks within your company. Trying to keep track of employee travel preferences, travel plans, unused tickets, and more can be a daunting task. Travel management companies streamline your processes and support your business travel program through service and technology.

Christopherson Business Travel understands that technology is key to simplifying your workload. That’s why we built our AirPortal software platform. AirPortal provides customized dashboards for both travel managers and travelers with access to all the tools each stakeholder needs to manage the travel program and their business travel, respectively. This suite of tools within AirPortal streamlines the ability to manage risk, spend, profiles, travel plans, unused tickets, booking options, and more.

Each traveler is able to create a unique profile within our travel management platform that securely stores their travel preferences and loyalty program information. These profile details are fully integrated to ensure ease and convenience at the time of booking. When working with a TMC, travelers are able to book travel online or with an expert travel agent, based on your unique service needs. Your company travel policy is also custom-built and integrated to ensure all bookings are compliant.

AirPortal uses artificial intelligence to show the user what’s most important. On both the travel manager and traveler dashboards, AirPortal provides My Action Items, a feature that lists pressing or time-sensitive tasks and reminders so you always know what’s most important today. For example, if a traveler books their flight and rental car, but not a hotel reservation, a line will populate in their My Action Items alerting them of this gap in their travel plans. Or maybe a travel manager missed a travel approval request. This too will appear in the My Action Items feature of their dashboard, along with any other pressing tasks.

Some travel management companies like Christopherson also integrate their travel management software directly into valuable benchmarking tools, preferred booking tools, and your HR feed. Facilitating these integrations allows you to access everything you need from one centralized location, saving travelers and travel managers time, and ultimately money.

Providing guidance through account management is another way a travel management company can streamline and focus your travel program toward reaching your goals. Account managers should work with you to carefully analyze your program to see where you’re succeeding and where the gaps are. Based on that analysis, they should then provide a custom travel management plan to help you know where improvements can be made. This kind of consultative account management allows travel managers to lean on the expertise of seasoned industry professionals

2. Helps You Manage Risk

Duty of Care is the legal and moral responsibility each organization has to keep its employees safe from threats. Such threats could include extreme weather or natural disasters, political strikes and civil unrest, car accidents, theft, personal attacks, or terrorism—the list goes on. As a travel manager, how do you maintain confidence that you are upholding your obligation to protect and care for your travelers?

A travel management company can help expedite your knowledge of threatening situations in areas where you have travelers and facilitate your response and/or assistance. At Christopherson Business Travel, our clients utilize our SecurityLogic tool to access critical, real-time security data, quickly locate travelers and verify traveler safety.

In a recent study, only half of the travel managers surveyed felt confident that they could locate their travelers within two hours of an emergency. If your travelers’ plans are not stored, managed, or accessible from one centralized location, trying to locate employees during a crisis could be a messy and stressful task, not to mention potentially disastrous.

SecurityLogic provides travel managers with a real-time list of who is currently traveling and where those travelers are. SecurityLogic also allows you to quickly see if your travelers are in or are going to be in an affected area.

Travel alerts inform you of events that could impact employee travel or compromise their safety. Travel managers have the option to click through to the news source to get even more information. For extra security, you can set up auto-alerts that push directly to travelers via text and email to verify safety.

Click here to see a quick video tutorial on SecurityLogic.

3. Reduces Your Travel Costs

Partnering with a corporate travel management company can significantly reduce your overall travel costs. TMCs have expert knowledge in all aspects of the travel industry, including contract negotiations. Your account manager should be able to negotiate with your preferred vendors to ensure you are paying the lowest amount possible.

Business travel plans often change or get canceled. Did you know that nearly 10% of all business travel airline tickets go unused? As a travel manager, how do you ensure those funds from unused airline tickets are used before they expire? Keeping track of all the changes in your traveler’s plans could be a fulltime job in and of itself.

Travel Management Companies should ensure your unused tickets don’t impact your bottom line. Christopherson’s AirBank tool, found within AirPortal, captures those unused airline tickets and prevents the loss of those funds by prompting their reuse at the time of booking, whether online or with a full-service advisor.

Working with a business travel agency also ensures employees are booking within your company travel policy. By booking within policy, you can take advantage of your corporate rates, ensure you aren’t overspending, and make expense tracking and reporting a breeze.

Lastly, by partnering with a TMC you are saving time. Every hour you do not have to spend dealing with a travel headache, is an hour you can utilize elsewhere. Travel managers shouldn’t have to troubleshoot flight delays, manually keep track of itineraries, or pull reports from multiple locations. Travelers can find information quicker, make last-minute updates to travel plans, access 24/7 support from a trusted travel expert, and locate all expense receipts in one location.

4. Serves Your Travelers

Companies rely on corporate travel to close new business, foster relationships with current accounts, or inspire and connect departments within their own organization. In order to ensure those travel dollars are well spent, businesses need to prioritize the traveler experience to avoid fatigue and travel burnout. This is where a travel management company can shine.

By utilizing a tool like AirPortal, travelers can access all their travel plans in one location. No more frustrated inbox searching! Travelers are also alerted when they have incomplete trip plans. This allows you to avoid the high-stress situation of arriving at a new destination and realizing you forgot to book a hotel. Avoiding these small hiccups makes for a better traveler experience overall.

Let’s dive deeper into the actual booking process. Whether your travelers like to book online themselves or with a travel agent, partnering with the right travel management company can provide huge upside.

First, adhering to company travel policy is effortless. Regardless of which booking option they choose, your travelers are only offered options that fit within your policy. Traveler preferences are also documented, integrated, and considered before any bookings are confirmed, which makes for happy travelers!

Most importantly, TMCs should offer around-the-clock expert support and consultation. We all know that flights are sometimes delayed or canceled. Occasionally hotels are overbooked. Having access to a dedicated travel advisor team or a certified online support team means your travelers can feel confident in knowing they always have a trusted expert to turn to.

High-stress circumstances during business travel can lead to traveler anger and resentment towards their employer. These situations need to be solved quickly and with little effort from the traveler. With Christopherson Business Travel, your travelers have an expert in their corner to deal with unforeseen issues no matter the day or time.

5. Provides Integrated and Centralized Data Reporting

Next, let’s dig into how a travel management company can help the travel manager as well as the finance department. Many businesses struggle to analyze data because this information is coming from multiple departments and software. Christopherson’s AirPortal platform takes all your data points and presents them in a meaningful and centralized way.

Your AirPortal reporting and analytics tools can help you identify which departments or individuals spend the most on travel, which travelers book outside of your policy, and trends to see where you can save money. Having clear, concise reporting ensures accountability across all departments and helps you to make better-informed business decisions.

In addition to AirPortal’s benchmarking and analytics options, you can also access ValueLogic, an ROI tool that allows you to see exactly how and where we’re saving you money. And since not all travel programs are the same, AirPortal’s reports can be customized to your specific needs, so you see what matters to you. The end result? Cost savings and a well-managed travel program.

READ OUR BLOG POST, “ WHAT ARE THE BENEFITS OF A CORPORATE TRAVEL MANAGEMENT COMPANY? ” TO LEARN ABOUT MORE BENEFITS A TMC CAN PROVIDE.

Do you need a travel management company  .

From Fortune 500 companies to nonprofits to start-ups, any organization that wants to save time or money on travel can benefit from using a TMC. Download our whitepaper “Do I Need A Travel Management Company?” to better understand how your travel program could benefit from a TMC.

