The modern corporate travel manager guide

Guides

Travel Manager Guide

What is a travel manager?

What does a travel manager do?

Why is a travel manager important?

Hiring a corporate travel manager

How to become a corporate travel manager

What is a travel manager?

A travel manager oversees all aspects of business travel, including travel arrangements, designing company travel policies, choosing the best corporate travel agency, managing travel expense reporting, and prioritizing business traveler well-being.

They also analyze post-trip travel data to influence, streamline, and improve travel programs. Typically, travel managers have excellent organizational and communication skills.

Previously, office managers or a member of the HR department would assume the travel manager role. Nowadays, dedicated corporate travel managers are hired for their strategic importance in enhancing travel efficiency.

What does a travel manager do? – Main tasks and responsibilities

Corporate travel policy

The travel manager job description can vary by company, but a crucial aspect of the role is to create a corporate travel policy that outlines business travel management guidelines, which should contain information about the following aspects:

Booking procedure and approved travel booking tool

Allowable cost of booking (hotels, flights, ground transportation, car rentals)

Special exceptions or rules for more expensive cities or routes

Preferred company providers

Approval process for trips that exceed typical limitations

Reimbursement process

Permitted and not permitted expenses

Travel debriefing process

Travel insurance carrier

Duty of care vendor or procedures

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Overseeing travel plans and arrangements

Some travel managers are responsible for booking aspects of employee business trips, while some companies let employees book transport and accommodation themselves.

Travel managers book trips following travel policy guidelines; for example, most corporate travel policies specify travel class (e.g. business or economy) and hotel categories. This helps the company get the best deals while adhering to the company's travel standards.

Travel budgets and expense management

Credit card management and in-destination expenses can be unpredictable in corporate travel. Travel managers set credit card and expense limits to enhance financial tracking and control costs.

However, travel managers are responsible for striking a balance between traveler freedom and cost efficiency. As the cost of living varies from destination to destination, experienced travel managers will set appropriate and varying travel spending limits.

Analyzing data

A travel manager collates data from all business trips to identify patterns that help them make informed decisions about the travel policy.

For example, recurring instances of trips exceeding budgets must be addressed. With a reliable dataset based on past trips, a travel manager can identify issues and consult employees to see what changes are necessary.

Financial data is also useful for KPI setting and analyzing the business trip profitability. Office managers can assess expenditure against gains to determine which trips deliver the most value.

Embracing new technology

Travel managers must keep up with advances in business travel technology. Modern booking tools empower employees to book their own, policy-compliant travel arrangements.

Online corporate travel management tools like TravelPerk also store data in one place, making it easier to analyze. This also reduces the stream of email exchanges during trip planning.

Essentially, the best travel management platforms give employees more autonomy and travel managers more time to focus on other things.

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Why is a travel manager important?

Business travel costs are typically a large expense for companies. And, in the travel industry, effective management is crucial for optimizing travel services.

A corporate travel manager oversees travel services and creates a comprehensive travel program that aligns with employees' travel needs while maintaining the duty of care for their safety and well-being.

How is using a travel manager different from not using one?

By introducing strong control over travel processes, a travel manager minimizes the risks of disorganized trips, which can lead to unexpected costs. Their focus is on improving the travel experience while ensuring employee safety and well-being and monitoring risk management.

How is a travel manager different from a travel agency?

A travel manager is responsible for behind-the-scenes organization and business travel strategy. They enforce guidelines, set up the best rates, give recommendations to employees, and are generally in-house.

Unlike a travel agency or travel agent, which focus solely on booking flights, accommodation, etc., a travel manager develops strategies and policies to optimize the overall travel experience.

With the emergence of new travel management technologies like TravelPerk, many of these tasks can be handled and managed by the travel manager in a way that aligns with the company’s travel policy.

We asked Natalie Marcantonio, office manager at Quadmark, about her thoughts on corporate travel being an appealing area to work in:

Within our area of work, travel has always been a crucial part of delivering our training and meeting clients and employees. We are a global company with flexible remote working. Being able to travel and meet with our team is crucial for our company.

Natalie MarcantonioOffice Manager, Quadmark

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The modern corporate travel manager guide

What is a travel manager?