Corporate Travel
Wellness-Trips
Where is the company travelling to?
Where to travel for business? Optimize your business trips!
Are you planning business trips efficiently and cost-effectively? Discover proven strategies and tools in this article to reduce your travel expenses and simplify trip planning. Learn more about our comprehensive solutions and how we can assist you in optimizing your business trips. Contact us now for tailored advice at Kontakt.
The topic, briefly and concisely
An efficient business travel plan is crucial for reducing costs and increasing employee satisfaction. Clear travel policies and central management tools are essential for this.
The duty of care of the employer plays a central role in ensuring the safety and well-being of the employees during travel. Continuous communication and support are important in this regard.
Using travel management software and mobile apps, companies can increase the efficiency of their business trips by up to 20% while also better controlling expenses.
Discover how to optimise your business travel, reduce costs, and simultaneously increase employee satisfaction. Learn more now!
The planning of business travel is a complex undertaking that involves much more than just booking flights and hotels. It's about creating a solid foundation that considers the needs of both the company and the employees. Careful planning ensures that the trip is efficient, cost-effective, and safe. At GoTuro, we understand that every business trip is unique and brings specific requirements. Therefore, we offer customised solutions tailored to your specific needs.
Definition and Distinction
In the context of "Where travel for company?" it's important to clearly define the basic terms. Business trip and business travel are often used synonymously to refer to work-related travel outside the regular workplace. A business errand, on the other hand, is a shorter, local task. This distinction is important as it can have different legal and financial implications. More information on the differences can be found in the HRworks Lexicon.
Legal Framework
The legal framework for business travel is diverse and must be observed. The working time during a business trip includes both active travel time and passive travel time during regular working hours. International travel is generally to be compensated as working time. The duration of a business trip is not generally limited unless it becomes an 'assignment', which can occur after three months or if integrated into a foreign operation. The employer has a duty of care and must ensure adequate insurance coverage, including health, property, and liability insurance. TravelPerk provides useful information on this.
Costs and Accounting
Correctly accounting for travel expenses is an important aspect of business travel planning. In principle, all travel expenses are to be covered by the employer. Additionally, there is a per diem allowance for meals. Unreimbursed expenses can be claimed as business expenses on the tax return. A precise travel expense report with corresponding receipts is essential. Missing receipts can be replaced by self-issued receipts. Travel expenses are tax-deductible as business expenses and are recorded in accounting with specific DATEV charts of accounts (SKR03/SKR04). Spendesk offers solutions to simplify expense management.
European business travel destinations continue to dominate
Bei der Frage "Wohin Reise für Firma?" zeigt sich ein deutlicher geografischer Schwerpunkt. The majority of business trips by small and medium-sized enterprises (SMEs) are focused on Europe. This reflects the significance of the European single market and the close economic ties within the region. However, other regions are also becoming increasingly important.
European Focus
An analysis reveals that 99% of business trips by SMEs take place within Europe. This highlights the importance of European cooperation and the interconnectedness of companies within the EU. Within Europe, Germany is the most frequent destination, indicating the strong domestic economy and the numerous business relationships within the country. These figures are confirmed by a study in the Münstersche Zeitung.
Asia on the Rise
Although Europe dominates, Asia is increasingly important as a destination for business travel. Asia overtakes North America, pointing to growing trade relations. The United Arab Emirates (UAE) are of particular interest to German construction specialists. This development reflects globalization and the increasing international connectivity of companies. It is important to take these trends into account when planning business trips and to adapt to the specific requirements of each region.
Cars remain the number one mode of transport despite rising travel costs
The choice of the right means of transport and the control of travel costs are crucial factors for a successful business trip. Despite political efforts to promote public transport, the car remains the preferred means of transport for many companies. At the same time, travel costs are rising, especially for long-haul flights.
Preferred Means of Transport
The car remains the main means of transport for business trips by SMEs. This is primarily due to the flexibility and perceived independence that the car offers. Public transport is often overlooked despite political efforts, due to its lack of flexibility and reliability. This indicates there is still room for improvement in public transport to make it an attractive alternative for business travellers.
Rising Travel Costs
The costs of business travel are rising, especially for long-haul flights. This is due to various factors, such as increasing fuel prices and heightened security measures. For domestic travel, cost increases are lower, making domestic travel a more cost-effective alternative. It is important to consider these cost developments in budget planning and, if necessary, consider alternative travel options.
Optimise travel policies and tools to enhance booking processes
Efficient booking and travel organisation are crucial to saving time and costs. Clear travel policies and the use of central management tools can significantly optimise the booking process. Employees should be able to book independently within the given guidelines to promote flexibility and personal responsibility.
