Travel Policy Commonwealth Business Travel Group Miami, FL November 5, 2009

Why talk about Travel Policy?

Travel Policy Fundamentals Company ◦ Greatest cost savings, control and cost avoidance ◦ Policy and expectations ◦ Company benefits ◦ Corporate social responsibility Agency ◦ Great sales opportunity – pre and post ◦ Insight to how to work with company ◦ Helps prove agency value

Trends and biggest changes Online vs. paper Pre-approvals Advance purchase requirements Changes / cancellations Preferred supplier usage Employee vs. Travel vs. Expense policy (ies) How to book travel How to pay for travel

Trends and biggest changes cont. Insurance review Ancillary fees Actual receipts vs. per diems Integration of global policy Reimbursable vs. Nonreimbursable Other ◦ Parking, trip modeling, etc. Measureable policies

Measureable Policy Performance Pre and post ◦ Pre-approvals and notifications ◦ Daily / weekly / monthly / quarterly ◦ Annual Reviews ◦ Summaries vs. details Sample reports – summary and detail ◦ Online vs. offline ◦ Advance purchase ◦ Changes - Exchanges ◦ Preferred supplier usage ◦ Travel payment ◦ Ancillary fees

Components of a policy Purpose and expectation Travel program contacts How to book travel Air, hotel and ground transportation Payment and Reimbursement Miscellaneous ◦ Insurance ◦ Emergency Assistance ◦ Ancillary fees ◦ Meals and business entertainment ◦ Reimbursable vs. nonreimbursable

Components Details Purpose and expectation Travel program contacts ◦ Executive sponsor ◦ Responsible contact title and info

Components Details How to book travel ◦ Agency info ◦ Online booking tool  Agent vs. online expectation ◦ Approval processes – contacts ◦ Profile ◦ Billable/Nonbillable or project differences

Components Details - Air Lowest applicable fare definition Frequent Flyer / User programs Class of service - Upgrades Company contracted carriers Advance booking Nonrefundable vs. refundable fares ◦ Changes and cancellation policy ◦ Saturday stay reimbursement policy Illegal booking practices ◦ Back-to-back ticketing / Point beyonds

Components Details - Air cont. Ancillary fees ◦ Preferred or advance seating fees ◦ Baggage allowance and fees ◦ On-flight Food/beverage reimbursement ◦ In-flight internet/online services ◦ Lost luggage policy Denied boarding compensation Electronic tickets TSA and ESTA requirements

Components Detail - Ground Contracted suppliers Car size Insurance Accident process Use of private-owned vehicles ◦ Mileage reimbursement / driving vs. flying Miscellaneous fees ◦ GPS / Traffic violations / Refueling / Parking Taxi Black car service

Components Detail - Lodging ◦ Contracted hotels ◦ Long-term accommodations ◦ Hotel upgrades ◦ Property quality ◦ Hotel frequency stay programs ◦ Security ◦ Miscellaneous fees  Hotel guarantees  no-show  early departure  In-room charges (movies, mini-bar, etc.)

Components Detail - Insurance Theft Baggage Car Medical

Components – Payment/Reimburse Process  Expense link / forms  Approvals  Receipt requirements  File/payment expectations Company vs. personal card Cash Advances Currency conversion fees VAT Reclaim Audit?

Components Detail – Misc. Phone ◦ Cell / blackberry / phone cards / call reimburse Internet reimbursement Laundry / dry cleaning Tipping guidelines Airport Parking Visa / Passport

Components Detail – Misc. cont. Business / personal travel combination Spouse/family travel Airline club memberships Travel Agency fees Lost Luggage Travel advisory resources Vaccinations

Components Detail – Misc. cont. Travel letters Meals Per diems Business Entertainment policy Business gifts policy Executives / employees on same plane

Policy Exposure Executive support / endorsement Paper / Online  Company newsletter – bulletin board  Company intranet  All-company status updates  Competition Display –or- The Shame Game  New Employee communication/meeting  All-company meetings  Department meetings

Policy Exposure cont. Agency support ◦ Regular meeting topic ◦ Partnership Annual review ◦ Online booking tool home page ◦ Agency signature line ◦ Agent educators

Advice Use Travel Policy to… ◦ Get ◦ Retain Make money in the process by… ◦ Consulting ◦ ROI