Connect with our team of experienced travel experts to learn how Christopherson can help your business travel with ease.

There's more to learn.

We’ve curated some articles to keep you updated on all things Christopherson Business Travel.

What is a TMC (Travel Management Company)?

June 19, 2019

by Rob Browne

Business travel is a trillion dollar industry. With all of the money that is spent on travel every year, it can be a lot for large companies to handle managing all of the trips that their employees take.

Enter the travel management company, or TMC, which can be hired to direct your company’s corporate travel needs.

What is a TMC?

A TMC, or travel management company, provides solutions for the travel needs of a business. It provides the ability to book travel with special rates, can be adjusted to a specific travel policy, and provides duty of care support for travelers.

TMC basics: how it functions, how much it costs & how to find the best one for your company

We’ll go over the basics of what a travel management company does for your company’s business travel , how much it costs, and how to find the TMC that best fits your company.

The role of a TMC in company travel

In managing a company’s travel needs via travel management tools , a TMC will be able to blend the specific travel policies of individual companies with the best available fares and rates on the market. It also can be used as a corporate compliance tool. There are four ways a TMC functions to manage corporate travel.

Enforces a corporate travel policy

Any company that has employees who travel for work needs to employ some kind of company-wide policy to ensure that employees comply with basic standards. These standards can include a specific fare class on flights, a star class for hotels, and a class of rental car.

A TMC helps enforce this policy through guiding travelers to options that are compliant. Often times, a TMC will only display options for travelers to book that are within their company policy. Using a TMC ensures that employees adhere to your company’s travel policy without having to spend extra time and effort to track travel compliance.

Provides systems on which to book travel

A TMC importantly provides both online and call-in systems in which employees can book travel. Online end-to-end booking is a necessity in 2019, especially because to eliminate hassle, booking business travel should be equivalent to booking any sort of personal travel outside of a TMC.

Where a TMC differs in how it provides systems for booking is that you can ensure that it is giving travelers the best rates possible. There are no hidden tricks or gamification strategies involved in booking with a TMC. It is a consistent, reliable platform on which your company receives the best rates regardless of when employees are booking.

Negotiates contracts with vendors for special rates

A key benefit of TMC use is that it can occasionally provide special corporate rates from hotel and car rental vendors for your business trips. These rates eliminate the need for extra work on the part of your travelers, as they have only one place to go for the best rates.

Any online travel site can offer a good sale once in a while, but using a TMC guarantees that you have certified travel professionals in your corner finding you the best options for your bookings.

Provides duty of care support

One of the biggest stressors for travel managers and those pegged with leading a travel program at a company is the safety and security of business travelers. TMCs contain duty of care features that provide real-time communication and information for the safety of travelers in new or unfamiliar destinations. Enlisting the help of a TMC takes the stress off of worrying about employees’ health and safety when they travel for work.

How much does a TMC cost?

TMCs can be priced either based on a fee per travel itinerary or on a monthly or yearly subscription basis. The exact cost will of course depend on the size and geographic scope of your company’s travel needs. TMCs charge fees just as airlines and hotels do when you book directly through them. You’ll also need to take into account that through the special rates they’re able to locate, TMCs find your travelers better fares on average than they would typically find themselves.

It’s hard to estimate an average cost of a TMC because of how dynamic the scopes of different travel programs could be in comparison to each other, but a rough estimate of the cost of a TMC per itinerary booked is $14. Whether you view the trade-offs of sometimes lower fares as valuable for your company is of course up to your discretion. However, most industry leaders suggest that the usefulness of using a TMC exceeds the hassle and potential wasted time and costs of managing your company’s travel autonomously.

Finding the right TMC

Selecting the right TMC for your business should begin not with the TMC itself but your own individual travel policy. Setting out a clear travel policy ensures that the TMC you choose aligns with the exact needs of your company. You should also consider where most of your company’s travel is regionally and what kind of budget your employees have on these trips.

Your industry and size should also dictate the type of TMC you search for. If you are a large company that puts on events and will consistently be on the road, you’ll need a TMC equipped to secure a large number of bookings and adapt to sudden changes in itineraries.

A final key component to finding the right TMC is to make sure that they’re a good cultural fit for your company. They’ll be working closely with your employees and contributing to how their time is spent on the road. If your company values work-life balance or the ability for travelers to have flexible schedules when traveling, you’ll want a TMC that can deliver on that culture.

A live look at the G2 Grid® for this category shows the different travel management products available based on real-time, validated user reviews.

Travel management companies help your business book travel for employees, encourage employee compliance to your corporate travel policy, and ensure the safety and security of business travelers. Although they can come at a steep price, many corporate travel departments view the use of a TMC as worth the money for making sure that business travelers are booking reliable fares and conducting their business on the road in ways that reflect company culture.

Looking for more information on corporate travel? Check out the best travel management software .

Rob is a former content associate at G2. Originally from New Jersey, he previously worked at an NYC-based business travel startup. (he/him/his)

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What is a Travel Management Company? TMC Explained

If you’re a business owner or manager, you know how important it is to keep your team productive and your expenses under control. Without knowing fully what is a travel management company and the services offered by these companies it can be impossible to fully streamline your is business travel operations and manage your expenses. That’s where a tmc comes in.

Generally, a tmc provides a range of services that can help your business save time and money. They can help you create a travel policy on your first business travel that fits your needs, book flights, hotels, and rental cars, and provide 24/7 support to your employees while on the road.

What is a Travel Management Company?

A travel management company (TMC) is a professional service provider that specialises in managing all aspects of corporate travel, from booking flights and hotels to arranging ground transportation and managing expenses.

The best travel management agencies help businesses of all sizes and types to streamline their travel processes, reduce costs, and ensure the safety and well-being of their employees while on the road.

Major Role of a Travel Management Company

The role of a TMC is to act as a one-stop shop for all of your travel needs. They work closely with your company to understand your specific requirements, and corporate travel and expense policies , and then use their expertise and industry connections to find the best deals and options for your business.

This includes negotiating special rates with airlines, hotels, and car rental companies, which can result in significant cost savings on business travel for your company.

In addition to managing your travel bookings, TMCs also provide a range of value-added services to help you optimize your travel program. This includes providing detailed reporting and analytics on your travel spending.

This helps you to identify areas where you can save money, and provide duty of care support to ensure the safety and well-being of your employees while on the road.

Overall, the role of a TMC is to simplify and streamline your travel program, so you can focus on running your business. By partnering with a TMC, you can benefit from their expertise, industry connections, and technology solutions to optimize your travel program and achieve your business goals.

Core Services Provided by Travel Management Companies

Here are some of the core services provided by TMCs:

Travel Booking and Reservations

One of the primary services provided by these companies is travel booking and reservations. TMCs have access to a wide range of travel options, including flights, hotels/serviced apartments, car rentals, and more.

The top corporate travel management companies can help you find the best deals and ensure that your travel arrangements meet your specific needs.

TMCs can also provide 24/7 support for travel emergencies. If you encounter any issues while travelling, you can contact your TMC for assistance.

Travel Policy Development and Compliance

TMCs can help you develop and implement a travel policy that meets your business needs and complies with any relevant regulations. They can guide you on issues such as travel expenses, travel safety, and more.

By working with a TMC, you can ensure that your travel policy is up-to-date and that your employees are following it. This can help you control costs and reduce the risk of travel-related incidents.

Expense Management and Reporting

Another key service provided is expense management and reporting. TMCs can help you track your travel expenses and provide detailed reports on your travel spending.

