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Contact corporate travel management (ctm) today for an obligation-free review of your travel program..

Our expert team are adept at identifying opportunities to reduce costs, increase efficiencies, drive policy compliance and technology adoption, and deliver a positive return on your travel investment.

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Local solutions, delivered globally

CTM provides local service solutions to customers around the world. Please select your local region, and start experiencing the CTM difference!

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Global business is complex, driven by global objectives and underpinned by regional needs and nuances. No matter how large, diverse and complex your travel needs, we’re committed to designing simple, safe and sustainable travel solutions that delivers measurable results.

With Corporate Travel Management (CTM), you can consolidate every aspect of your business travel, strategic meetings and corporate event management needs to maximize savings, efficiencies and duty of care across your entire business travel portfolio.

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One Program

Seamless service, content, and travel technology everywhere you go.

At CTM, we design simple, effective global business travel programs that are as unique as your business and the people that power it. We take what’s complex and make it simple, designing services and travel solutions that make global business travel simply better – safer, more sustainable and more enjoyable for every travel stakeholder.

We work with your team to source and select the right solutions for your business and people in every market you operate in, and package them up into one program , accessed through one platform and supported by one team , to give your global business travel program a place to call “home.”

One Platform

Designed specifically for your unique program and traveler needs.

The tools you need to travel are as unique as your business and people. That’s why CTM takes an agnostic approach to sourcing, selecting and integrating the most powerful and relevant tools in the market to deliver a bespoke, singular travel technology solution that meets your needs and preferences.

Our proprietary travel technology framework enables us to seamlessly integrate a broad range of tools into one travel portal, providing our global customers with a single, customized and highly configurable platform that meets the needs of every user for maximum adoption, compliance and user-experience.

Global servicing, delivered consistently and expertly in every region you operate in

CTM’s global travel programs are powered by a carefully crafted team of global travel experts, identified for their expertise and experience in delivering results where your business needs them.

Your dedicated global travel team is centrally managed by a Global Travel Program Manager, providing one point of contact for all program performance, optimization and policy development needs, and serviced by a dedicated team of regional travel experts in every market your business operates in.

Is your global corporate travel program fit for the future?

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From your first interaction with our team, you’ll experience the CTM difference.

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Our travel technology is built to be as flexible as your needs are diverse, putting transformative tools at your fingertips 24/7 for maximum productivity and peace of mind.

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CTM is proud to play its part in supporting the long-term sustainability of our planet by reducing the impact of business travel on the environment.

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Access the best negotiated room rates and value-adds at more than 48,000 properties in 205+ countries in one place.

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Optimize travel behaviors and identify potential triggers of traveler stress within your travel program for enhanced wellness and duty of care.

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CTM Global Capabilities

No matter how large, diverse and complex your needs, we design simple, safe and sustainable global travel programs that deliver measurable results.

Global Servicing

Designed for smaller travel budgets with less complexity. Select a managed or self-serve travel solution that suits your specific travel needs and objectives.

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CTM Elite provides tailored premium VIP service solutions and elevated supplier influence to deliver exceptional travel experiences for your VIP business travelers.

Contact our expert team to discuss your global corporate travel program today.

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Corporate travel for businesses going places

Corporate travel management (ctm) is unlike any other travel management company (tmc). we provide a unique blend of customer service, innovative travel technology and tailored program development which drives exceptional value at every step of your journey through greater savings, improved efficiencies and maximum safety..

At CTM, we pride ourselves on going above and beyond industry expectations and in setting consistently new standards which reinforce our multi award-winning status.

If your company is looking for a travel management solution which makes business travel more effective, reliable and enjoyable for every stakeholder, contact CTM today.

Customer service excellence

From your first interaction with our team, you’ll experience the CTM difference.

Innovative technology

Our technology is built to be as flexible as your needs are diverse, putting transformation tools at your fingertips 24/7 for maximum productivity and peace of mind.

Return on investment

CTM’s simple ROI philosophy means that for every dollar spent on our travel management services, we’ll return more in savings.

CTM Climate+

CTM is proud to play its part in supporting the long-term sustainability of our planet by reducing the impact of business travel on the environment.

Traveler Wellbeing

Optimize travel behavior and identify potential triggers of traveler stress within your travel program for enhanced wellness and duty of care.

CTM Global Hotel Program

Access the best negotiated room rates and value-adds at more than 48,000 properties in 205+ countries in one place.

Looking for a tailored travel management solution?

Travel solutions for every travel style and budget.

At CTM, we understand the unique and complex travel needs of businesses of every size, industry and geographic location. That’s why we design highly customized travel solutions based on your business’s specific travel needs and objectives. Whether you’re a global enterprise, national corporate or fast-growing start-up, we can deliver a travel management solution that will deliver on your goals.

From strategic account management to self-serve booking tools, every CTM customer benefits from our extensive global buying power and supplier negotiations, intuitive and user-friendly travel technology and world-class customer service and local market expertise.

That’s the CTM difference.

Strategic travel management

Your fully customized travel management solution, supported by a dedicated account management and consulting team.

Small business solutions

Designed for smaller travel budgets with less complexity. Select a managed or self-serve travel solution that suits your specific travel needs and objectives.

Travel technology

We provide customers with a range of intuitive technology solutions, giving you greater control over your travel program and the business travel experience.

Contact our expert team to discuss your corporate travel program today.

Solutions for every travel stakeholder.

Managing business travel can be time-consuming and complex. That’s why we build customer-centric travel management solutions designed to enhance the travel experience for every stakeholder.

Whether you’re a travel manager, travel arranger or a busy business traveler, we have developed a suite of tools and services specifically for your needs.

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Take control of your business travel experience with best-in-class travel tools and expert travel assistance on the road.

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Drive compliance, duty of care, cost control and consistency across your travel program.

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New Distribution Capability (NDC) is transforming business travel

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What Is Corporate Travel Management?

Things to consider in corporate travel management, options for corporate travel management.

• Challenges of Corporate Travel Management

Tips for Creating a Corporate Travel Management Policy

Budgeting and reducing costs for corporate travel, the bottom line.

