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Travel Intranet DemoThe Travel ButlerTM The Travel ButlerTM is a customized travel intranet for your corporate travel program. However, before we can build your travel intranet we first analyze what you're currently doing (travel-wise) through our Travel Fitness AssessmentTM analysis. In other words, we study your current travel program in order to see "how good or bad" you are before we make any recommendations for changes - which would be the outcome of this study. Once this is accomplished, we'll have a foundation from which to build your customized internal travel intranet. We create this travel intranet to link with your existing network as we team with your internal IT department. A link from the home page of your existing corporate intranet will take your travelers to the travel section. From this point forward, literally every aspect of your corporate travel program will be located on or through your travel intranet. The following generic example of this concept will give you a brief illustration in how this service might work for your company. Since we customize all of our programs to your specific needs, your travel intranet will NOT be an exact duplicate of this example. The following is a brief 10 step illustration of the general travel intranet concept. Step 1 - You'd access your internal travel intranet through your existing corporate intranet. Step 2 - You'd point and click on the section called AuthExpense which is our customized pre-trip through post-trip travel technology. Step 3 - You'd begin to build your trip by using the section custom designed for the top 10 - 50 common destinations taken by your travelers. Step 4 - Your pre-trip costs are automatically calculated based on the duration of your trip. This is a "per hour" calculation (similar to how you calculate salaries). The trip would then be authorized before it is actually taken (see step 2 above). All this is done electronically. Step 5 - Pre-trip cost expectations and traveler incentives are introduced before the trip actually takes place. This will reinforce the spirit of the travel policy and encourage the traveler to make the trip in a cost effective way. Step 6 - Arrangements are finalized and the trip is taken. Simultaneously, the automated electronic expense reporting mechanism is already 95% complete for this trip. Step 7 - The trip is completed and the expense report is instantly submitted electronically for final approval and then reimbursement. If the final trip costs exceed the pre-trip amount this form must be approved before reimbursement. Step 8 - Reimbursement takes place within a day or two. 100% post-trip data is simultaneously collected automatically for travel knowledge management and periodic financial travel reports. Step 9 - Data collected throughout the year will allow for annual policy revisions, training, vendor negotiations and overall cost reductions. Step 10 - Every travel dollar is now managed and full control is in place. New technologies and tools should be researched so that this seamless concept grows and manifests greater controls and savings as time passes. This is indeed a positive impact on your bottom line!
The airfare for each trip will change. The specific amount of airfare per hour for this particular trip is as follows: $7.86
The specific amount of hotel costs per hour for this particular trip is as follows: $3.15
The specific amount of rental car per hour for this particular trip is as follows: $2.86
The specific amount of meals per hour for this particular trip is as follows: $0.68
The specific amount of misc. expenses per hour for this particular trip is as follows: $0.15
You are expected to make this trip for a total of $568.75 based on the exact amount of time in travel status. If you make this trip for less than $568 you will accrue frequent corporate traveler points.
Specific preferred travel vendors may be identified in this section (according to policy and/or negotiated rates). Other vendor guidelines may be displayed here also.
Even though expense reports are submitted electronically, you'll want to have the receipts for each trip collected and filed accordingly. The actual reimbursement of out-of-pocket expenses can take place electronically via direct deposit, or, the traditional means would be by printed checks - although not cost effective.
By automating the travel cycle as fully as possible, you in effect create a seamless environment. Technology is the driving force behind this concept and as that improves so will your efforts to become absolutely seamless.
By means of automating the entire travel program you are now in a position to capture post-trip data and manipulate it into a way that makes financial sense like your other periodic business financial reports. How different this is from your current travel agency and/or credit card reports that only tell you about 65% (or less) of mostly pre-trip data. This is unreliable information and not very useful for travel management. 100% of accurate data on monthly, quarterly and annual reports will now allow you to manage your travel program on all levels. You can revise policy, implement new strategies, produce pre-trip projection costs, establish budgets (and review), generate charts & graphs for periodic reports, and, manage departmental travel patterns on the fly. Travel management and reporting will now become as understandable for your management team as the corporate general ledger! Your are now in control of every dollar spent on business travel.
Post-trip data is the key to reducing your overall travel program costs. By analyzing this information you are able to manage travel patterns which lead to significant savings. You'll be in a position to approach vendors with "hard numbers" in order to negotiate preferred rates with significant discounts (possibly as much as 50%). Corporate travel policy can be adjusted so that maximum savings potential can be realized based on what your travel patterns are and what you want them to become. Post-trip data also allows you to determine how much future trips will costs. You can crunch the numbers so that they can be measured on a per hour basis. Then, pre-trip cost projection for every trip will allow your travelers not only to adhere to these cost guidelines - but it will also allow them to participate in traveler incentives - in order to further reduce the cost of each trip. The cost of your business travel program is finally heading in the right direction!
Account set-up for frequent travelers. Designed as a basis to reward travelers for saving money on business trips. This account can be flexible in its reward levels. The idea is to allow the traveler to accrue points in order to win either cash or prizes when a certain level is reached. |
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