This can help you identify areas where you can save money on travel and ensure that your travel expenses are within budget. They can also help you streamline your expense reporting process, making it easier for you to manage your travel expenses.

Benefits of Using a Travel Management Company

Here are some key advantages of using a TMC:

Cost Savings and Budget Optimisation

One of the most significant benefits of using a TMC is the potential for cost savings and budget optimisation. TMCs have access to negotiated rates and discounts with airlines, hotels, and car rental companies.

They can also help you find the most cost-effective options for your travel needs.

In addition, TMCs can provide detailed reporting and analysis of your travel expenses, allowing you to identify areas where you can cut costs and optimise your travel budget.

Streamlined Travel Processes

Another advantage of using a TMC is the streamlined travel processes they offer. TMCs provide a one-stop-shop for all your travel needs, from booking flights and hotels to arranging ground transportation and managing travel itineraries.

By automating different travel components into one online booking platform, TMCs make the booking process more efficient and easier to manage.

This saves your employees valuable time and allows them to focus on their core responsibilities.

Enhanced Duty of Care

TMCs can also help you ensure the safety and well-being of your employees while they are travelling. TMCs provide 24/7 assistance, so your employees can get help with any travel-related issues or emergencies at any time.

In addition, TMCs can help you stay up-to-date with travel advisories and alerts, so you can make informed decisions about your travel plans.

This can help you mitigate potential risks and ensure the safety of your employees while they are on the road.

Choosing the Right Travel Management Company

Here are some factors to consider:

Assessment of Needs

Before selecting a TMC, you need to assess your business travel needs. Consider factors such as the number of employees who travel, the frequency of travel, and the destinations they visit.

You may also want to consider your company’s travel policy and budget. Knowing your needs will help you find a TMC that can meet them.

Service and Support Evaluation

The quality of service and support provided by a TMC is crucial. Look for a TMC that offers 24/7 customer support and has a dedicated account manager for your business.

You should also consider the TMC’s experience in your industry and their reputation for customer service. Reading reviews and testimonials from other clients can give you an idea of their level of service.

Technology and Integration Capabilities

A good TMC should have technology that integrates with your company’s booking and expense systems. Look for one that offers a user-friendly online booking platform and mobile app.

The TMC should also have the ability to track and report on travel expenses and provide insights into your company’s travel spending. Integration with your company’s travel policy and approval process is also important.

Trends and Future of Travel Management

As technology advances and travel becomes more accessible, the role of travel management companies is evolving too. Here are some trends and predictions for the future of travel management:

Increased Use of Technology

TMCs are becoming more tech-savvy, with many offering online booking tools and mobile apps to make travel planning more convenient.

This trend is expected to continue, with TMCs investing in artificial intelligence and machine learning to provide more personalised and efficient travel solutions.

Greater Focus on Sustainability

Sustainability is becoming increasingly important to businesses and travellers alike, and TMCs are responding by offering more eco-friendly and sustainable travel options.

This includes promoting public transport, offering carbon offsetting schemes, and partnering with hotels and airlines that prioritise sustainability.

Emphasis on Duty of Care

As the world becomes more unpredictable, duty of care is becoming a top priority for businesses.

TMCs are responding by offering enhanced safety and security measures, including real-time travel alerts, 24/7 support, and risk management services.

Rise of Bleisure Travel

Bleisure travel, or combining business and leisure travel, is becoming more popular among employees.

Travel management companies are responding by offering more flexible travel options, such as extending business trips to include weekends or offering personalised travel itineraries that include leisure activities.

Key Takeaways

• A travel management company (TMC) specialises in managing corporate travel for businesses of all sizes.
• TMCs provide a range of services that can help your business save time and money, including creating a travel policy, booking travel, and providing 24/7 support.
• Using a TMC can help you track your travel expenses and make informed decisions about your travel budget.

What services do travel management companies typically provide?

Travel management companies (TMCs) offer a range of services to help businesses manage their travel needs. Some of the most common services offered by TMCs include:

• Booking flights, hotels, and rental cars
• Providing 24/7 support for travellers
• Managing travel expenses and invoicing
• Developing travel policies and procedures
• Providing travel risk management services

How do travel management companies differ from traditional travel agencies?

While traditional travel agencies focus on leisure travel, TMCs specialise in managing business travel. Usually offer a range of services that are tailored to the needs of corporate travellers, including travel policy development, traveller tracking, and expense management. Additionally, TMCs often have access to special rates and discounts that are not available to the general public.

How does a tmc contribute to corporate travel efficiency?

By working with a TMC, businesses can ensure that their travel policies are being followed, expenses are being managed efficiently, and travellers are receiving the support they need while on the road. This can help businesses to reduce travel costs and increase efficiency.

What are the key components of the travel management process?

The travel management process typically includes the following components:

• Travel policy development: Develop a travel policy that outlines the company’s travel guidelines and procedures.
• Travel booking: Booking flights, hotels, and rental cars for travellers.
• Traveller support: Providing support to travellers throughout their trip, including 24/7 support and assistance with travel disruptions.
• Expense management: Managing travel expenses and invoicing.
• Travel risk management: Implementing measures to ensure the safety and security of travellers, including risk assessments and traveller tracking.

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10 best business travel management companies in the USA

Top corporate travel management companies in the usa, 1. travelperk.

• 24/7 traveler support : TravelPerk’s support agents are on-hand to provide support in target 15 second response time.
• Industry-leading travel inventory: ensures you're accessing highly competitive rates in the market.
• FlexiPerk : allows you to book flexible travel that ensures 80% of your money back when canceling up to two hours in advance.
• Real-time expense reports : give you greater insights into your travel spending.
• GreenPerk : enables you to offset the carbon footprint of your corporate travel by investing in sustainable initiatives.
• Centralized invoicing : to ensure the finance team has everything in one place for easy budget management.
• TravelCare : helps ensure your traveling employees are safe when traveling, and up to date with any travel restrictions or issues.
• G2 rating : 4.6 / 5 stars, based on 1,417 reviews
• Capterra rating : 4.8 / 5 stars, based on 375 reviews

Start saving money on business travel for your company today!

2. sap concur.

• Works with some of the biggest brands
• Easy tracking and reporting for expense management 
• Many connected apps, such as Uber and Airbnb
• G2 rating : 4 / 5 stars, based on 5,685 reviews
• Capterra rating : 4.3 / 5 stars, based on 1,746 reviews

Reasons why SAP Concur customers have moved to TravelPerk in the past year

• Incredible UX to provide a high-quality experience
• More and better access to international travel options
• VAT recovery: enables you to save 20% on all business travel costs 

Click below for a more detailed comparison between both platforms:

• VAT recovery and reimbursement
• Duty of care and risk management
• Inventory based on Expedia Groups’ well-known brands
• G2 rating : 4.4 / 5, based on 65,746 reviews
• Capterra rating : 3.9 / 5, based on 5,149 reviews

Reasons why Egencia customers have moved to TravelPerk in the past year:

• Freemium model, simple pricing, and no minimum contract
• No extra cost for customer care or implementation
• No extra monthly fees or hidden charges
• FlexiPerk : Book any type of travel—flight, hotel, car, or train—and cancel at any time

4. AMEX GBT

• Risk alerts and direct communication during disruption
• Pre-negotiated rates and 2 million options in accommodation
• Cooperation to maximize the value and efficiency of your travel program
• G2 rating : 4.7 / 5 stars, based on 86 reviews
• Capterra rating : no data available

