travel manager krs

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200 KAR 2:006. Employees' reimbursement for travel

      Section 1. Definitions. (1) "Agency" means a budget unit.

      (2) "Agency head" means the elected or appointed head of a budget unit.

      (3) "Approval" means approval granted in either written or electronic format.

      (4) "Cabinet" means the Finance and Administration Cabinet.

      (5) "Division" means the Division of Statewide Accounting Services, Office of the Controller, Finance and Administration Cabinet.

      (6) "High rate area" means a city, state, or metropolitan area in which it has been recognized that higher meal costs and lodging rates have historically prevailed, and that has been designated by the Secretary of the Finance and Administration Cabinet as a high rate area and included in the cabinet's policies and procedures manual incorporated by reference in 200 KAR 5:021.

      (7) "Incidental expense" means unexpected minor expenses arising from travel situations, or minor expenses authorized by an agency head to be reimbursed to an employee as a matter of efficiency or convenience.

      (8) "Lodging receipt" means any preprinted invoice, from a hotel or motel or type of lodging, showing the date of service, the amount charged for the service, the location where the service was performed, and a description of the expenditure.

      (9) "Others in the official service of the commonwealth" means individuals who:

      (a) Are not state employees as defined in KRS Chapter 18A;

      (b)1. Are traveling on official business for the commonwealth; or

      2. Officially represent a state agency, at the direction or request of a state official authorized to give the direction or make the request; and

      (c) Are not contractors who are entitled to reimbursement for travel and related expenses only as provided in their contracts with the commonwealth.

      (10) "Receipt" means any preprinted invoice, from a hotel, motel, restaurant or other establishment, showing the date of service, the amount charged for the service, the location where the service was performed and a description of the expenditure.

      (11) "Residence" means address of the employee designated in the official records of the Personnel Cabinet.

      (12) "Secretary" means the Secretary of the Finance and Administration Cabinet.

      (13) "Subsistence" means amounts expended by a state officer, agent, employee, or other person authorized to receive reimbursement out of the State Treasury for meals, such as tax and tips, while traveling on official state business, except for any meals which may be included in charges for lodging or in registration fees paid by or on behalf of a state officer or employee.

      (14) "Subsistence or incidental receipt" means an itemized receipt for meals or incidental expenses showing the date of service, amount charged, and the name of the establishment.

      (15) "Travel software" means the software used by the commonwealth to process travel authorizations and travel reimbursement documents.

      Section 2. General. (1) Affected agencies. Except as otherwise provided by law, this administrative regulation shall apply to all departments, agencies, boards, and commissions, and institutions of the executive branch of state government, except state-supported universities. It shall not apply to the legislative and judicial branches and their employees.

      (2) Enforcement.

      (a) Each agency head shall be responsible for ensuring that travel reimbursement conforms to the provisions of this administrative regulation and that all travel expense from that agency is as economical as is feasible.

      (b) A person who travels on official state business shall:

      1. Identify if reimbursement is being requested based on Section 7 or 8 of this administrative regulation;

      2. Prior to trip, create a Travel Authorization (TE, TEI, TEO, or TEC), if required;

      3. After travel, create a Travel Payment Voucher (TP or TPI) document for reimbursement of business related expenses;

      4. Maintain records and receipts to support the claim; and

      5. Take sufficient personal funds to defray the travel expense.

      (c) The secretary or designee may:

      1. Disallow or reduce the amount of a claim that violates the provisions of this administrative regulation; or

      2. Require written justification for amounts claimed by an agency for its employee.

      (d) The secretary or his designee may authorize reimbursement for an employee's actual and necessary expenses for authorized travel if the head of the agency, or designee, submits a written determination that establishes the reimbursement is:

      1. Required to avoid an undue economic hardship on the employee; or

      2. Economically advantageous for the commonwealth.

      (3) Eligibility. Except as provided by state law or by this administrative regulation, reimbursement shall not be claimed for expenses of any person other than state officers, members of boards and commissions, employees, bona fide wards, or other persons in the official service of the commonwealth. Only necessary expenses of official travel authorized by an agency head or designee shall be reimbursed.

      (4) Interpretation. All final interpretations of this administrative regulation shall be made by the secretary. These determinations shall be the final and conclusive interpretation adopted by the agency.

      Section 3. Work Station. (1) The official work station of an employee assigned to an office shall be the street address where the office is located.

      (2) The official work station of field employees shall be established by the agency head, based solely on the best interests of the commonwealth.

      (3) If an employee is permanently reassigned or is stationed at a new location two (2) months, the new location shall become that employee's official work station.

      Section 4. Authorizations. (1) For travel in Kentucky, or outside Kentucky, but within the United States or its possessions, or Canada, the person requesting reimbursement shall obtain authorization from the agency head or a designated representative as authorized by Secretary's Order S97-451.