• Corporate Finance

A Complete Guide to Corporate Travel Management

Organize Your Employees’ Travel Itineraries and Manage Business Travel Efficiently

Travel is a major expense item for many companies, and while teleconferencing via Zoom and other online platforms may have eliminated the need for some trips, it remains essential for a wide range of business purposes, such as industry conferences and trade shows, critical sales calls, and certain meetings.

Corporate travel management (CTM) is one way that companies large and small can attempt to control and cut down on their travel costs. If you’re considering implementing a corporate travel management program for your business, here is what you need to know about how it works.

Key Takeaways

• Corporate travel management is a way for companies to try to control their travel costs and cut back on them if necessary.
• Some companies handle this function themselves, while others outsource it to specialist companies.
• Corporate travel managers can be involved in setting itineraries, booking flights and hotel rooms, and managing other travel-related costs.
• Today, many companies are concerned with not only the financial costs of employee travel but also its environmental impact.

Corporate travel management refers to processes that businesses put into place to oversee their employees’ travel and entertainment (T&E) expenses and ensure that they comply with the company’s policies. That can include approving (or rejecting) travel plans, arranging itineraries, purchasing tickets, and auditing expense reports.

A large company might have a separate department dedicated to corporate travel management, while a smaller one may assign the tasks to their human resources and accounting departments. Still others may outsource these functions to third-party travel management companies.

While the COVID-19 pandemic resulted in significant cutbacks in business travel, an October 2023 survey by the Global Business Travel Association found that 84% of companies said their business travel had “largely” or “mostly” returned to pre-pandemic levels.

Companies can choose to exert varying degrees of control over their employees’ travel, from fairly general guidelines on spending limits to very specific, step-by-step procedures, including which travel suppliers to use. Here are some of the matters they may take into consideration.

Itineraries

A business travel itinerary is a summary of a proposed trip, including travel dates and times, flight numbers, hotel bookings, meeting appointments and contact information, and so forth. Corporate travel managers may develop itineraries in collaboration with employees, making sure that each aspect complies with company policies. A written itinerary is also a handy reference for employees to bring with them on their trips.

Transportation

Corporate travel managers will often make transportation arrangements on behalf of employees, much like a travel agent might for someone’s personal vacation. Because they may control a high volume of business, they can have more leverage in negotiating with suppliers, such as airlines or rental car companies. They may also have special arrangements with certain suppliers, and the company might require its employees to use those suppliers whenever possible.

Even if they don’t have such arrangements in place or much power to negotiate prices, they may have tools at their disposal for searching out deals and discounts that individual employees don’t have. For example, they may have access to an online global distribution system (GDS), such as Amadeus, Sabre, or Travelport, allowing them to compare multiple carriers at the same time.

Accommodations

As with transportation providers, corporate travel managers can help arrange hotel bookings, often securing discounts that would be unavailable to employees individually. Hotel prices and availability are also provided on GDS platforms, which can save employees a lot of time and effort calling around to book a room.

Meetings and Events

For companies planning meetings and other events, corporate travel managers can book venues and assist attendees with their travel arrangements. Some companies may have separate travel management and event planning departments or merge the two into a single department. They can also farm out these functions to third-party companies that specialize in arranging events and have deep experience and contacts in that area.

Costs and Reporting

Since keeping costs under control is a major reason for implementing a corporate travel management program, setting spending policies and enforcing them is one of the managers’ key responsibilities. Employees must generally submit expense reports at the conclusion of their travel, which travel managers can then review.

Keeping accurate records, and receipts where necessary, is also important for tax reporting purposes. Companies can generally deduct employees’ travel expenses if they have a clear business purpose and are “ordinary and necessary” and not “lavish or extravagant.”

In many cases, companies will provide corporate credit cards for employees to use during their travels. Corporate credit cards can make it easier for companies to collect the information they need for reporting purposes, and spare employees the cost and bother of putting travel expenses on their own credit cards and having to wait for reimbursement.

Policy Compliance

Most companies of any size will have a written travel policy that they expect their employees who travel for business to become familiar with. This document will cover matters such as any required approval process before starting on a trip, spending limits, preferred travel suppliers, expenses that are reimbursable (or not), rules on the use of a corporate credit card, and how to fill out and submit an expense report at the conclusion of a trip. Written travel policies serve the dual purpose of controlling company costs and saving employees unwelcome surprises over expenses that the company won’t reimburse them for.

Beyond specific travel-related policies, corporate travel can be affected by broader company policies. For example, a 2023 Deloitte study reported, “Climate concerns will likely put a cap on corporate travel gains for several years to come. Four in 10 European companies and a third of U.S. companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets.”

Travel Support and Assistance

In addition to helping employees with the logistical and financial aspects of travel, corporate travel managers can provide other forms of support, including help in a medical or other emergency. Many large corporate travel departments and third-party companies have support services available 24/7, just in case.

As mentioned, companies don’t have to take on all (or any) of these responsibilities themselves but can hire another company to handle it for them. While that represents an added cost, a company that specializes in corporate travel is likely to bring greater expertise to the role and may find cost savings that would otherwise go unnoticed.

Companies can also buy travel management software programs that allow employees to book their own travel arrangements and that may link to the company’s accounting software to simplify expense reporting. Such software can also flag and even reject any expenses that don’t comply with company rules.

If they don’t have access to professional GDS platforms, travel managers can also make use of regular consumer booking sites, such as Expedia and TripAdvisor.

Challenges of Corporate Travel Management 

While corporate travel management will often benefit a company from a financial perspective, it does present challenges.

For example, because it takes away some of the autonomy that employees may have become accustomed to in planning their own trips, it can cause them to feel mistrusted or micromanaged and make travel seem like more of a burden. In addition, for corporate travel management to be effective, it requires that the people who oversee it know what they’re doing, which may require not only training but also frequent refresher courses to keep up with the rapidly changing travel industry.

A good corporate travel management policy will lay out as specifically as possible the company’s rules for arranging flights and other transportation, booking hotel accommodations, and expensing other reimbursable travel-related costs, such as meals and entertaining. Any caps on costs should be regularly revisited and revised as necessary to keep up with inflation and changes in the marketplace.

The policy should describe a clear process for having travel approved in advance, if that’s required, and submitting expense reports after the trip for timely reimbursement.