Reasons why AMEX GBT customers have moved to TravelPerk in the past year:

• A huge travel inventory (with particularly wide coverage in Europe), including air, hotels, rail, and more
• Customer care operating at a target 15-second response time 
• FlexiPerk: enabling cancellations at any time with 80% of your money back
• TravelSafe: delivering you verified, up-to-date, safety information

5. BCD Travel

• A software suite of three separate platforms for businesses to manage travel arrangements
• Access to APIs to integrate with the platform to meet unique business needs
• Solutions for SMEs
• G2 rating : no data available

Reasons why BCD Travel customers have moved to TravelPerk in the past year:

• 7- star customer service : including a target 15-second response time, available 24/7 and 365 days of the year, and not a bot in sight. 
• Flexible corporate travel bookings with FlexiPerk
• Slick UI and easy-to-use booking tool

6. TravelBank

• All-in-one platform that includes travel data, travel expenses, and travel management services
• User-friendly platform
• Supports thousands of corporate and personal cards
• G2 rating : 4.4 / 5 stars, based on 333,291 reviews
• Capterra rating : 4.7 / 5 stars, based on 225,169 reviews

Reasons why TravelBank customers have moved to TravelPerk in the past year:

• Top-notch, in-house support 
• A larger inventory, meaning better rates, and booking options when you need them
• A faster pace of development, constantly using feedback to improve functionality
• TravelSafe : delivering reliable and verified traveler safety information
• Accessible web and mobile app with over 2.5 million downloads
• Specialist services for industries such as pharma and biotech, media and entertainment, and energy and resources
• High-quality risk management
• G2 rating : 3.1 / 5 stars, based on 7 reviews

Reasons why CWT customers have moved to TravelPerk in the past year:

• Flexible corporate travel booking process with FlexiPerk

8. FCM Travel

• Strong global presence with business hubs in major international cities
• Personalized user experience 
• Use of innovation when it comes to flexible and sustainable travel options 
• G2 rating : 3.8 / 5 stars, based on 6 reviews

Reasons why FCM Travel customers have moved to TravelPerk in the past year:

• An intuitive platform with dozens of third-party integration options
• 24/7 customer service, delivered within a target 15-second response time 
• Guest account option for members booking outside your organization

9. CTM Travel

• Airfare forecasting
• Real-time travel risk management 
• Global team of travel agents
• G2 rating : 1.8 / 5 stars, based on 2 reviews

Reasons why CTM customers have moved to TravelPerk in the past year:

• Leading support in target 15-second response time
• An industry-leading travel inventory 
• An intuitive, accessible app to access trip itineraries, and more.

• Online booking tool 
• Group travel management 
• Travel program design 
• G2 rating: 4.7, based on 7,571 reviews
• Capterra rating: 4.6, based on 174 reviews

Reasons why Navan customers have moved to TravelPerk in the past year:

• A much larger global travel inventory — including rail travel across the EMEA region — ensuring access to competitive negotiated rates
• User-friendly self-service booking platform  
• With TravelPerk, you have the freedom to choose your own expense management tool that integrates seamlessly with the platform; with Navan, you’re tied into using their proprietary tool 
• 100% transparency on fees: Only pay for travel when you travel

Wrapping up

Manage business travel like a pro. Step up your travel management game today.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
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Travel Management Company

• Federico Galvez
• December 20, 2023

In this article

With domestic business travel on the rise, now is the best time to consider your future business travel programs. However, business travel management can be a disaster waiting to happen, especially for larger companies with hundreds of employees. However, hiring a personalized travel management company (TMC) can take control of your company’s particular business travel needs.

What Is A Travel Management Company?

TMCs are specialized travel agencies that assist in managing an organization’s corporate or business travel program. A TMC can help with:

• Establishing a travel policy
• Dealing with vendors
• Making bookings
• Managing travel costs and expenses

The critical difference between a TMC and a travel agency is that TMCs work directly with businesses to analyze and streamline all aspects of their existing travel programs, as opposed to travel agencies that primarily assist clients with booking business travel.

The short answer — TMCs help manage corporate travel in a way that emphasizes efficiency and the human element.

The more complex answer is that it depends on your company’s business travel management needs. TMCs do more than just make flight or hotel reservations. They can develop corporate travel policies, manage finances, handle all travel logistics, and provide customized service. Corporate travel management improves nearly every aspect of business travel.

Here Are Just Some Of The Responsibilities Held By A Travel Management Company:

1. create and manage travel itineraries.

TMCs assist with travel preparations, including flight reservations, ticketing, and advice on best fares. If you book directly through an airline, you’re likely to get charged higher fees if you wish to change your itinerary. A TMC can make the changes for you without any extra charges.

2. Find the Best Price

TMCs can find the best possible rates and even negotiate with different service providers on your behalf. They have the expertise in handling the task of negotiation and can find you the best rate — one you might not have been able to get yourself.

3. Arrange Suitable Accommodation

As a busy business owner, you don’t have the time to scour sites to find the best accommodation for your employees. A travel management company looks for all the available accommodation options within your budget and makes the best choice for you.

4. Arrange for Transportation

Transportation is essential to getting your employees safely from one location to another. A TMC can book your transportation needs well in advance, including rental car hire, airport transfer, and train or bus tickets.

5. Organize Meetings and Events

Planning events and conferences can be time-consuming and complex. TMCs can organize meetings and events to help you reduce costs and make your business events more successful.

6. Control Travel Costs and Policy Compliance

A travel management company will take control of tracking and reporting your company’s travel-related expenses. They can also work with you to understand your business travel management needs and customize a corporate travel policy that meets those requirements.

7. Provides Duty of Care Support

A TMC will provide a duty of care to ensure your employees’ safety and that the proper procedures and travel policies are in place and understood. They will provide 24/7 support to your employees by monitoring delays, disruptions, and any special requests.

What Are The Benefits Of Using A TMC For Planning Business Trips?

1. reduce costs.

Business trips are a high cost for any company, domestic or abroad. TMCs are more likely to focus on cost savings while ensuring your employees remain safe.

2. Assistance With Travel Policies

Your business must establish a travel policy for corporate travel risk management and keeping your employees happy and safe. With a clear policy, everyone knows what is acceptable and unacceptable. TMCs can assist you with creating a robust policy that meets all of your requirements.

3. Efficiency

A travel management company can make your entire booking process much smoother than if you were to do it in-house. This is especially true for larger companies with more employees than you can count.

4. Expert Advice

Working with travel experts can give you access to corporate rates, partnership perks, and expert account management. If you like saving money, hiring a TMC is how to do it.

5. 24/7 Help and Support

Travel plans don’t always go the way you want them. TMCs provide rapid 24/7 service to help you with business travel management when you need it the most.

6. Greater Peace of Mind

Travel management is often considered an uncomplicated process. But it’s surprisingly easy to overlook something important such as visa requirements or ground transportation when you are coordinating dozens or hundreds of trips per year. A travel management company takes care of everything that needs to be prepared before, during, and after with special attention and quality of services.

Why Do I Need Corporate Travel Management?

Your company may rely on an in-house team for all of your corporate travel management. They may also expect employees to plan their own trips. That doesn’t mean all your business travel needs are completely met, however.

With the best service, hassle-free programs, any-time support, and more, a boutique travel management company can make business travel a breeze.

Benefit from Professional Expertise

Your company likely has experienced professionals for business travel management. A TMC has the expertise to make their jobs more efficient.