      (2) Travel to a bordering state that does not require airfare or an overnight stay shall be authorized in the same manner as travel in Kentucky.

      (3) Travel expenses shall be reimbursed if travel was authorized in advance as provided by subsections (4), (5), and (6) of this section.

      (4) If direct billing is to be utilized for state park and motor pool expenses, authorization shall be requested on a Travel Authorization (TE or TEI) document.

      (5) For travel outside of Kentucky, authorization shall be requested on Travel Authorization (TEO) document.

      (6) For travel outside the United States, its possessions or Canada the person requesting reimbursement shall have obtained authorization from:

      (a) The agency head or a designated representative;

      (b) The secretary or a designated representative; and

      (c) The governor or a designated representative.

      (7) A travel request for travel specified in subsections (4) and (5) of this section shall be received by the agency or cabinet at least five (5) working days before the start of travel.

      Section 5. Transportation. (1) Economy shall be required.

      (a) State officers, agents, employees, and others in the official service of the commonwealth shall use the most economical, standard transportation available and the most direct and usually-traveled routes. Expenses added by use of other transportation or routes shall be assumed by the individual.

      (b) 1. Round-trip, excursion or other negotiated reduced-rate rail or plane fares shall be obtained if practical.

      2.a. Tickets prepaid by the commonwealth shall be purchased through agency business travel accounts provided by a major charge card company or commercial travel agencies.

      b. Tickets purchased through the Internet shall be paid by the traveler and reimbursed on a Travel Payment Voucher (TP or TPI).

      3. Exceptions may be made with the approval of the agency head if other arrangements will be in the best interest of the commonwealth.

      4. Agencies shall be billed monthly by the charge card company.

      5. Related payments shall be processed on Vendor Payment Voucher (P1) document.

      (2) State vehicles. State-owned vehicles with their credit cards shall be used for state business travel if available and feasible. Mileage payment shall not be claimed if state-owned vehicles are used.

      (3) Privately-owned vehicles. Mileage claims for use of privately-owned vehicles shall be allowed if a state vehicle was not available or feasible.

      (4) Buses, subways. For city travel, employees shall be encouraged to use buses and subways. Taxi fare shall be allowed if more economical transportation is not feasible.

      (5) Airline travel. Commercial airline travel shall be the lowest negotiated coach or tourist class. Additional expense for first-class travel shall not be reimbursed by the state. Payment shall be made in accordance with subsection (1)(b) of this section.

      (6) Special transportation.

      (a) The cost of hiring cars or other special conveyances in lieu of ordinary transportation shall be allowed if written justification from the employee is submitted and approved by the agency head or his designated representative.

      (b) Privately-owned aircraft may be used if it is determined to be to the advantage of the state, measured both by travel costs and travel time.

      (c) An employee may submit a written request for approval from the State Controller for an increased reimbursement rate greater than that calculated in Section 7, if the employee drives a personal vehicle modified to:

      1. Facilitate operation by altering controls for the brakes, accelerator, or steering wheel; or

      2. Allow a driver to enter the vehicle by installing a wheelchair lift, hoist, or ramp.

      Section 6. Accommodations. (1) Lodging shall be the most economical, as determined by considering location of the lodging.

      (2) Facilities providing special government rates or commercial rates shall be used if feasible.

      (3) State-owned facilities shall be used for meetings and lodging if available, practicable and economical.

      (4) Location. Cost for lodging within forty (40) miles of the claimant's official work station or home shall be reimbursed if:

      (a) In attendance at a conference; and

      (b) The lodging is a necessary expense of official travel, in accordance with Section 2(2)(d) of this administrative regulation.

      (5) Group lodging, by contract.

      (a) State agencies and institutions may contract with hotels, motels and other establishments for four (4) or more employees to use a room or rooms on official business. Group rates shall be requested.

      (b) The contract may also apply to meals and gratuities. The contract rates and the costs of rooms and meals per person shall not exceed limits set in Section 7 of this administrative regulation.

      (c) The traveler shall not claim reimbursement or subsistence for room and meals paid direct to an establishment providing these services.

      (d) Payment shall be made on a Vendor Payment Voucher (P1) document and shall not include personal charges of employees or others in the official service of the commonwealth.

      (e) Payment shall be made to the hotel, motel, or other establishment.

      (f) Contracted group meeting rooms and lodging and meal charges shall be exempt from Kentucky sales tax and the agency sales-use tax number assigned by the Department of Revenue shall be specified on the payment document.

      (g) Tax exempt numbers shall not be used by individual employees to avoid point of sale payment of Kentucky sales tax connected with lodging costs. Sales tax payments shall be reimbursed on Travel Payment Voucher (TP or TPI) document.