An effective policy will also strive to avoid situations in which lower-level employees feel they are subject to stricter or more penny-pinching rules than higher-ups.

Finally, it’s important that employees be encouraged to read the policy and know the rules. They may also be given the opportunity to provide feedback on ways that the rules can be improved next time the policy is revised.

Corporate travel managers not only play a role in monitoring how a company’s money is being spent and looking for ways to cut its costs. They also often have a major say in setting the company’s annual travel budget, based on previous years’ needs and anticipated pricing changes throughout the travel industry.

Today that may involve weighing in on when a virtual meeting can substitute for an in-person one. A 2023 Morgan Stanley survey of 100 global corporate travel managers found that they planned to replace 17% of their corporate travel with virtual meetings in 2024 for reasons “ranging from cost savings to lower carbon footprints.”   

Why Is Corporate Travel Important?

While many companies learned during the COVID-19 pandemic that they could sometimes substitute virtual meetings for in-person ones, they have also found that travel can more than justify its cost in many instances . As Harvard Business School Associate Professor Prithwiraj Choudhury remarked in a recent interview on the university’s website, “Even in a hybrid world, even in a world of work-from-anywhere, we still need to occasionally meet colleagues in person for social purposes.” In addition, face-to-face meetings can help establish more profitable and productive relationships with a company’s key customers and suppliers.

Who Handles Corporate Travel?

Companies handle corporate travel in a variety of ways. Many have created internal departments dedicated to corporate travel management, while others outsource that role. However, many companies still leave most of the decisions to individual employees. One 2023 survey by Morning Consult Research Intelligence reported, “Over half (51%) of those who travel frequently for work book on their own using a platform of their choice.”

What Does Corporate Travel Include?

Corporate travel can include both domestic and international trips that have a business purpose. It generally doesn’t include employees’ everyday commuting. Commuting costs are not tax-deductible for employees, but companies can choose to subsidize them up to certain limits through what the Internal Revenue Service (IRS) calls qualified transportation benefits. Those benefits are not taxable to the employee, but the employer doesn’t get any tax deduction for providing them.

Corporate travel is expensive, but many companies find that its benefits outweigh the costs. Corporate travel management is one way that companies can try to keep those costs under control and get the most value from their travel budgets. While many companies have embraced corporate travel management programs, others still leave most decisions to their individual employees.

Global Business Travel Association. “ Global Business Travel Industry Sees Rebound in 2023 with Shifting Challenges and Opportunities for 2024 .”

American Express. “ What Is Corporate Travel Management and Why Do You Need It? ”

Internal Revenue Service. “ Topic No. 511, Business Travel Expenses .”

Deloitte. “ Navigating Toward a New Normal: 2023 Deloitte Corporate Travel Study .”

Oracle NetSuite. “ What Is Corporate Travel Management? ”

Morgan Stanley. “ 2023 Outlook: Business Travel Bounces Back .”

Harvard Business School. “ Why Business Travel Still Matters in a Zoom World .”

Morning Consult Research Intelligence. “ Business, but Not as Usual ,” Page 18.

Internal Revenue Service. “ Publication 15-B: Employer’s Tax Guide to Fringe Benefits ,” Page 22.

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Corporate Travel Management, Business Travel Services & Solutions

Modern corporate travel management for the fast-changing travel landscape

Manage risk. Support traveler wellbeing. Plan for the future. How can Egencia™ help you modernize your corporate travel program?

The only proven global B2B travel tech platform

Egencia is always working to deliver travelers, travel managers, and travel arrangers unrivaled choice, value, and experience, with the powerful backing of Amex GBT.

We’re in a league of our own

Our platform can be optimized for all types of users, in companies big or small.

Tech is in our DNA   We originated in the labs of global tech giants and now we are a part of the most valuable B2B travel solution in the world.

AI-driven insights   Our AI delivers custom user experiences that add value to your company’s travel program.

Suite of APIs   Amex GBT Egencia’s open API platform gives you the ability to build robust integrations that help you automate, connect and simplify your travel and expense management.

Unbeatable travel content We lead the industry with over 290 global airlines and 650,000 lodging partners.

Industry-first NDC capabilities Amex GBT Egencia is the first to offer new distribution capabilities to our clients. 

Amex GBT Egencia Preferred Rates  We offer the best value for business travel with access to special discounted air fares.

The unique content from Amex GBT Egencia provides unrivaled choice and value for air, hotel, car and rail.

Our technology-driven customer service and commitment to excellence puts Amex GBT Egencia on another level.

Industry leader in service Our platform and services are consistently rated above 95% satisfaction by customers.

Best-in-class traveler support We provide services to over 2 million travelers in over 60 countries.

Globally proven Amex GBT Egencia proudly supports over 9,000 companies of all sizes around the world.

Constant innovation We consistently deliver enhancements and innovation across our online and offline services.

Smartest shopping experience Our technology provides the smartest, quickest shopping experience to give the best routes and rates based on user preferences.

Proven optimization Our AI and machine learning delivers the best experience and enhancements for savings, traveler wellbeing and sustainability.

We lead the industry in innovation, with data insights from 100s of millions of transactions every year.

The world's business travel platform

• Companies of all sizes in more than 60 countries trust Amex GBT Egencia to modernize their corporate travel programs
• We deliver simple, consumer-like business travel that users love and fast, knowledgeable support for unexpected moments
• With a globally consistent platform and skilled travel program management, rest assured your travel program is optimized to manage risk while maximizing ROI

Ready to update your travel program?

If now is the time to redesign your corporate travel program to manage risk, support traveler wellbeing and monitor your travel spend, this toolkit can help.

Amex GBT Egencia helps you stay connected

14 million business trips were made with Amex GBT Egencia last year. As your travel management company, we’ll be with you every step of the way.

Managing travel risk

Travel risk management has never been more important. Find out how you can manage risk, deliver duty of care and make your business travelers feel secure.

• A comprehensive and quickly adaptable business travel policy is crucial. Use this free guide to help you create a travel policy that adapts to your needs.
• Make traveler wellbeing a priority. Inform, alert and assist them in real-time via the mobile app and online booking tool
• Reduce risk by improving travel policy compliance

Putting traveler wellbeing first

You want employees to feel fully supported from the time they book until they return home. Amex GBT Egencia travel experts are ready to assist.