The right corporate travel management company offers comprehensive training to ensure all users feel comfortable with the new system. Your staff can learn from videos or one-on-one training sessions.

Save Employee Time

Employees should focus on their jobs, not travel arrangements. With everything that goes into planning a trip, employees lose hours of their time making the necessary arrangements. It’s even worse for multiple trips!

This approach wastes valuable time that employees could use to focus on more lucrative tasks such as conversing with clients or preparing for their meetings while traveling. A travel management company can help you reclaim your team’s productivity.

Around-the-Clock Support for Business Travel Needs

Business travel management needs don’t stop once the last booking is made, and the best travel management companies understand that. For this reason, you must work with a company that’s available 24/7.

TMCs can help monitor for potential flight delays or other types of travel disruptions and adjust accordingly. This also means they’re available to initiate and track two-way communication in case of travel emergencies.

Increase Your Data and Resources for Decisions

The right travel management company has been around for decades. They’ve spent this time closely analyzing travel trends and fluctuations as well as storing that data for ongoing use.

This means that a TMC doesn’t just bring you knowledge, but it brings you far resources than you could acquire within your company alone. This means less time and stress spent making the best arrangements.

Optimize the Business Travel Budget

A business travel budget is one of the most important considerations in corporate travel. A travel management company can optimize the budget by providing:

• More planning time
• Extensive resources
• Travel industry business connections
• Unused ticket tracking
• Monitor spending
• Price negotiation

While the services of a travel management company come at a cost, they’re more than offset by the benefits. These benefits include a combination of travel savings, refocused employee time, access to greater resources, and dedicated agents for your team.

Improve Compliance With Corporate Travel Policies

Without adequate corporate travel policies, tracking travel expenses is complex and strenuous. This can affect a company’s ability to maintain compliance with its policies and remain within budget.

A travel management company keeps everything in one place so noncompliance isn’t even an option. Since management companies learn preferences and habits, employees don’t have to sacrifice comfort for compliance.

Consolidate Travel Expense Reports

Even when the business travel is complete, the work is far from over. Finance teams still need to procure the relevant data for all the corporate travel expenses and reconcile the numbers with credit card statements. This can be challenging when dealing with multiple expense sources.

Instead of compiling numbers from multiple reports from multiple employees and booking platforms, a corporate TMC can translate all expenses into one report. This makes for better business travel budget planning.

The Right Corporate Travel Management Company

A boutique TMC can optimize your business travel budget, meet your business travel needs, and help consolidate data. The investment more than pays for itself with these outcomes and more.

When selecting a TMC to manage your business travel, there are some key things to look for:

• Smooth booking process
• Access to a range of carriers and products
• Transparency
• Built-in approval process
• Reporting on travel spend
• Personalized services

Your travel management company should integrate the right travel technologies for your business travel management. For example, the right software can help you stay in touch with your travelers and monitor any potentially dangerous situations.

All TMCs are unique, and it’s essential to find one that’s a good fit. Telios can keep you within your budget, set up a travel policy, provide attentive service, find the most efficient logistics solution to get your employees from point A to point B.

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Branded fares

We have four fare families (Business Select ® , Anytime, Wanna Get Away Plus ® and Wanna Get Away ® ) and we use industry standard fare pricing structures, including dual RBD and Branded Fares, to present that content to you. These industry standard capabilities allow fare classes to be shared across fare products which will provide greater flexibility to offer you more of the low fares you’ve come to know and love!

GDS Channel Features & Functionality

Fare benefits.

Historically, we’ve had one price for Business Select® and Anytime in each market, however, now all of our fare products have multiple price points and we no longer have dedicated fare classes. Our fares will continue to be filed via ATPCO but to always find the right fare, we recommend shopping by fare family (BUS, ANY, PLU, WGA, etc.) instead of by fare classes (Y, K, L, etc.).

View our branded fares overview to see the different fare formats you can use. 

View the brochure

Southwest Business Assist ™

This self-service travel portal makes managing your corporate travel account(s) easier than ever. Find the tools you need to manage your program’s travel, all in one place.

• New! On-time performance reporting.
• New! Duty of care dashboard enhancements.
• Submit and manage requests online.
• View extensive reports, including the new Top Travelers report.
• Individual travelers can participate in one of our sustainability efforts.
• Opt-in to receive real-time push alerts and notifications.
• And so much more!

For up-to-date system information, including scheduled nonstop and connecting service for any given Southwest city, please visit Southwest.com > Flight > Route Map.

Even more to love about Southwest

• Upgraded boardings Secure an A1-A15 boarding position and be one of the first on the plane by upgrading on your day of travel. 1 Learn more about our boarding process ›
• Rapid Rewards ® Our free loyalty program where travelers earn points by flying Southwest and can use their points how and when they want. 2 Learn more ›
• Business Select Get a guaranteed A1-A15 boarding, Priority Lane and Express Lane access 3 , earn extra Rapid Rewards points, and more! Learn more ›
• 1 Available at the departure gate or ticket counter on day of travel only and requires an additional fee. Prices based on Customer's itinerary. Subject to availability. 2 All Rapid Rewards® rules and regulations apply and can be found here . 3 Priority Lanes and Express Lanes, where available , are designed to speed our Business Select and Anytime Customers, as well as A-List, and A-List Preferred Members, through check-in and security lines. Priority Lanes are at Southwest check-in counters, and Express Lanes are at security checkpoints.

Distribution channel features and functionalities

Swabiz ®.

Travelers and travel managers access Southwest-only inventory through SWABIZ, our free corporate travel booking tool.

Southwest Partner Services (SPS) is our API/Direct Connect technology that integrates into your company’s existing corporate booking tools.

To lessen friction and better meet your needs, we’ve added even more robust content and capabilities to all three major GDS channels.

Southwest Business Distribution Channel Features & Functionality

1 SPS experience may vary based on based on enabled capability for booking tool or TMC. Fees may apply and vary by partner. 2 Ticket Agents will not have the ability to refund or exchange tickets that have been reissued by Southwest Airlines. All further exchanges and cancellations will need to be done by Southwest Airlines agents or through Southwest Airlines direct channels. 3 SWABIZ ® and SPS issue reusable funds in the form of a flight credit that can be used for future purchases via these sales channels. ARC settlement (e.g. Travelport, Amadeus) issues reusable funds to a miscellaneous charge order (MCO) document that can be used for future purchases through that GDS. Basic Booking settlement issues reusable funds to an flight credit that can be used for future purchases through Southwest ® directly (flight credits are not a valid form of payment in any GDS). 4 EarlyBird Check-In ® requires an additional fee. If your company utilizes booking tools, then it may not appear in the flow. In this case, EarlyBird Check-In will need to be purchased on Southwest.com up to 36 hours prior to the travelers scheduled departure, when available. EarlyBird Check-In is subject to availability.

Meetings and Groups

Book together and you could save more with great benefits and extra flexibility for your meeting or large group.

• •   Submit and manage requests online–now includes Meetings travel.
• •   View extensive reporting, including the Top Travelers and On-time performance reports.
• •   Individual travelers can participate in one of our sustainability efforts.
• •   Opt in to receive real-time push alerts and notifications.
• •   And so much more!

Contact our TMC Relations Team at [email protected] or check out the FAQs below.

GDS pachoicertners

API-connected partners

Contact our TMC Relations Team: [email protected]

Questions about Southwest Business? Contact us or read our FAQs.