      (6) State parks. A state agency or institution using state park facilities may pay for rooms and meals by an Internal Travel Voucher (IIT) document to transfer funds, within the limits of this administrative regulation.

      Section 7. Reimbursement Rates. (1) The following persons shall be exempted from the provisions of this section:

      (a) Governor;

      (b) Governor’s staff;

      (c) Lieutenant governor;

      (d) State employees traveling on assignment with the governor, lieutenant governor, elected constitutional officers, or cabinet secretaries;

      (e) Elected constitutional officers;

      (f) Cabinet secretaries;

      (g) State officers and employees authorized to travel outside the United States;

      (h) Members of statutory boards and commissions; and

      (i) Others in the official service of the commonwealth.

      (2) Lodging.

      (a) Except as provided in paragraph (b) of this subsection, a state officer or employee shall be reimbursed for the actual cost of lodging if the:

      1. Lodging is determined to be the most economical; and

      2. State officer or employee has provided the hotel, motel, or other establishment’s receipt to be reimbursed for the travel expenses.

      (b) Reimbursement for lodging shall not exceed the cost of a single room rate, except that if employees share lodging, each employee shall be reimbursed the lesser of single rate or one-half (1/2) the double rate.

      (3) Subsistence and incidentals.

      (a) Breakfast and lunch. A state officer or employee shall be eligible for reimbursement for subsistence for breakfast and lunch expenses while traveling in Kentucky, if authorized work requires an overnight stay and absence during the mealtime hours established by paragraph (d) or (e) of this subsection. An employee shall be in travel status during the entire mealtime. For example, to be eligible for breakfast reimbursement, an employee shall leave at or before 6:30 a.m. and return at or after 9 a.m. This requirement shall apply to all meals.

      (b) Dinner expenses. A state officer, or employee shall be eligible for reimbursement for dinner expenses while traveling in Kentucky, if authorized work requires an absence:

      1. At a destination more than forty (40) miles from the individual's work station and home; and

      2. During the mealtime hours established by paragraph (d) or (e) of this subsection.

      (c) A state officer or employee shall be eligible for reimbursement for meals while on authorized travel outside Kentucky, but within the United States, its possessions or Canada, at the reimbursement rates established in paragraphs (d) and (e) of this subsection. An employee shall be in travel status during the entire mealtime. For example, to be eligible for breakfast reimbursement, an employee shall leave at or before 6:30 a.m. and return at or after 9 a.m. This requirement shall apply to all meals.

      (d) Reimbursement for non-high rate areas.

      1. Breakfast: authorized travel 6:30 a.m. through 9 a.m. - seven (7) dollars.

      2. Lunch: authorized travel 11 a.m. through 2 p.m. - eight (8) dollars.

      3. Dinner: authorized travel 5 p.m. through 9 p.m. - fifteen (15) dollars.

      (e) Reimbursement for high rate areas.

      1. Breakfast: authorized travel 6:30 a.m. through 9 a.m. - eight (8) dollars.

      2. Lunch: authorized travel 11 a.m. through 2 p.m. - nine (9) dollars.

      3. Dinner: authorized travel 5 p.m. through 9 p.m. - nineteen (19) dollars.

      (f) A state officer or employee authorized to travel outside the United States, its possessions, or Canada shall be reimbursed for their actual and necessary expenses for subsistence.

      (g) A state officer or an employee may, with prior approval of the agency head or designee, be reimbursed for the actual cost charged for meals, if the individual is assigned to attend meetings and training sessions.

      (h) Gratuities may be reimbursed if:

      1. The total payment of the meal and gratuity do not exceed the limits established in paragraphs (d) or (e) of this subsection; and

      2. The gratuity does not exceed twenty (20) percent of the cost of the meal.

      (i) Lodging receipts, or other credible evidence, shall be attached to the Travel Payment Voucher (TP or TPI).

      (4) Transportation expenses.

      (a) Reimbursement for authorized use of a privately-owned vehicle shall be:

      1. At the rate of thirty-eight (38) cents per mile until October 1, 2005;

      2. Adjusted based on the American Automobile Association (AAA) Daily Fuel Gauge Report for Kentucky for regular grade gasoline. The rate shall be adjusted on January 1, April 1, July 1, and October 1 each calendar year based on the average retail price of regular grade gasoline for the week beginning on the second Sunday of the prior month as follows:

      a. If the fuel cost is between one (1) cent and one dollar forty-nine and nine-tenths cents ($1.499), the employee shall be reimbursed thirty-six (36) cents per mile;

      b. If the fuel cost is between one dollar fifty cents ($1.50) and one dollar sixty-nine and nine-tenths cents ($1.699), the employee shall be reimbursed thirty-seven (37) cents per mile;

      c. If the fuel cost is between one dollar seventy cents ($1.70) and one dollar eighty-nine and nine-tenths cents ($1.899), the employee shall be reimbursed thirty-eight (38) cents per mile;

      d. If the fuel cost is between one dollar ninety cents ($1.90) and two dollars nine and nine-tenths cents ($2.099), the employee shall be reimbursed thirty-nine (39) cents per mile;

      e. If the fuel cost is between two dollars ten cents ($2.10) and two dollars twenty-nine and nine-tenths cents ($2.299), the employee shall be reimbursed forty (40) cents per mile; or

      f. If the fuel cost is greater than two dollars twenty-nine and nine-tenths cents ($2.299), the amount the employee is reimbursed shall increase one (1) cent for every twenty (20) cent increase in the rate; and