• Learn how you can enhance your duty of care policies for travelers
• Travel booking is only one part of the equation. Traveler safety is the other. Use this pre-travel safety checklist as a guide
• Learn how Amex GBT Egencia simplifies hotel bookings for travelers .
• Put your travelers in the driver’s seat and take advantage of our fleet of 5 million car rental options worldwide

Savings and ROI

Even as the travel industry changes, businesses still need to make strategic decisions based on cost and ROI. Amex GBT Egencia can help you boost your bottom line.

• Gain insights, identify savings and optimize travel spend in real-time with Amex GBT Egencia Analytics Studio
• Find out how Umpqua Bank maximized their business travel ROI with Amex GBT Egencia
• Amex GBT Egencia travel services can help simplify expense management . Easily track travel expenses that reflect spending with personal or corporate credit cards
• 19 ways our travel management solutions can help you save time and money

Amex GBT Egencia empowers over 2 million business travelers to get the most out of their business travel. Shouldn’t you be one of them?

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Corporate travel just got better.

Imagine a world of travel management where tech and people work collectively. Where you can look, book and report, all in one platform. 

Your business travel matters. Make it count.

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Helping companies travel the globe simpler, faster, easier. 

Meet Melon.

A travel management platform that makes business travel a breeze.

Melon is everything you need to manage all the pieces of your business travel programme, quickly, and easier than ever.

• Ultra-intuitive design
• 5-minute bookings
• On-point reporting for smarter decisions
• Access the best rates, no debates
• Live-chat with a travel consultant

Melon is the ultimate travel management solution that covers all your bases from booking, safety, reporting, policy, and expense.

Ready to see it in action?

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Our business? Getting you there.

More savings? Yes please.

Travel expertise? Anytime.

Latest tech? Always ahead.

The best fares and rates? Of course.

What our customers say about us, “corporate traveller provides a level of service that’s both thorough and anticipatory. we’re an incredibly fast-moving business and to have a partner as nimble as us managing our travel needs is invaluable.”, caroline roche, chief of staff @ bumble, “working with corporate traveller allows us to get key personnel there on time and most importantly, safely. it’s been seamless; they understand our business, conscious of costs and are an instrumental part of our operations.”, stephen cochrane @ rotech subsea ltd, “our booking fees have fallen and we’re now capturing more travel spend and have greater overall visibility, allowing us to really pinpoint where there are further savings to be made. ”, vicki mann, executive assistant @ new era.

Saving time or money on business travel? Choose both!

Small and medium-sized businesses like yours need to know exactly what you’re spending on business trips, where to get the best travel deals, and how to stay under budget. Partner with an expert who will help to keep your budget on track but will also find business travel savings along the way too. At Corporate Traveller, Melon and our expert consultants can help you save time and money.

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Industry expertise? We know the ins and outs.

We make knowing how your business travels our business. The result? A travel management solution that perfectly balances adaptability and reliability. Trust us to expertly guide your business travellers – while catering to your company’s unique needs. 

Whether it’s meetings, events, or industry- specific travel requirements (and all their quirks), consider it covered.

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Earth-friendly business travel

Ready for sustainable corporate travel powered by more than just talk ? Access a CO₂ reporting dashboard to track emissions on flights, hotels, and car hires.

Looking to empower your travellers to make greener choices when they travel? For us, it’s non-negotiable.

Our global digital platform, Melon, promotes sustainability awareness by showcasing options with clear emissions badges and trip carbon calculations.

GREENER TRAVEL

Are you a decision maker, travel booker or corporate traveller?

I make the big calls

I book the big trips

I hit the road

The right travel policy?

It's a game changer..

Let your corporate travel policy work for you. Think of it as your go-to playbook, guiding each trip, from important meetings to long-term projects.

Dive in with us, craft a policy that’s unique to your business, and transition from travel turbulence to clear, confident skies.

Need next-level travel solutions?

Talk to Corporate Traveller today; the travel management company for small and medium-sized organisations.

Corporate travel just got better.

Imagine a world of travel management where tech and people work collectively. Where you can look, book and report, all in one platform. 

Your business travel matters. Make it count.

Book a demo     Watch Video

Helping companies travel the globe simpler, faster, easier. 

Meet Melon.

A travel management platform that makes business travel a breeze.

Melon is everything you need to manage all the pieces of your business travel program, quickly, and easier than ever.

• Ultra-intuitive design
• 5-minute bookings
• On-point reporting for smarter decisions
• Access the best rates, no debates
• Live-chat with a travel consultant

Melon is the ultimate travel management solution that covers all your bases from booking, safety, reporting, policy, and expense.

Ready to see it in action?

book a demo

Our business? Getting you there.

More savings? Yes please.

Travel expertise? Anytime.

Latest tech? Always ahead.

The best fares and rates? Of course.

What our customers say about us, “corporate traveler provides a level of service that’s both thorough and anticipatory. we’re an incredibly fast-moving business and to have a partner as nimble as us managing our travel needs is invaluable.”, caroline roche, chief of staff @ bumble, “working with corporate traveler allows us to get key personnel there on time and most importantly, safely. it’s been seamless; they understand our business, conscious of costs and are an instrumental part of our operations.”, stephen cochrane @ rotech subsea ltd, “our booking fees have fallen and we’re now capturing more travel spend and have greater overall visibility, allowing us to really pinpoint where there are further savings to be made. ”, vicki mann, executive assistant @ new era.

Upgrade to effortless

Business travel is an investment, and it should feel simple. Take your business travel to the next level with exceptional service every step of the way.

With a blend of knowledgeable travel experts and seamless digital experiences, we’ve got you covered from door to door. Every experience, every interaction, every trip should feel simple, worry-free, effortless.

unparalleled service

Industry expertise? We know the ins and outs.

We make knowing how your business travels our business. The result? A travel management solution that perfectly balances adaptability and reliability. Trust us to expertly guide your business travelers – while catering to your company’s unique needs. 

Whether it’s meetings, events, or industry- specific travel requirements (and all their quirks), consider it covered.