Frequently asked questions:.

Q: Where can I find Southwest’s ARC ticketing policies?

A: Southwest’s ARC ticketing policies, as well as the associated Travel Agent Addendum, can be found here: https://www.southwest.com/html/swabiz/gds-policy.html

Q: Will all GDS systems benefit from Southwest full participation?

A: While capabilities will differ between GDS providers, Southwest will make the same content available to Amadeus, Travelport and Sabre GDS’s. You will also now have the benefit of full ticket settlement via ARC.

Q: Who do I contact if I do not have access to Southwest content in the GDS or have questions?

If you have any questions about Southwest content please email [email protected] for more information. Please note that content will only be made available to approved US-based agencies that are ARC accredited.

Q: Will customers outside of US point of sale be given Southwest full GDS access?

A: Southwest bookings can only be ticketed by ARC accredited agencies in the US, with USD currency only. Outside of the US you may access Southwest Airlines content via Southwest.com .

Q: Can an OTA or a Meta Search agency get access to Southwest?

A: OTAs and Meta Search agencies are not being approved by SWA to get content through Travelport GDS nor any other GDS provider. Southwest does not allow any travel agency to openly distribute our content via any online platform directly to consumers.

Q: Will there be fares and/or content available via Southwest directly but not in the GDS?

A: Yes, Southwest will have some “direct fares” that are only available through one of our direct sales channels.

Q: Will EarlyBird® purchases be available in the GDS?

A: If EarlyBird Check-In® is available, it can be purchased in Sabre, Amadeus, and Travelport GDS’s. Reservations booked in all other GDS’s can purchase EarlyBird on Southwest.com. The travel agency will retain ownership of their GDS issued ticket even if EarlyBird is purchased directly with Southwest. EarlyBird Check-In® requires an additional fee. If your company utilizes booking tools, then it may not appear in the flow. In this case, EarlyBird Check-In will need to be purchased on Southwest.com up to 36 hours prior to the travelers scheduled departure. EarlyBird Check-In is subject to availability.

Q: Will Southwest send emails for ARC transactions?

A: Southwest will no longer send confirmation emails for GDS issued tickets. You will continue to see emails sent for any transaction that is exchanged, or issued, by Southwest Airlines direct.

Q: What is the process for changing a company’s discount filing or tracking agreement with Southwest?

A: Any change to the way a corporate travel agreement is set up first requires the company reaching out to their Southwest Account Manager. Southwest must make changes to ATPCO fare filings for any applicable discounts, and our Account Manager must update our CRM system to ensure our reporting is not interrupted. More specific information will be shared once the company has engaged their Southwest Account Manager.

Q: Will Mexico destinations be available in the GDS?

A: Yes, as of July 22, 2022, U.S. ARC –accredited point-of-sale travel agencies can book and ticket Mexico itineraries in all GDS’s (Apollo, Worldspan, Galileo, Sabre, and Amadeus).

Q: Can I add a travelers Rapid Rewards frequent flyer number to my GDS reservation?

A: Yes Rapid Reward numbers can be added to your GDS PNR using one of the following formats, please note 20000111222 is an example number only .

• Sabre FFWN2000111222
• Apollo MP*WN2000111222
• Worldspan 3SSRFQTVWNHK/WN20000111222
• Amadeus FFNWN-20000111222

Q: Will we still be able to hold bookings before ticketing?

A: Yes, and part of the change to full participation is that a ticketing deadline will be generated for each booking. The reservation will be held until 11:59PM local time, NEXT DAY (not next business day). Fare rules supersede the ticketing time limit. **Please note that any churned reservations will result in a debit memo**

Q: Will agents be able to add a Rapid Rewards loyalty number in their GDS bookings?

A: Yes. Loyalty numbers in GDS bookings will be handled as with any other carrier. Clients with a Rapid Rewards status such as A-List, A-List Preferred will be recognized and applied in GDS bookings, through the status level in the FQTV line. Please note that GDS reservations will decline an invalid Rapid Rewards number when entered in a reservation. However, name verification is not executed for GDS reservations. If the name is incorrect the Rapid Rewards number will not be attached to the reservation, even though it was entered in the GDS.

Q: How do we book groups with Southwest? Can we claim a PNR?

A: Any Southwest group booking is to be handled by Southwest directly. Southwest will not allow claim PNR in the GDS for booked groups. All group bookings are confirmed and ticketed by Southwest direct.

Q: Can I access/view in the GDS a booking created on Southwest website?

A: No. All bookings completed within a Southwest channel will remain with Southwest and cannot be accessed in the GDS’s

Q: Can I access/view on Southwest’s website a booking created in the GDS?

A: Yes. Any booking done in the GDS can be accessed on the Southwest website or by a Southwest agent.

Q: Can my GDS booking be serviced by Southwest directly?

A: Yes. However, once a GDS booking has been reissued by Southwest, it will then reside with Southwest and will no longer be available in the GDS for future servicing.

Q: Can we have multiple airlines/multiple tickets in a Southwest PNR?

A: Yes. Southwest segments can reside with other airlines in one PNR. Southwest does not allow for interline ticketing, which means that a Southwest ticket can only be issued for Southwest flights. No other carriers can be issued with the Southwest ticket as we do not currently have any interline agreements with other airlines.

Q: Will Southwest flights be available 365 days from the booking date via the GDS?

A: Southwest’s complete flight schedule will be visible in the GDS as they become available. Southwest normally publishes schedules 6-8 months out.

Q: Can I book multiple one-way tickets in the same PNR?

A: Currently Southwest does not allow multiple one-way reservations in one PNR. If a traveler wants to add a leg to an existing reservation you can exchange the current ticket, or book the added space in a new PNR.

Q: Will we be able to apply all forms of payment to issue Southwest tickets?

A: Southwest will enable all forms of payment in the GDS, including cash and check. However, Southwest’s currencies (gift cards, LUV vouchers, Rapid Rewards ® points, residual ticket funds) will not be accepted in the GDS.

Q: Will customers be able to have their bags transferred to other airlines if flights are booked in the same reservation?

A: No, Southwest does not have interline ticketing agreements with other airlines. Customers will need to pick up their bags at the Southwest baggage claim in the connecting city. They will be required to recheck their bags with the other airline.

Q: Will we be able to issue circle trip tickets in the GDS?

A: Yes you can issue circle trip tickets. Please note that you cannot issue separate tickets that are point to point within the circle trip.

Q: What will be the process to exchange/refund/void a Southwest booking?

A: All Southwest bookings created after cutover to ARC settlement can be voided, exchanged, or refunded through the GDS. Any bookings created prior to the ARC settlement migration will need to continue being exchanged or refunded with Southwest direct.

Q: Will agents be able to retain a residual value and issue an MCO for Southwest exchanged bookings?

A: All ARC settled reservations can be exchanged in the GDS, and an MCO issued for any residual value.

Q: Do I always need to issue a residual MCO?

A: Southwest Airlines never charges any fees for ticket changes. All residual MCO’s are expected to be issued by the travel agency in the name of the traveler. Any MCO not issued for $100.00 or more will result in a debit memo.

Q: Can I use a Southwest MCO for another traveler?

A: Southwest Airlines does not allow MCO’s to be used by another traveler. The contract of carriage states that the name on the MCO ticket must be the user of the new ticket issued. Any MCO used to purchase a ticket in another traveler’s name will result in a debit memo.

Q: Can I exchange with a Southwest agent a booking done in my GDS?