      3. Not exceed the cost of commercial coach round-trip airfare.

      (b) Mileage for in-state travel shall be based on the "Kentucky Official Highway Map", mileage software or MapQuest website. Out-of-state mileage shall be based on the most recent edition of the "Rand McNally Road Atlas", mileage software or MapQuest Web site.

      (c) Reimbursement for the actual cost of commercial transportation shall be made upon submission of receipts with the Travel Payment Voucher (TP or TPI).

      (d) Reimbursement for use of privately-owned aircraft shall be made if, prior to use, written justification was submitted to and approved by the agency head, or a designated representative.

      (e) A maximum of twenty (20) dollars per night for parking or camping charges for camping vehicles shall be reimbursed.

      (f) 1. Actual parking, bridge and highway toll charges shall be reimbursed.

      2. A toll receipt for authorized in-state travel by two (2) axle vehicles shall not be required.

      (g) Reimbursement shall be made for reasonable incidental expenses for:

      1. Baggage handling;

      2. Delivery of baggage to or from a common carrier, lodging or storage; and

      3. Overweight baggage charges, if the charges relate to official business.

      (5)(a) Registration fees required for admittance to meetings shall be reimbursed.

      (b) If a registration fee entitles the registrant to meals, claims for those meals shall be reduced accordingly.

      (6)(a) Telephone and telegraph costs for necessary official business shall be reimbursed.

      (b) Telephone calls to agency central offices shall be made through:

      1. Agency 800 and 888 numbers, if available;

      2. A state government telephone credit card; or

      3. Lowest available service.

      (7) Other incidental expenses may be allowed by the agency head or designee if they are determined to be necessary expenses of official travel.

      Section 8. Actual and Necessary Expenses. (1) The following persons shall be eligible for actual and necessary expenses:

      (b) Governor's staff;

      (d) Elected constitutional officers;

      (e) Cabinet secretaries;

      (f) State employees traveling on assignment with the governor, lieutenant governor, elected constitutional officers, or cabinet secretaries;

      (g) State officers and employees authorized to travel outside the United States, its possessions or Canada;

      (2)(a) Actual and necessary expenses of official business travel shall be reimbursed upon submission of receipts for items over ten (10) dollars. The secretary may reduce the amount of any actual expense to be reimbursed if the secretary determines that the expense is unreasonably excessive.

      (b) Actual and necessary expenses for official business travel shall include:

      1. Lodging;

      2. Meals;

      3. Commercial transportation;

      4. Taxes related to actual and necessary expenses; and

      5. Reasonable gratuities.

      (c) A credit card receipt shall be accepted for a meal if the receipt prepared by the establishment clearly shows that it is a receipt for a meal.

      (d) Reimbursement for official use of a privately-owned vehicle shall be:

      (e)1. The governor and cabinet secretaries may be reimbursed for actual and necessary costs of entertaining official business guests, upon certification of these expenses to the secretary or designee.

      2. The secretary or the secretary's designee may:

      a. Question a claim for reimbursement; and

      b. Reduce the amount to be reimbursed, if the secretary determines that it is unreasonably excessive.

      (f) An employee of the Economic Development Cabinet or the Commerce Cabinet shall be reimbursed for actual and necessary costs of entertaining official business guests of the commonwealth if the costs were:

      1. Related to the promotion of industry, travel, or economic development;

      2. Substantiated by receipts; and

      3. Certified by the head of the cabinet.

      Section 9. Mileage. (1) Mileage commuting between home and work station shall not be paid.

      (2)(a) If an employee's point of origin for travel is the employee's residence, mileage shall be paid for the shorter of mileage between:

      1. Residence and travel destination; or

      2. Work station and travel destination.

      (b) If an employee's point of origin for travel is the employee's workstation, and after proceeding to a travel destination, the employee's final destination is the employee's residence, mileage shall be paid for the shorter of mileage between:

      2. Workstation and travel destination.

      (3) Vicinity travel, and authorized travel within a claimant's work station shall be listed on separate lines on the Travel Payment Voucher (TP or TPI) document.