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Supercharged savings & deals

Unlock exclusive negotiated rates to keep your costs down. With our vast global network, corporate travel deals are at your fingertips.

Looking for amazing value and choice for your next flight? Consider it done. How about rates at your preferred hotels? Of course! Our robust business travel management approach, fueled by powerhouse partnerships, means unrivaled value, sterling service, and a business travel experience that saves you time and money.

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Are you a decision maker, travel booker or corporate traveler?

I make the big calls

I book the big trips

I hit the road

The right travel policy?

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What Is Corporate Travel Management?

Corporate travel management addresses all functions associated with supporting business travel for employees, customers, vendors and business partners. Companies may rely on in-house corporate travel management teams, travel agencies, online booking tools or any combination of those options to perform these functions. Corporate travel management policies create or enforce meeting and travel procedures while passing along travel data to accounting and finance systems and teams.

How Does Corporate Travel Management Work?

In addition to ensuring employees comply with a company’s travel policy, corporate travel management supports other tasks such as arranging business trips, establishing preferred arrangements with carriers (airlines, rental car companies, etc.) and hospitality providers, and issuing real-time reports that relay travel spend to accounting departments and other corporate stakeholders.

Why Is Corporate Travel Management Important?

Business travel management plays a key role in helping companies get the most out of their travel budgets by ensuring they are not overpaying for transportation and accommodations. It also establishes how employees arrange business trips and ensures all travel spend is allocated in the best interest of the company. A well-managed corporate travel program is also important to ensure traveler safety.

What Tasks Fall Under Travel Management?

Itineraries, accommodations, transportation.

• Meeting & Events
• Costs & Policy Compliance

Travel Support

• Reporting & Data Analysis

Companies have different approaches when it comes to how employees create itineraries for their business trips. Considerations include cost, balanced with an employee’s business responsibilities and the company’s travel polices. In most cases, employees now use online booking tools to create their own itineraries. Some larger companies may have personnel or travel agency resources to create itineraries for senior leaders or those who travel frequently. Companies with a corporate travel program can configure travel management software with online booking tools to ensure travelers create itineraries that meet the firm’s travel guidelines while providing a mechanism for trip approval and the reporting of travel and expenses.

Corporate travel management is responsible for keeping costs in check, as travel prices are notoriously variable. Optimizing pricing can have a measurable impact on maintaining budgets and help companies fund more business trips without significantly expanding the budget. Corporate travel management can set guidelines for how much employees can spend on various travel costs, based on reasonable and customary prices in a given locale.

Some companies negotiate prices with certain providers, while others rely on agencies and other third parties who may have more leverage. Some might rely on both internal teams and a travel management company. Where it makes sense, companies should also leverage any business client relationships they may have with those who provide transportation, hospitality or other travel support functions.

Lodging costs are cyclical depending on economic conditions, location, time of year and other factors. The cost of accommodations also varies considerably throughout the world. Thus, corporate travel management may negotiate prices with major hotel chains or those who provide alternative accommodations such as Airbnb —or oversee an agency who does so. In addition to costs, businesses should consider accommodations that meet employees’ business needs and have favorable cancelation polices or are willing to waive certain fees.

When it comes to transportation, corporate travel management plays several roles, including determining the best mode of transportation for a given destination. It is the conduit through which employees make their arrangements with preferred carriers and ensures transportation arrangements comply with company polices.

Meetings and Events

Companies that host their own meetings and events need resources with which to book restaurants, hotels, convention centers or other venues that can accommodate everything from small executive meetings to large conferences. A corporate travel management team or tool facilitates these bookings.

For important meetings and events, the team will scout various venues and ensure each can meet the needs and budgets of a meeting or event. If it’s a major gathering that will bring together customers, investors or other influential stakeholders, corporate travel management teams will visit the venue. Besides evaluating the meeting facility, the team will ensure the surrounding accommodations and logistics are suitable.

Costs and Policy Compliance

Many companies require corporate travel management to not only set cost thresholds but also track and enforce employees comply with them. Ideally, corporate travel management ties compliance to reimbursement policies. Moreover, its systems should prevent employees from making arrangements that fail to meet the company’s policies.

Because circumstances at times may necessitate exceptions, corporate travel management should have flexible approval mechanisms. Many businesses also issue a corporate credit card, which allows for better tracking of travel and expenses, simplified travel booking, faster reimbursement and access to real-time data regarding employees’ costs.

Sometimes, corporate travel management teams will serve as a conduit between employees, their supervisors and accounts payable. Larger organizations may outsource this role to travel agencies, such as American Express , which have sophisticated travel management platforms. Some organizations will provide higher levels of support, such as arranging for transportation to airports, making dinner reservations or serving as a liaison to travelers when they need assistance. In both scenarios, other than top executives and VIP guests, employees are increasingly expected to rely on self-service tools to address common travel needs.

Reporting and Data Analysis

Corporate travel management must report all travel expenses to accounting. Finance departments use that information to not only track expenses incurred during an accounting period but also inform current and forward-looking budgets and forecasts.

Automated Travel Management vs. Hiring a Travel Manager

Until recently, companies had to decide whether to hire people to support and manage travel or to rely on outside agencies to oversee those functions and then let accounts payable departments enforce policies when reimbursing employee expenses. While some companies choose one or the other and others go with a blend of both, nowadays companies have the option to automate much of the travel management process.

Some business management platforms, for example, offer corporate travel management capabilities. Many of the leading platforms have features including expense management , analytics , client management and project management , which together serve to automate travel management. These platforms also give accounting teams real-time information on travel’s impact on financial performance.

How Is AI Changing the Travel Management Landscape?

Business travelers are now actively using tools to automate travel management. With recent advances in artificial intelligence (AI), they can now book a business trip with online booking tools even faster. For example, American Express Global Business Travel (GBT) is among the firms using AI to automate business travel planning. The global travel agency now has a recommendation engine that uses a traveler’s history to help find suitable accommodations when planning a trip.

But it is not just the giant travel agencies that are using AI to help automate business travel booking and related processes. Airlines, hotel operators and car rental agencies have started introducing chatbots to address routine inquires and issues. People are using voice commands for recommendations and to place reservations. These technologies are starting to appear in workforce automation, help desk and other business process management systems to enable increased self-service to routine processes.