A: Yes, Southwest agents can modify any reservation to fly on Southwest. However, once a Southwest agent has exchanged the ticket, any further service request will need to be done by a Southwest agent.

Q: Where can I find information on Southwest Airlines Branded Fares?

A: Southwest Airlines now uses branded fares. Please follow this link to access our Branded Fares information.

Q: Does Southwest Airlines allow unaccompanied minor/ young traveler bookings through the GDS?

A: Please use the following information when booking via the GDS’s.

Not available through GDS

Ticketing travel for Unaccompanied Minors (ages 5-11 traveling alone) in the GDS is not permitted. Call 800-435-9792 or visit: https://www.southwest.com/faq/unaccompanied-minors . Please note, issuing tickets for an Unaccompanied Minor will result in a Debit Memo.

Tickets Young Travelers

Young Travelers (ages 12-17 traveling alone) can be booked through the GDS for US Domestic travel, however, you must call Southwest Airlines at 800-435-9792 to complete necessary travel documents. For more information on Young Traveler please visit: https://www.southwest.com/faq/young-travelers .

Travelers ages 2 – 17 that are traveling with a parent or guardian 18 years of age or older on a separate PNR must add the OSI WN (SWA Locator) of the parent PNR.

Q: Does Southwest Airlines provide a way to track corporate customer revenue that do not have a discount in place?

A: You may now add tour codes for revenue tracking to either the IT field of a ticket, or the OSI field of your PNR. Below are the formats for each.

• Sabre:      W#UN*99112233
• Apollo:        T:$BIT99112233
• Worldspan:   5-IT99112233
• Amadeus:      FT*99112233
• Galileo:       TC99112233
• Sabre:       3OSI WN 99112233
• Apollo:      3OSI WN 99112233
• Amadeus:    OS WN 99112233
• Worldspan:    3OSI WN 99112233
• Galileo:     SI.WN*99112233

Q: Does Southwest Airlines contact customers when flight interruptions occur?

A: Travel agencies can use the following SSR formats to provide Southwest Airlines their customers contact details. Without this information Southwest may not be able to contact our mutual customers when flight interruptions occur.

You will need to input SSR message fields in accordance with the GDS you utilize.

CTCE Customer Email Addresses:

CTCM Customer Mobile Phone Number:

CTCR Customers Refused To Provide Contact Details:

Please contact your GDS helpdesk with specific questions regarding formats.

Guidelines for TMC Transaction Testing with Live Bookings

• • Start date
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Utilizing the SWABIZ Traveler Accounts will auto-populate all of your traveler's information, such as their name, date of birth, RR number, pre-check KTN, etc., all to save you time!

With the SWABIZ Ghost Card feature, your travelers can charge their reservations to your company's credit card without ever revealing your credit card's account or billing information. This saves you and your travelers' time and money on reimbursement and administrative costs!

The SWABIZ free-form Internal Reference Number field allows you to assign a word, number, or alpha-numeric value to each reservation (i.e. Marketing, Sales, Tech, e023500, etc.) This makes it easy to identify, prioritize, and/or lump each group, team or department together when running your travel report.

A SWABIZ account can have as many limited and/or full-access Company Travel Managers as needed. Plus, full-access CTMs can add other CTMs to the account as well.

Your SWABIZ account will remain active for six months after your last reservation transaction (i.e. initial booking, itinerary change, cancellation, etc.) If your account deactivates due to a lack of activity, you can call the SWABIZ Help Desk ( 1-888-479-2249 ) to request that it be reactivated. *Note that after an account is reactivated, it will only remain active for one month unless there is a reservation transaction.

For more info on Travel Policy, downloading reports, or login directions, visit here: https://www.swabiz.com/swabiz/ctm/help .

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Teri MacDonald-Cadieux  visited Disney many times as a child. Little did she know her professional auto racing career would collide with her love of Disney. Teri hosted Disney's Car Ready television series to promote the opening of Epcot's Test Track attraction. Years later Teri earned her travel agency license while managing corporate travel for NASCAR teams. Today, she puts her travel and Disney knowledge to work helping make Disney magic for many families.

Ginger McKinney is a graduate of the College of Disney Knowledge and has attained a special knowledge of Disney Destinations. She also manages a great team of agents at TMC Travel.  Ginger is the author of The Mouse Connection blog and a co-author of the Sail Disney blog.  She loves all kinds of travel, and has taken her love of Disney with her all the way to the Disneyland Paris Resort.  Ginger has also earned specialist certifications at Universal Orlando Resort, Sandals/Beaches Resorts and Royal Caribbean Cruise Line.  She would love to help you plan your next family adventure! 

Lori Potter   is a graduate of the College of Disney Knowledge.  As a mother to four children, she has a special knowledge of taking children of all ages on magical vacations. Lori has visited the Walt Disney World and Disneyland theme parks many times as well as sailed on all four ships in the Disney Cruise Line fleet. She is a also a Destination Specialist for Universal Orlando, Sandals/Beaches Resorts and Royal Caribbean Cruise Line. She is a co-author of the blog Sail Disney .  Lori can’t wait to share her love of Disney and family travel with you!   

Nina Fabinski  is a graduate of the College of Disney Knowledge, was practically raised at Disney and is a HUGE Disney FANatic. Nina is the author of The DingleHopper blog and you can follow her on Facebook .  She specializes in visiting Disney with food allergies/special diets, as both her kids have various food allergy issues. She can help you feel comfortable dining at Disney and can show you how to prepare for a magical trip, SAFE and allergy free.   Nina and her family enjoy exploring Disney destinations every chance they get and she can't wait to help you!

Brittany Bradley  is a graduate of the College of Disney Knowledge.  After traveling to Disney World numerous times over the years with her five children and helping friends and family plan their vacations, she decided to make her hobby a career. Brittany has traveled with her children whose ages range from toddler to teen, and has loved seeing how their Disney experience is different and exciting at each stage. She has many great tips for traveling with kids of all ages and can’t wait to share her wealth of knowledge with you. 

Amanda Hydock is a graduate of the Disney College of Knowledge and loves all things Disney.  As the mom to one little princess and one prince, she knows her way around Disney destinations and enjoys helping families plan their dream vacation. Amanda is the author of the Magical Vacation Planning blog and you can find her on  Facebook as well.  She helps her clients save time and money, and gives them the information they need to visit Disney the prepared way. Amanda looks forward to assisting you in all of your vacation needs.  

Lindsey Porter  is a graduate of the College of Disney Knowledge. She and her husband have three boys and they enjoy experiencing Disney as a family. Lindsey enjoys planning all types of vacations.  From working with first timers to seasoned Disney-goers, she loves working with each client to create a custom itinerary for the ideal Disney vacation.  She is the co-author of Sail Disney , a blog dedicated to all things Disney Cruise related. Lindsey’s favorite part of her job is seeing her clients’ pictures from their magical vacations!

Arielle Cohen is a graduate of the Disney College of Knowledge who loves visiting Walt Disney World with her three children or with just her husband. She considers the Walt Disney World resort her second home and has spent many nights aboard the Disney Cruise Line.  She would love to help you plan a vacation on land or at sea, offering unique experiences for each family member with premiere service and entertainment. Contact Arielle to help you plan your stress-free Disney vacation so you can create memories for years to come.