      Section 10. Travel Documents. (1) Travel software shall have three (3) types of authorizations:

      (a) TE or TEI for in-state travel;

      (b) TEO for out-of-state travel; and

      (c) TEC for out-of-country foreign travel.

      (2) A traveler shall create a:

      (a) Travel authorization (TE or TEI) document if a state park facility or a motor pool vehicle will be used or if a registration fee is to be paid in advance.

      (b) Travel authorization (TEO) document for an out-of-state trip.

      (c) Travel authorization (TEC) document for an out-of-country trip.

      (3) A contract for group accommodations shall be made on the standard form used by the establishment providing the services.

      (4) Authorization for reimbursement of others in the official service of the commonwealth shall be requested on:

      (a) A Vendor Payment Voucher (P1) document; or

      (b) A Travel Payment Voucher (TP or TPI) document.

      (5) A Travel Payment Voucher (TP or TPI) document shall be used to claim reimbursement for travel expenses.

      (6) The Travel Payment Voucher (TP or TPI) document shall be limited to the expenses made by one (1) person for the:

      (a) Traveler; and

      (b) If applicable, another person:

      1. Who is a ward of the commonwealth; or

      2. For whom the traveler is officially responsible.

      (7) A Travel Payment Voucher (TP or TPI) document for expenses made for a person specified in subsection (6)(b) of this section shall include the person's:

      (a) Name; and

      (b) Status or official relationship to the claimant's agency.

      (8)(a) A Travel Payment Voucher (TP or TPI) document shall be submitted:

      1. For one (1) major trip; or

      2. Every two (2) weeks for employees that are in travel status for an extended period.

      (b) A Travel Payment Voucher (TP or TPI) document shall include:

      1. Social Security number of the claimant; and

      2. Purpose of each trip.

      (c) A Travel Payment Voucher (TP or TPI) document shall be signed and dated, or entered electronically and approved by the:

      1. Claimant; and

      2. Agency head or authorized representative.

      (d) If monthly expenses total less than ten (10) dollars, a Travel Payment Voucher (TP or TPI) may include expenses for six (6) months of a fiscal year.

      (e) A Travel Payment Voucher (TP or TPI) document shall be:

      1. Legibly printed in ink or typed; or

      2. Processed electronically through travel software.

      (f) A receipt shall provide the following information for each expense:

      1. Amount;

      2. Date;

      3. Location; and

      4. Type.

      (g) Receipts shall be maintained at the agency if documents are processed electronically.

      (h) If leave interrupts official travel, the dates of leave shall be stated on the Travel Payment Voucher (TP or TPI).

      Section 11. Incorporation by Reference. (1) The following material is incorporated by reference:

      (a) "Travel Payment Voucher (TP or TPI) document (1999)";

      (b) "Travel Authorization (TE or TEI) document for in-state travel (1999)";

      (c) "Travel Authorization (TEO) for out-of-state travel (1999)";

      (d) "Travel Authorization (TEC) document for out-of-country travel (1999)";

      (e) "Vendor Payment Voucher (P1) (1999)";

      (f) "Internal Travel Voucher (IIT) document (1999)";

      (g) "Kentucky Official Highway Map (2004)";

      (h) "Rand McNally Road Atlas (2001)"; and

      (i) "Secretary's Order S97-451, November 1, 1996".

      (2) This material may be inspected, copied, or obtained, subject to applicable copyright law, at the Division of Statewide Accounting Services, Office of the Controller, Finance and Administration Cabinet, Capitol Annex Building, Room 484, Frankfort, Kentucky 40601, Monday through Friday, 8 a.m. to 4:30 p.m. (8 Ky.R. 997; eff. 5-5-1982; Am. 16 Ky.R. 2252; 2649; eff. 6-10-90; 19 Ky.R. 971; 1737; eff. 1-13-93; 22 Ky.R. 779; eff. 12-7-95; 24 Ky.R. 922; eff. 12-15-97; 26 Ky.R. 862; 1114; eff. 12-16-99; 27 Ky.R. 2220; 2704; eff. 4-9-2001; 31 Ky.R. 135; 730; 927; eff. 11-22-04; 32 Ky.R. 116; 472; 712; 932; 1385; eff. 3-3-06.)

      RELATES TO: KRS 44.060, 45.101

      STATUTORY AUTHORITY: KRS 44.060, 45.101

      NECESSITY, FUNCTION, AND CONFORMITY: KRS 45.101 authorizes the Finance and Administration Cabinet to promulgate an administrative regulation that establishes requirements and reimbursement rates for the travel expenses of state employees. KRS 44.060 requires the secretary to promulgate administrative regulations fixing the amount allowed for the expense of traveling in a motor vehicle in the discharge of official state duties. This administrative regulation establishes the eligibility requirements relating to rates and forms for reimbursement of travel expense and other official expenses out of the State Treasury.