The true potential of AI for corporate travel management comes from using all the data amassed by travelers to eliminate as many tasks in the planning of trips as possible, according to Travel & Hospitality magazine.

By analyzing how travelers across companies behave in creating their itineraries, AI automation tools can become more precise in predicting preferences, according to the report . “When preferences can be catered to without even asking for them, search time is heavily reduced, and traction is increased. Even shifts in traveler partners can be detected beforehand while negotiating with properties. Ultimately, an AI-powered recommendation mechanism could eliminate the dependence on potential complications of last-minute changes.”

Challenges of Corporate Travel Management

• Employee desire for flexibility and comfort can conflict with a company’s efforts to manage costs.
• Services that were once included in the cost of airfare or a hotel booking may now cost extra, creating disparities in company policies.
• Escalating cancellation or change fees are costly if employees make errors when booking.
• Company polices can often limit employees’ ability to choose lower-cost services that they discover on their own.
• Many companies still lack ways to calibrate the needs of the business with costs and changing business conditions when it comes to travel.
• Accounts payable policies are not always aligned with corporate travel management. The reimbursement process is very manual and requires significant resources to review and verify receipts for travel expenses.

How to Institute a Travel Management Policy

Every company should have a documented travel management policy and one that they enforce. The policy should be reasonable and ideally put together with input from employees who frequently travel. Gathering that input will reduce non-compliance, which by various accounts is high. Corporate travel surveys show more than half don’t understand or meet their companies’ travel policies. The Society of Human Resource Management, a non-profit trade association for HR professionals created a template that offers a baseline policy that companies can adjust to meet their own compliance requirements and what leadership believe fits within their organization’s best practices.

Trends in Corporate Travel Management

Business travelers expect every aspect of their trips to be accessible from their phones and their computers. Gone are the days of calling a travel agent to book their travel and submitting manual expense reports.

Businesses that can integrate all of the information pertaining to the planning of trips, expenses and how employees spend their time on the road are better positioned to determine the value they are receiving.

Improvements in technology and advances in AI are helping companies ensure they are receiving the most competitive rates, more flexibility and better visibility.

Improve Expense Management Efficiency

Best Tools for Corporate Travel Management

Many companies expend significant resources on corporate travel for business development, sales and marketing. Besides widely variable travel expenses, there’s a cost in terms of human capital management—organizations that use modern corporate travel management tools effectively are better positioned to get higher ROI.

Ideally, organizations should ensure their corporate travel management solutions are integrated with, or include, expense and vendor management systems. Likewise, organizations should integrate corporate travel management with core financial management and accounting platforms and resource and planning solutions.

On the front end, tracking expenses for travel has become easier now that employees can use their mobile devices to scan receipts when they receive them. As a result, many organizations have simplified their formerly paper-intensive expense management processes.

Accordingly, companies should make sure their expense management solution includes configurable mobile apps that can scan receipts and allow employees to easily itemize and categorize each expense.

Tools that can track polices will automatically reject unallowed expenses. The platform should offer flexible and configurable workflows that can avoid bottlenecks that delay approvals. The best expense management tools also offer connectivity with ERP, project management, accounting, billing, and analytics systems.

Travel expense management solutions that offer certified integration with leading platforms and help organizations reduce the amount of data entry among those in accounts payable departments. Likewise, they make it easier for employees to compile expense data, especially those that provide integration with approved credit card providers.

Financial Management

Extended Planning and Analysis (xP&A) Defined

Finance departments in well-run companies have for years developed best practices around financial planning and analysis (FP&A), which provides useful insights and analytics that help guide a business’s future direction…

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The 2024 Guide to Corporate Travel Management

Did you know that the  global business travel market  is projected to hit a staggering $829.5 billion by 2027, growing steadily at a rate of 3% over seven years? It's a massive industry that underpins the operations of countless companies worldwide. 

Yet, despite its importance, corporate travel management often feels like a never-ending administrative headache. Managing it can be overwhelming and time-consuming, from booking flights and arranging accommodations to tracking expenses and ensuring employee safety. 

However, it doesn't have to be this way. 

Business travel has the potential to be a strategic tool for growth, fostering collaboration, and boosting morale among employees. So, what's causing the disconnect? And, more importantly, how can you bridge this gap? 

In this post, we'll delve into the biggest pain points of corporate travel management and offer practical solutions and insightful tips to address them effectively. By exploring streamlined processes, leveraging the right  business travel solutions , and prioritizing both efficiency and employee experience, we'll show you how to transform your travel program from a chaotic scramble into a well-oiled engine of success. 

What is Corporate Travel Management?

Corporate travel management involves overseeing and organizing employees' travel and entertainment expenses to ensure adherence to the company's policies. It includes  business travel planning , such as organizing itineraries, buying tickets, and checking expense reports. 

Larger companies often have dedicated departments for this, whereas smaller businesses might rely on their human resources and accounting teams. Some companies choose to outsource these responsibilities to specialized travel management companies. 

Core Elements of Corporate Travel Management

The core elements of corporate travel management revolve around processes and policies designed to streamline and oversee all aspects of business travel. These elements ensure that travel is cost-effective, efficient, and aligned with the company's objectives and policies. 