Jennifer McNamara  is a graduate of Disney's College of Knowledge and has a slight obsession with everything Disney! She has been to Disney World many times and has also cruised with Mickey and his pals on the Disney Cruise Line. Jennifer loves helping her clients discover all the magic of Disney, whether it is a client's first or tenth trip. She truly loves working with her clients, together building the most amazing vacation possible! 

Tiffany Paterline   is a graduate of the College of Disney Knowledge. She loves being a short drive from Disney World and visits several times a year with her family. She loves making each trip unique for her family as well as for her clients. She has also enjoyed sailing with Mickey on the Disney Cruise Line. Castaway Cay is picture perfect! Contact Tiffany to help plan your family's memory filled vacation.

Tiffany Weston  is a graduate of Disney College of Knowledge. She has been a true Disney enthusiast for years. She has visited Walt Disney World and Disneyland several times with her husband and three children.  Tiffany loves to help her clients prepare for their vacations by sharing her extensive knowledge about the parks, resorts, and restaurants. She also has extensive knowledge on Disney’s Aulani Resort, Disney’s Hilton Head Beach Resort, and Disney’s Vero Beach Resort.  Contact Tiffany for help making your next vacation unforgettable! 

Lindsey Clifford   is a graduate of the College of Disney Knowledge and has been visiting Disney World since she was a child. Having traveled a multitude of times with her own three small children, Lindsey specializes in planning a stress free trip for families of any size. You can find her on her Facebook  or contact her via email.  Leave the details to Lindsey so the whole family can relax and make the most of your magical vacation.

Stephanie Weiskind  is a graduate of the College of Disney Knowledge. She and her husband have two daughters and after spending years planning her own trips to Disney, Universal, and on the Disney Cruise, she is excited to be able to help other families plan their magical experience by offering advice tailored to each client. Stephanie looks forward to help plan your next stress free vacation by saving you time, money, and most importantly creating wonderful memories that you will cherish forever.

Not sure which agent?  We can help!  If you cannot remember the name of the agent you worked with before or the name of the person that helped  your friend just let us know.  We can check our files and get you to the right person.  Just include any details that will help us get you connected!

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• About Egencia

What is a travel management company (TMC)?

What is a travel management company and why should you use one? Learn about what a TMC is and how it can help your business.

With corporate travel ramping up as we enter ‘post-pandemic’ times and an increased return to travel , the greater the need for travel management solutions. If you’ve noticed the uptick in corporate travel within your own business, you understand just how complicated it can be for you or your employees to coordinate itineraries. That’s where a travel management company, or TMC for short, can add great value to your business—regardless of size—and save you and your employees time, money and headaches.

What is a TMC and what do they do?

At the most basic level, a travel management company (TMC) is a travel agency that specialises in arranging corporate travel for businesses of all shapes, sizes and needs. TMCs can take care of all the details involved with business travel, including booking flights, handling hotel reservations, supporting with duty of care and looking after hire cars, among other services. Through advanced technology and online booking tools (OBT), travel management companies can help your employees find the best deals while also adhering to your company’s corporate travel policy. TMCs can even help your business create a travel expense policy if you don’t have one already. [1]

Is there a difference between an OBT and a TMC? [2]

Yes, there is a difference between an Online Booking Tool and a Travel Management Company. An online booking tool allows employees to track and manage their own business travel. Travel management companies offer more robust support on top of providing their own online booking tool. While OBTs allow your employees to individually search for their own corporate travel options and deals, TMCs typically offer support from experienced travel consultants who specialise in finding the best rates for business travel, while also allowing your employees the flexibility to choose their own flights, hotels and hire cars .

TMCs like Egencia are experts in handling the ins and outs of corporate travel. They are equipped to handle everything from gathering all the necessary travel paperwork, to providing live support during unforeseen circumstances—like missed flights—to notifying travellers of last-minute updates of travel regulations. With the backing of a TMC, your employees are supported at every stage of their travel, while helping your business save money and offering deeper travel insights.

Are travel management companies and travel agencies the same thing? [3]

No. travel management companies and travel agencies are not the same thing, although they may share some similarities. While travel agencies can help clients book corporate travel, and occasionally offer lower rates through a limited number of vendors, TMCs focus on exclusively servicing businesses, helping to create and adhere to a company’s corporate travel programmes, and finding the best rates for maximum savings .

TMCs also provide a wider array of services than traditional travel agencies, like the centralisation and automation of the travel booking process, data-reporting options and travel policy creation. Additionally, TMCs have cultivated years-long relationships with vendors and can negotiate lower fares for maximum savings.

7 benefits of using a travel management company

As business travel continues to ramp up, TMCs can offer travel solutions for your employees while keeping the bottom line of your business goals top of mind. Some of the most significant benefits of utilising a TMC include:

1. TMCs help streamline your travel booking process

By automating different travel components—like lodging, flights and ground transportation—into one online booking platform, it makes the booking process more efficient and easier to manage, and saves your employees valuable time.

2. Facilitates gathering data for more informed decision-making

Through partner integrations and APIs, TMCs can offer real-time data gathering that can help analyse travel trends, assess risk management, as well as control budget spending . In turn, this data can help your organisation make better, more educated business decisions.

3. TMCs provide travel assistance 24/7

One of the biggest benefits of using a TMC is that you can rely on reaching a travel consultant any time—day or night. Instead of having to keep track of several different vendors, your employees enjoy one point of contact that is reachable through a variety of different channels.

4. Enjoy the perks of a concierge service

From handling the most minute details—that can range from seat preferences to making sure travel reward points are applied accordingly and everything in between—TMCs elevate the traveller experience of your employees by taking care of all their travel needs.

5. Can help reduce corporate travel costs

Because TMCs specialise in finding and negotiating the best travel deals with enterprise providers and partners, they have access to lower rates on flights, hotel rooms and transportation—cutting down on overall business travel costs while still offering competitive name-brand selections.

6. Provides traveller safety assistance

Whether unexpected security concerns arise, or travel regulations are updated at the last minute, TMCs keep travellers informed with real-time notifications.

7. Integrates your company’s corporate travel policy for greater compliance

TMCs bridge the gap between employee travel booking best practices and your company’s corporate travel policy . A TMC can filter an employee’s search results to be automatically compliant to your business’ travel policy guidelines, saving them time and providing ease of use. If for whatever reason an itinerary isn’t compliant, it’ll be flagged for further approval.

Choosing a TMC that’s right for your business

While there are a number of different travel management companies to choose from, the right TMC will depend on your business needs and goals. Some must-haves to take into consideration as you shop for a TMC to partner include: [4]

• Responsiveness
• Comprehensiveness

Choose a TMC that is aligned with your company’s culture . Since you’ll work closely with them to create and organise your employees’ corporate travel, they should align with and uphold your company’s values.

Egencia provides you with corporate travel solutions

Whether you’re just starting a new corporate travel programme or are looking to make yours more robust, Egencia provides modern travel management with a single, global and highly configurable platform. You’ll have the power to build integrations that help you automate, connect and simplify your travel and expense management. From small and medium-sized businesses to global corporations, we connect you with over 290 global airlines and 650,000 lodging properties.

Ready to get started?

Request a demo to see what we can do for you.

[1] https://www.cbtravel.com/difference-between-travel-management-company-and-travel-agency/

[2] https://www.travelperk.com/blog/best-business-travel-management-companies/

[3] https://www.cbtravel.com/difference-between-travel-management-company-and-travel-agency/

[4] https://jtbbusinesstravel.com/how-to-choose-a-travel-management-company/

Looking for better business travel solutions? Get in touch with us.

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