PSBTA Education Day 2012

Intro to Travel Management

By: LaRai Wichelmann&

Jane Bankester

How did I get here anyway?

Many companies delegate travel tasks without quantifying the position.

How to evaluate if a managed program is needed?

Now that I’m here, what do I do?

Internal interviews with key stakeholdersSurvey travelers/travel arrangersInterview the agency if one is being usedReview reports (TMC & corp card)Research & network w/ PSBTA resources and

membersGBTA resources

Basic Travel Management NeedsTravel policyEstablish booking method (OBT/TMC)Credit card/form of paymentReporting (negotiating & tracking)

Negotiating= vendor discount agreements (cost savings)

Tracking= traveler safety/duty of careManagement= travel spend and budget analysis

Knowledge of and/or access to resources to support travelers and the destinations they are going

2012 Travel Policy Trends Study conducted by GBTA & Egencia

A few key focus areas of the study

1. What “control” over travel policy means to travel managers

2. What travel managers are doing to adapt to new and evolving environments

3. How travel policy differs by company annual travel spend

Policy Control

Majority of North American travel managers say it means driving

savings and controlling costs. It also means setting policies and

procedures and driving compliance.

Adapting to your Environment

Booking sitesReview sites

Smart phonesSocial Media

Demographics

A blessing and a curse

Does Size Matter?More policy control with higher spendLess policy control with lower spend

“More control [over airline policies]. That seems to be an area where my travelers are

willing to accept our preferred vendors. We’ve also taken the

time to make sure that we negotiate with the airlines most

of them use!”

-North America, Mid Spend

“Easier in the sense that people can do their own research

instead of contacting me, harder because people book direct with vendors. One idea I’ve thought about is if I can’t mandate then

at least maybe we can make people register all business trips

with TripIt so we will at least have their information recorded

in case of an emergency.”

-North America, Low Spend

Policy Restrictions by Spend

Percent of Travel Managers Saying Yes to Restrictions to Policies by Travel Spend

 

Low:< $ 10M

Mid:$ 10M to <

$50M

High:$ 50M+

Requiring use of preferred suppliers 69% 82% 78%

Requiring online booking 56% 61% 72%

Requiring advance purchase 71% 64% 65%

Requiring pre approval of trips 72% 54% 51%Requiring use of conference calls or video conferences in lieu of travel 39% 36% 48%

Limiting the number of travelers attending the same event 35% 29% 44%

Thank you&

Good Luck