Let's take a closer look at these key components: 

• Policy Development and Compliance:  Establish clear, comprehensive travel policies that define allowable expenses, preferred vendors, booking procedures, and compliance measures. These policies help set expectations and guide employee behavior during business travel. 
• Travel Approval Process:  Implement a system for approving travel requests to ensure trips are necessary, budgeted, and aligned with business goals. This process often involves multiple levels of approval, depending on the purpose of the travel and cost. 
• Booking and Reservation Management:  Centralize or streamline the booking of flights, hotels, car rentals, and other travel services. This can involve in-house resources, corporate travel agencies, or specialized travel management software to secure the best rates and ensure policy compliance. 
• Expense Management and Reimbursement:  Create a system for tracking, submitting, and reimbursing travel expenses. Use expense report software to simplify the submission process, ensure accuracy, and maintain records for auditing purposes. 
• Risk Management and Duty of Care:  Ensure the safety and security of traveling employees by assessing travel risks, providing travelers with information and support, and having plans for emergencies. Monitor global events and implement safety protocols. 
• Data Analysis and Reporting:  Collect and analyze travel data to monitor spending, identify trends, and uncover opportunities for cost savings. Reporting helps companies understand travel patterns, negotiate better rates with vendors, and improve travel policies. 
• Vendor Negotiations and Relationships:  Establish and maintain relationships with preferred travel service providers, such as airlines, hotels, car rental companies, and travel agencies, to secure competitive rates, special discounts, and favorable terms. 
• Technology Integration:  Utilize corporate travel technology for booking, expense reporting, policy compliance, and traveler safety. This technology solutions can automate many aspects of travel management, improving efficiency, and user experience. 
• Traveler Support and Communication:  Support employees before, during, and after their trips, including travel advisories, 24/7 emergency assistance, and feedback mechanisms to improve the travel program.   

What are the Benefits of a Corporate Travel Policy?

A well-defined corporate travel policy is essential for managing business travel effectively. It ensures travel expense management, compliance, efficiency, employee travel management, and satisfaction, ultimately contributing to a successful travel program.  

Here are some benefits of having a corporate travel policy: 

For Businesses:

• Cost Control:  Establishes clear spending limits and preferred vendors, leading to cost savings and budget predictability. 
• Compliance:  Ensures adherence to internal policies and external regulations, mitigating legal risks. 
• Efficiency:  Streamlines travel booking and expense management processes, saving time and resources. 
• Ensure Duty of Care and Traveler Safety:  Promotes employee safety and well-being through travel guidelines and emergency protocols. 
• Traveler Satisfaction:  Provides clear expectations and support, fostering a positive travel experience for employees.  

For Employees:

• Clarity and Guidance:  Understands company expectations and procedures for travel arrangements and expenses. 
• Budget Awareness:  Makes informed decisions about travel choices within allocated budgets. 
• Peace of Mind:  Feels supported and secure, knowing they comply with company policies and have access to resources in case of issues. 
• Efficiency:  Benefits from streamlined booking processes and clear expense reporting procedures. 

Developing a Corporate Travel Policy: Tips and Best Practices

When developing a corporate travel policy, follow these tips and best practices: 

• Be Specific:  Provide concrete guidelines for booking flights, hotels, meals, and entertainment expenses. 
• Streamline Approval and Reimbursement:  Implement a transparent process for travel approval and expense report submission. 
• Be Equal and Fair:  Maintain consistent guidelines to foster equity and trust across all levels. 
• Remember Employee Engagement:  Promote awareness through training sessions and encourage feedback during revisions. 
• Ensure Safety:  Include safety protocols and emergency contact information in the policy. 
• Focus on Sustainability:  Encourage eco-friendly travel options. 
• Embrace Technology:  Integrate travel booking and expense management software for a seamless experience.  

Regularly review and update the policy to reflect changing needs and industry trends. 

6 Common Challenges in Corporate Travel Management

Corporate travel presents ongoing challenges for many businesses, from handling numerous requests to controlling expenses. Even with processes seemingly managed, the time and effort invested in what should be straightforward tasks can be substantial. 

It's common to encounter the following issues: 

• Handling Numerous Requests:  Typically, someone is tasked with overseeing travel arrangements. It could be a dedicated travel manager or administrative team. The challenge arises with the volume of requests from various departments in the company, often communicated through different channels like email, Slack, or in-person visits, creating a disorganized and time-consuming workflow. 
• Tracking Approvals:  Ensuring travel is approved by the appropriate personnel adds layers to the process. Travel management systems can streamline approvals by electronically notifying and collecting consent from managers, simplifying the process. 
• Controlling Costs:  Travel is essential for business growth, so managing expenses becomes crucial. Often, companies overspend by not accessing lower-cost options, opting for business-class accommodations, and bookings through travel agents. Exploring more cost-effective avenues, like discount websites, can help manage budgets more efficiently. 
• Empowering Employees to Book Travel:  Allowing employees to book their travel can reduce administrative burdens and increase satisfaction by giving them choices and control over their itineraries. 
• Flexibility:  Balancing control with freedom is key. Offering a broad range of travel options without strict restrictions can save money and keep employees happy by providing more choices. 
• Minimizing Errors:  Travel bookings and expense reporting mistakes can be time-consuming and costly. Ensuring clear approval trails, keeping meticulous records, and using collaborative tools can help reduce these errors and the logistical nightmare they cause. 

Overcome Corporate Travel Management Challenges with Technology

Corporate travel presents ongoing challenges for many businesses, from handling numerous requests to controlling costs and minimizing errors. However, technology solutions can help overcome these challenges by streamlining travel arrangements, managing expenses, saving time, and reducing errors.  

Corporate travel management software helps businesses streamline their travel processes. It can: 

• Streamline travel arrangements:  Corporate travel management software can help employees book, manage, and track trips without contacting specialists. 
• Manage travel expenses:  It allows businesses to manage travel-related expenses while following corporate travel policies. 
• Save time:  Offers a centralized platform that allows employees to make reservations, track itineraries, and submit expenses more quickly. 
• Reduce errors:  A centralized platform can help reduce the chances of manual errors and ensure a more efficient workflow. 
• Consolidate vendors:  It can help consolidate travel invoices and vendors in one place. 
• Plan, track, and analyze trips:  Corporate travel management solutions can help automate corporate travel policies and help businesses plan, track, and analyze business trips. 
• Provide travel inventory, policy, and reporting:  It provides robust travel inventory, policy, and reporting. 

How to Reduce Corporate Travel Costs?

Reducing business travel costs may seem challenging, especially with  corporate travel expenses  expected to rise in 2024.  

