The ultimate guide to corporate travel management

$2 trillion USD — trillion with a T. That’s the predicted amount of global business travel spending by 2028. This surge highlights the growing importance of effective corporate travel management.

With business travel increasing and costs on the rise, companies need effective travel management strategies to control expenses.

No matter the size of your company — whether a small startup or a global corporation – improving travel management saves money, simplifies processes, and keeps employees focused and stress-free while traveling.

Let’s dive into everything you need to know about corporate travel management.

What is corporate travel management?

Corporate travel management refers to the process of planning, organizing, and overseeing employee business travel. It includes booking flights and accommodation, budget management, and company policy compliance. 

Often summarized as the 4 C's — Cost, Compliance, Convenience, and Care (or Control) — corporate travel management helps organizations:

• Optimize budgets and reduce travel expenses.
• Enforce travel policies and ensure policy adherence.
• Simplify travel arrangements for employees.
• Prioritize employee safety and minimize travel stress.

Effective corporate travel management benefits companies of all sizes. It reduces administrative burdens, streamlines expense tracking, and fosters a positive travel experience for employees. By eliminating ambiguity and stress, employees can focus on achieving their business objectives.

Why is corporate travel management important?

A strong corporate travel management strategy is vital for balancing cost efficiency, employee expectations, and employee care:

• Cost efficiency: According to Deloitte research, over half of travel managers agree that compliance with a travel policy is the best way to manage budgets. Nearly half also agree that pricing is the biggest factor influencing travel volume.
• Employee expectations: Employees need clarity about what business travel entails and how to adhere to company policies. This removes the ambiguity of planning and spending control and lets them focus on the goal of their business trip.
• Employee care: Ensuring the safety and well-being of traveling employees is a key responsibility for companies. Providing travel insurance, emergency support, and reliable tools (e.g., eSIMs for connectivity) demonstrates that a company values its employees.

What to consider in corporate travel management

Corporate travel management requires planning, partnerships, and protocols. Here’s what to keep in mind:

• Transport and travel: Provide employees with reliable, cost-effective options. Organize flights, rental cars, or local transport in advance. Ensure bookings align with your travel policies to prevent overspending.
• Accommodation: Secure accommodations that balance comfort and cost. Look for hotels that cater to business travelers, with amenities like Wi-Fi and proximity to work locations. 
• Itinerary: Create a detailed itinerary that includes flight times, hotel check-ins, meetings, and transportation. A clear plan helps avoid confusion and maximizes productivity.
• Budgets and spending: Define spending limits for meals, transport, and other expenses. Clarify reimbursable items to avoid disputes. Whenever possible, provide a company card to simplify expense tracking.
• Connectivity abroad: A big challenge for corporate travelers is staying connected abroad. Airalo for Business solves that problem with its connectivity management platform.
• Travel and assistance: Prepare for unexpected issues, such as flight delays or health emergencies. Offer employees access to 24/7 travel assistance or insurance coverage for added peace of mind.

5 tips to succeed in corporate travel management

Here are a few tips to improve the adoption of corporate travel management across your company.

1. Use an eSIM platform

To keep employees productive and stress-free abroad, they need to be connected. Traditionally, travelers faced high data roaming fees or had to rely on spotty Wi-Fi, causing unnecessary stress and inefficiency. 

With Airalo for Business, you can eliminate these challenges. eSIMs provide seamless, cost-effective connectivity for employees wherever they travel.

Purchase and assign eSIMs to your employees, or allow them to buy eSIMs on the Airalo app and bill them directly to your organization. You'll gain complete visibility over data usage and connectivity expenses, simplifying expense management and eliminating reimbursement headaches.

By integrating eSIMs into your corporate travel policy, you can avoid unnecessary costs, streamline connectivity, and ensure your team stays productive while traveling.

2. Streamline expense management

Use digital tools to track and manage travel expenses in real time. This ensures transparency and helps avoid budget overruns.

Look for platforms that give you clear visibility on employee expenses and behavior. By analyzing expense data, companies can identify cost-saving opportunities.

Expense management platforms also streamline the reimbursement process, benefiting employees by simplifying submissions and reducing the administrative workload for managers.

3. Have a corporate travel rulebook

A clear corporate travel policy is essential. Outline guidelines for booking, expense limits, preferred vendors, and reimbursement processes. This ensures consistency and reduces the chance of overspending.

This rulebook also helps travel administrators identify areas for improvement and create protocols that promote fair and equal travel opportunities for all employees.

Consider asking employees for their feedback on how to improve corporate travel management. The more onboard they are with travel policies, the more likely they will stick to them. 

4. Build relationships with travel suppliers

Negotiate corporate rates with airlines, hotels, and car rental agencies. Long-term partnerships can lead to cost savings and added perks for business travelers, like priority booking or upgrades.

5. Prepare employees for international travel

Educate employees on travel policies, cultural etiquette, and safety measures for international destinations. This reduces their stress abroad and helps them adopt your corporate travel protocols.

It's good practice to onboard employees to expense management platforms and connectivity solutions. This ensures they have a smooth experience abroad and minimize administrative tasks for your team.

FAQs about corporate travel management

What are the benefits of using Airalo for Business?

Our corporate solution provides connectivity at a fraction of the cost, reduces administrative burden, and keeps your team productive globally.

Learn more about Airalo for Business here. 

What are the 4 C's of corporate travel management?

Cost, Compliance, Convenience, and Care (or Control, depending on the organization). Companies should focus on budget management, policy adherence, simplifying travel, and ensuring employee safety and well-being.

How can companies reduce corporate travel costs?

To reduce costs, companies can:

• Partner with suppliers
• Use expense management tools
• Introduce eSIMs
• Set clear travel policies

Why is employee onboarding important for corporate travel management?

Onboarding helps employees adopt company policies, safety protocols, and tool engagement. Travel protocol education also reduces confusion and helps with trip preparation.