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Travel Manager Job Description

Travel managers direct, administer, and monitor the travel policies, guidelines, and budgets for businesses and travel agencies. When working for travel agencies, they will assist customers with travel plans and itineraries. When working for corporations, they will make business travel arrangements for executives and employees.

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Travel Manager Job Description Template

We are looking for a detail-oriented individual to join our team as a travel manager. The responsibilities of the travel manager include optimizing our travel operations, making travel arrangements over the phone or the internet, providing guidance on travel arrangements, and preparing budget reports.

To be a successful travel manager, you should have a strong working knowledge of travel management processes and excellent attention to detail. Ultimately, a top-notch travel manager is skilled at maintaining positive relationships with airlines and hotels and at providing a smooth travel experience.

Travel Manager Responsibilities:

• Maintaining positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.
• Negotiating preferred rates with vendors of direct travel.
• Planning travel accommodations, booking flights, hotels, car rentals, and coordinating activities.
• Managing and processing all travel-related documentation, including payments, itineraries, visas, medical, and legal forms.
• Assisting with any travel-related issues that may arise.
• Researching travel deals and evaluating prices and services.
• Arranging travel accommodations for business visitors.
• Creating, optimizing, and monitoring corporate travel policies.
• Preparing travel budget reports.
• Analyzing and preparing reports on travel spend.

Travel Manager Requirements:

• A bachelor's degree in tourism, travel or hospitality is required for corporate travel managers.
• A minimum of 5 years experience in the travel industry.
• A minimum of 1 year supervisory experience may be preferred.
• Certification in travel or hospitality may be advantageous.
• Knowledge of travel management processes.
• The ability to build and maintain positive relationships with vendors of direct travel (existing relationships may be advantageous).
• Excellent attention to detail and organizational skills.
• Good communication, customer service, and interpersonal skills.
• A basic understanding of Geography.
• Strong computer skills.

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Travel Manager Job Description

Travel manager duties & responsibilities.

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

Sample responsibilities for this position include:

Travel Manager Qualifications

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

Licensing or Certifications for Travel Manager

List any licenses or certifications required by the position: RCDD, PMP, CPR, CTC, BLS, CTA, GTP, IOPP, CIPT, PMI

Education for Travel Manager

Typically a job would require a certain level of education.

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

Skills for Travel Manager

Desired skills for travel manager include:

Desired experience for travel manager includes:

Travel Manager Examples

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• Perform random audit analysis on employee expense reimbursement claims following established corporate policies and department operating procedures
• Perform necessary research and analysis using various tools
• Resolve all outstanding audit issues timely and accurately in order to complete the process
• Determine whether to apply additional auditing techniques on a case-by-case basis where suspicious or fraudulent activity is suspected
• Provide training to internal clients in complex processing and/or problem resolution
• Assist employees with reconciling their AMEX accounts
• Responsible for market analysis to understand industry trends and best practices in the Travel program and to ensure best practice implementation
• Influences business groups to address key opportunities for demand management savings by using spend information and category metrics
• Works with business groups to ensure supplier and policy compliance
• Manages escalations on behalf of suppliers and users to ensure successful resolution
• Previous experience in operations and/or analysis a must
• Experience in corporate travel & expense management is preferred
• Experienced in creation, negotiation, and administration of contracts and corporate credit card programs
• Knowledge of leading industry travel tools, , Concur, Amadeus, preferred
• Markets preferred suppliers through a multi-pronged communication strategy
• Manages supplier relationships, addressing service and quality issues
• Formulate, implement and execute regional PR plans to generate awareness and maximize exposure with positive coverage of company's luxurious line of business
• Lead the CSR project and also drive the crisis management plan
• Develop, lead and execute all aspects of email newsletter and marketing campaigns, from creative/content through deployment
• Support the testing and development of new email capabilities including segmentation, personalization, recommendations, and creative improvements
• Influence product and offer selection, messaging strategy, and targeting based on prior campaign performance
• Become the subject matter expert on email campaign operations – distribute, communicate and apply best practices and learnings to continually improve results
• Demonstrate a strong knowledge of external competitor activity and market trends to recommend process and overall program enhancements
• Analyze web analytics and email metrics to discover trends and identify opportunities for growth
• Create, develop and test new user acquisition and retention strategies
• Analyze employee travel and expense cost trends and drivers
• Review and maintain Tour Operator trip revenue data in reservation system
• Coordinate and supervise all Lodges revenue including billings, Lodge set up and room reservation revenue
• Work with Travel management to manage all department expenses
• Work with finance management to develop and monitor cash flow projections
• Manage department purchasing, reviewing and ensuring accurate coding of all P-card transactions
• Help develop other accounting procedures and processes for Marketing and other expense management
• Identifies areas of non-compliance with company policies and communicates with appropriate parties in a timely manner
• Oversee administrative processes and determine ways for improvement
• Manage and negotiate with brokers and third party solution providers, , certain vendors to take advantage of volume discount programs
• Develop and implement a comprehensive communication strategy for travel and expense policies, maintaining relevant communication internally
• Processes expense reports and related duties
• Processes credit card requests And ensure that credit cards are integrated with expense management Liaison with Travel Services provider on a regular basis and ensure excellent service levels
• Work with Human Resources regarding needed emergency travel resources
• Coordinate travel insurance programs with travel services
• Continuously improve processes and programs for ease of employee, gathering business intelligence, creating efficiencies and reducing costs
• Multi lingual capability – Mandarin / English (spoken and written)
• Flexible and presentable
• Coordinate with Marketing team to review all Catalog and digital expenses and monitor budget for Marketing
• Assist supervisor/ Travel management with budgets and forecasts
• Manage financial accounts in coordination with Corp Finance, including monthly financial statement reporting, monthly and YE close accruals and journal entries
• Prepare Variance analysis for monthly assessment of revenue and expense compared to forecast
• Assist in preparation of analysis and strategic planning as needed
• We are looking for a manager to work across multiple functions with the Loyalty Solutions business across the customer journey
• Manage the expectations of the client (internal and external) with regard to project objectives, deliverables, timeframes, by understanding the key business drivers and their
• Management of key strategic external partner relationships, focusing on growing and expanding our best in class travel loyalty program
• Responsible for the performance of the portfolio with the goal of achieving profitable growth cost optimization
• Monitor competitive landscape and explore new travel product constructs to identify current and future consumer needs and business opportunities
• Responsible for conducting analysis (KPIs in travel patterns, client behaviors and partnership financial performance) providing insight for portfolio/program improvements and opportunities
• Lead both internal and external quarterly and annual business reviews contribute to building out strategic plans through the annual planning process
• Improve the client experience by recommending initiatives to streamline processes, adding additional functionality and improving call center servicing
• Work across business lines (Operations, IT, Marketing, Credit Cards, Procurement, Legal, Digital) to ensure that activities relating to the performance and management of the portfolio are operating in the most optimal way possible
• Work closely with Product partners to understand client needs and develop strategies to address these needs
• Knowledge of the Concur system and the reporting tool, Cognos
• The Finance Manager will manage Tour Operator & Lodge revenue reporting and analysis
• A minimum of 4 years’ experience in group travel management
• Must understand air, hotel, and shuttle contract verbiage and can negotiate to meet the needs of the event
• Loves travel!
• Travel demand model development, staff supervision, client interface and marketing for new projects experience
• Maintain and own the Bank’s online applications
• Assist third party firms with the configuration, maintenance and future rollout implementations
• Oversee the day to day T&E operations
• Ensure system is running properly and address issues promptly
• Handle business and management ah-hoc queries and requests
• Assist third party firms with the configuration, maintenance, and future rollout implementations of the T&E system
• Advise and communicate all Service updates with new features and benefits of the product
• Implement new features once presented and approved by senior management
• Act as a liaison with Corporate Credit Card provider for all credit card support and maintenance
• Manage the selection process, negotiations and risk mitigation, in partnership with Juniper legal, of travel, corporate card, meetings & events contracts (Airlines/transportations, hotels, card providers, event/production management, registration providers, venues)
• PE or AICP as applicable
• Business travel product technical and operational knowledge, including the Concur product suite
• Excellent understanding of travel management company operational processes and systems
• Experience in delivering technical training is an asset
• High degree of proficiency with data analysis and business process design
• People management experience (2/3 years time)

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What A Business Travel Manager Does

What does a corporate travel manager do.

A look at what makes up a travel manager’s job description

Travel managers play a critical role in the success of a corporate travel program. But the scope of their job reaches far beyond reserving flights, making hotel reservations, and booking car rentals. Travel managers interact with many – if not all – of the stakeholders in a company to make sure the corporate travel program supports business objectives, aligns with company culture, helps retain talent by keeping travelers happy, and much, much more.

Travel managers oversee and administer corporate travel policies and are traditionally tasked with travel expense management, leading vendor and partner contracts, monitoring business travelers’ needs and identifying cost savings. Their work could also involve procurement or working with external partners to get reimbursements for cancelled trips. It takes years of experience to master all of this. Working with a travel management company (TMC), travel managers make sure your travel program and policies meet the needs of your business and travelers.

Download the toolkit to redesign your travel program

Defining and implementing an effective business travel program is no easy task. Business requirements can change quickly, and the travel program must adapt just as fast. The business travel environment can shift unexpectedly, and the travel manager must proactively put travel policies in place to speed the corporate response and safeguard against risk. Effective business travel programs are built on a foundation of:

• Clearly defined travel policies and procedures
• Easy-to-use travel management tools and technologies
• Traveler safety and risk management tools
• Travel optimization programs

The travel manager works with various stakeholders to build and direct that foundation.