In addition to having a formal corporate travel program and leveraging corporate travel management software, follow these tips to reduce corporate travel costs further: 

• Review your travel policy to ensure it covers key cost areas like approvals, bookings, and expenses. Clear guidelines help travelers make cost-effective choices. 
• Implement a pre-trip approval process so no bookings are made without sign-off, avoiding cancellation fees. Online tools allow monitoring of bookings. 
• Encourage flight flexibility—be open to varied dates, airlines, and economy class. Use alerts for deals and AI tools to rebook at lower fares automatically. 
• Set hotel budget thresholds or star ratings. Leverage peer reviews to find good-value hotels. Negotiate discounts for frequent stays. Use price optimization tools to rebook at lower rates automatically. 
• Consider allowing " bleisure " (business + leisure) trips, which offer flexibility and can reduce costs through extended stays. 
• Consolidate trips to the same region to maximize efficiency and reduce emissions. Batching trips lower costs through shared flights and ground transportation. 
• Understand additional ancillary fees, like Wi-Fi, parking, etc. Bundled packages help forecast and control these expenses. 
• Boost productivity with apps that sync schedules and provide real-time updates. Smoother travel means employees work more and organize less. 
• Partner with a travel management company to access preferential rates, on-site deals, and consolidated expense/trip data for cost control. 
• Incentivize employees to choose cost-saving options by rewarding them for good decisions. Also, utilize business reward programs for free points on bookings. 

Streamline Your Business Travel

Managing corporate travel is vital for business success. By adopting clear policies, using technology wisely, and following best practices, you can overcome challenges, control expenses, and ensure smooth travels for your team. 

Take action now to enhance your corporate travel program. Whether refining existing policies or starting fresh, focusing on efficiency and employee satisfaction can result in better outcomes. 

With the right approach, your travel program can boost growth and collaboration. So, start implementing these tips today and watch your corporate travel program take flight. 

Next, we share our  business travel checklist  for essential tips and tools to streamline your travel processes.

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

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5 best corporate travel management apps

1. travelperk.

• Platforms supported : iOS, Android
• Languages supported : English, French, German, Spanish, Italian
• Premium : $99/month + 3% booking fee
• Pro : $299/month + 3% booking fee
• Enterprise : Custom

See how to save money on business travel

• Languages supported : English, Danish, Dutch, Estonian, Finnish, French, German, Irish, Portuguese, Spanish, Swedish
• Essential : €45/month or €39/month if billed yearly 
• Advanced : €99/month or €89/month if billed yearly 

• Languages supported : German, English, French, Italian, Chinese (Simplified)
• Pricing : Yokoy offers custom pricing based on each business’ unique requirements. The pricing model is based on the number of users, and is charged on a per-user/month basis. The smallest package is 50 users/month, plus a one-time set-up fee and implementation costs.

4. Travel Ibex

• Platforms supported : Travel Ibex is an online app that can be accessed on Wi-Fi or data via smartphone without any installation. 
• Languages supported : English, Spanish
• Light: $39/month per user
• Standard: $89/month per user
• Premium: $119/month per user

• Languages supported : English, German
• Pricing : Roomex offers a free version for manual corporate travel booking, and a travel management solution for a fee starting at 3% per booking. 

Make business travel simpler. Forever.

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The rising dark side of business travel ceos need to pay attention to.

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It's time for companies to rethink their approach to business travel.

The business landscape has rapidly changed since the pandemic, with remote work and hybrid models becoming more prominent. Despite these workforce shifts, one aspect remains constant: business travel.

Business travel is back in full force following an expected dip during the pandemic. Corporate travel budgets are returning to pre-pandemic levels, and more companies are planning budget expansions. A Morgan Stanley survey revealed that over two-thirds of companies with under $1 billion in annual revenue anticipated increased travel budgets in the coming year.

The Impact of Frequently Flying

Frequent travel can significantly impact an individual's physical, emotional, and mental well-being . While companies prioritize conventional risk management areas, they often overlook the personal well-being of their travelers. From maintaining a healthy diet to proper sleep and various emotional components such as loneliness and separation, business travelers encounter numerous potential long-term health disruptions that non-traveling employees don't face.

Business travelers had higher claims than non-travelers for all health conditions across the board, along with a higher likelihood of stress-related disorders, as reported in the Harvard Business Review . Lastly, as shared in the Journal of Occupational and Environmental Medicine , frequent business travel adversely affects overall body composition, leading to risks of obesity and various other ailments if left unmanaged, such as heart disease and diabetes.

More and more companies are prioritizing workplace wellness due to factors such as obesity's $400 billion impact on companies . Corporate travel wellness programs are a necessary part of the equation as well. As you look to implement a modern and more robust travel wellness program, start with these two areas:

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Apple iphone 16 unique all new design promised in new report, rudy giuliani and mark meadows indicted in arizona fake electors case, embrace bleisure travel.

When attracting and retaining the best people, more and more employees choose lifestyle over salary . It's not out of laziness. It's out of a desire for work-life integration. With this in mind, organizations can embrace employees' desires through bleisure . Organizations can promote work-life integration and rejuvenation by allowing employees to combine business trips with leisure activities.

Implementing flexible travel policies that enable team members to extend their trips on the back end is a way to improve employee satisfaction, productivity, and retention rates. Research shows that 89% of business travelers wanted to add a private holiday to their business trips. Traveling for work is energetically demanding, physically and mentally. A few extra days for leisure allow team members to process their trip, recharge, and return at total capacity.

Treat Your Employees Like Athletes

Just as professional athletes require careful management of their physical, emotional, and mental well-being , so do business travelers. Business travel is a stressor with a high burnout rate and decreased performance across the board. As you revamp your corporate wellness travel program, consider your approach to business travel as a sports team thinks of traveling to play an away game.

As you prepare the company playbook for healthier and more productive business traveling, consider the following:

• Providing support for handling jet lag
• Offering advice on maintaining healthy sleep and nutritional habits away from home
• Investing in business class and non-stop flights
• Providing hotels that have conducive amenities for optimal well-being
• Ensuring team members reside in centrally located hotels or apartment hotels

Business travel isn't going anywhere anytime soon, as the average business traveler takes roughly 6.8 trips per year, with business travel in the U.S. from domestic and international travelers also accounting for $387 billion in annual revenue, according to research shared over at Zippia . Incorporating travel wellness initiatives isn't merely an expense; it's an investment in employees' health and performance.

As organizations revamp their corporate travel programs, prioritizing their travelers' well-being is paramount. By implementing strategies to support travel wellness, companies can ensure that their employees remain healthy, engaged, and effective representatives of their companies.

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