Defining travel policies and procedures

Clearly defined travel policies and procedures help rein in costs and promote traveler wellbeing. Consistency in policy definition and enforcement are key. Because business travel maps to business objectives, there are policies and rules in place that we don’t see when we book our leisure travel.

Corporations may have preferred vendors for hotels and car rentals, for instance. Setting limits for travel, accommodation and per diems can be defined for specific regions and countries and take into account cultural differences in various parts of the world. Duty of care policies also take a front seat when it comes to determining your travel policy.

All of this allows an organization to manage costs, measure return on investment and help keep travelers safe. For instance, NASDAQ discovered the benefits of thinking through their travel policy and leading a change in policy and process that benefitted business travelers’ experiences and the bottom line.

Managing all these moving parts is the role of the travel manager. It’s also the reason that many companies work with a TMC like Egencia. Choosing the right TMC is critical to the success of your travel program. You want a partner with the booking tools and technology that will make it easier for you to manage everything from making travel arrangements to refining the specifics of your travel policies. They should be a leader in the travel industry that’s able to help you negotiate the best rates and discounts for all of your business trips.

Using technology to create a better travel experience

The entire travel booking experience has been changed by technology. Your employees are consumers too, and they expect the same seamless, easy-to-use experience when it comes to business travel. The travel program has to serve them the way they want to be served.

For some, that’s on the web. For others, they want to book a business trip with just a few taps on their phones. Some still want to be able to call someone who will take care of things for them. The booking tools you offer employees have to meet their expectations and requirements, as investment firm West Park Management Services discovered when their switch to Egencia propelled them from 11% online adoption to more than 80% in the first month.

And you have to meet those traveler expectations while satisfying all the organization’s needs for travel program compliance. Today’s travel manager has to strike that balance — meeting business travelers’ needs and those of the business.

Fortunately, technology is available to do that. Beyond the very visible apps and websites, technologies like artificial intelligence (AI) are making it easier for travelers to make the best choices that meet their preferences and stay compliant. Egencia customers are using AI every day, even if they don’t know it. Some of the latest travel technology is working in the background to improve experiences and compliance.

Traveler safety and risk management

As a travel manager, you’re responsible for the health and wellbeing of your business travelers. This falls under the definition of duty of care as a legal principle. Companies are legally required to have safety and security measures in place across all business functions, including travel.

When employees travel, the business is still responsible for them. Where are your employees? What is their situation? Do they need help?

Travel managers need business travel tools that allow them to anticipate issues or contact and locate travelers in a time of emergency. In fact, eight out of 10 companies integrate security factors into their travel policy and many companies have prioritized duty of care as a key component of their travel program strategy.

Crisis management is a critical aspect for the travel manager. Taking care of travelers while they’re on the road is one of the key jobs of the travel manager. In an emergency, you need to know where your travelers are and help them get to safety. When everyone books through the Egencia platform, you can access their location with Traveler Tracker .

Optimizing your travel program

Travel managers add value to the organization with travel program optimization through savings, reporting, duty of care and change and expense management. They are expected to advocate for the advantages that business travel creates. This requires understanding the business well enough to show the value of travel on competitive advantage, revenue and employee retention.

Egencia offers a powerful online platform so that travel managers have the tools to perform the analysis to find cost savings and demonstrate ROI. Egencia Analytics Studio gives travel managers visual dashboards with robust drill-down capabilities to analyze their programs and find cost savings. At  NTT Singapore , they use our data tools to monitor travel spend, analyze travel by individuals or business groups and report back to executives with visual reports on any aspect of their travel program. The company gains actionable insights from their travelers data, and their travelers get to enjoy an easy booking experience that meets their needs.

Corporate travel managers lead the journey

Travel directly affects organizational culture and the bottom line. The travel manager guides the program to serve those aims.

From policies and procedures to choosing the right TMC, corporate travel managers play a key role in building successful organizations.

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

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The modern corporate travel manager guide

All you need to know to become a corporate travel manager, the corporate travel manager job description.

• Creating and implementing the company’s corporate travel policy
• Overseeing all travel plans and travel arrangements
• Managing and controlling the travel budget
• Collating and utilizing data
• Implementing the right plans to cover crises, security, and risk management while maintaining a duty of care.

How to become a corporate travel manager

1. get the right education and training, 2. learn gds, 3. start off on the right foot, 4. network, network, network, finally, hone these skills, 1. know the travel industry inside and out, 2. become a master communicator, 3. think strategically, 4. be well-organized, we value the opinion of our customers, and so we asked natalie marcantonio, office manager from quadmark what the key challenges are to becoming a corporate travel manager. check out what she said.

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