Travel Policies and Central Management
The implementation of clear, automated travel policies integrated into the booking platform is essential. The use of central management tools for booking, administration, and reporting enables efficient control and overview of all travel activities. Employees should be able to book themselves within the guidelines to speed up the process and increase satisfaction. Chefsache Business Travel emphasises the importance of clear guidelines.
Optimisation of Booking Processes
Direct, straightforward bookings should be preferred, with non-stop flights prioritised to minimise travel time and potential complications. For flight connections, it is advisable to make bookings under a single ticket to ensure the airline's responsibility in case of delays. This reduces the risk of issues and additional costs in the event of flight changes or cancellations. Business Traveller provides valuable tips on booking optimisation.
Checklists and Preparation
The use of a pre-trip checklist is an important step to ensure all necessary arrangements have been made. This includes setting up an out-of-office notice, delegating tasks, booking travel and accommodation, checking vaccinations and visas, validating travel documents, and planning for potential delays. Careful preparation minimises the risk of unforeseen problems and ensures a smooth business trip.
Travel management software optimises expense control
The use of tools and technologies can significantly enhance the efficiency of business travel. Travel management software enables integrated management of bookings and expenses, while mobile apps and digital assistants make the journey itself easier. Choosing the right tools depends on the specific needs and requirements of the company.
Travel Management Software
Integrated solutions that combine booking and expense management (e.g. TravelBank, Trippeo, Spendesk) offer comprehensive control over all travel costs. The automation of expense reporting through OCR technology (e.g. Trippeo) saves time and reduces errors. Real-time expense tracking and control via virtual and prepaid cards (e.g. Spendesk) provides instant insight into spending and proactive budget management. Spendesk offers comprehensive solutions for this.
Mobile Apps and Digital Assistants
Mobile apps for navigation (with 3D aerial mode), flight tracking (Flightradar24), taxis, and local recommendations (TripAdvisor) make on-site orientation and planning easier. Digital packing lists assist in creating personalized packing lists to ensure nothing important is forgotten. Triple securing important travel documents (smartphone photos, local storage, encrypted email) protects against loss and theft. Workingoffice.de provides tips for digital travel assistance.
Key Benefits of Travel Management Software
Here are some of the key benefits you'll gain:
Centralized Booking: Consolidate all travel bookings into one platform for easy management.
Automated Expense Tracking: Automatically track and categorize expenses for accurate reporting.
Real-Time Budget Control: Monitor spending in real-time to stay within budget.
Travel risk management and duty of care increase security
Safety and duty of care are central aspects when planning business trips. Companies must ensure their employees are adequately protected during travel and receive support in emergencies. This includes both physical security and protection against financial risks.
Travel Risk Management
The use of automated solutions for travel management, especially for international trips, is essential. The use of tools such as A3M Travel Manager for up-to-date information on travel restrictions, entry requirements, and security protocols helps to minimise risks. These tools provide real-time updates and alerts to inform travellers of potential dangers and take appropriate action. Business Traveller recommends the use of such tools.
Employer's Duty of Care
The employer's duty of care is a central component of the employment contract, which also extends to business trips. This includes providing information, support, and protective measures. Continuous communication between employers and travelling employees is important to eliminate uncertainties and ensure support. The employer must be informed about the situation at the travel destination and be able to respond quickly in an emergency. Chefsache Business Travel emphasises the importance of duty of care.
Enhancing work-life balance and well-being increases employee satisfaction
Work-life balance and employee well-being should not be neglected even during business trips. Companies can take measures to promote the health and well-being of their employees, thereby increasing employee satisfaction. This includes both physical and mental health.
Health and Well-being
During air travel, it is important to combat the effects of dry air. This can be achieved through increased water intake, nasal sprays, and moisturisers. Promoting physical activity as an alternative to hotel bars (e.g., yoga, workouts, jogging) also contributes to well-being. Workingoffice.de offers tips on health during business trips.
Bleisure Travel
Encouraging the extension of business trips for leisure purposes (Bleisure) can increase employee motivation and satisfaction. This allows employees to use the trip for personal interests, creating a balance to the daily work routine. Companies can support this by offering flexible travel policies and covering the costs of additional overnight stays.
Travel stress and security concerns as key challenges
Despite all the advantages and opportunities that business travel offers, there are also challenges that companies and employees must overcome. Travel stress, security concerns, and compliance with guidelines are just some of the aspects that need to be considered.
Challenges
Travel stress, arising from time management, choice of transport, and poor organization, is a significant burden for business travelers. Addressing employee security concerns is essential to maintaining trust and motivation. Compliance with travel policies and laws ensures that all travel is in line with legal and internal corporate guidelines. Chefsache Business Travel emphasizes the importance of these challenges.
Future Trends
Innovations in travel management technology will continue to enhance the efficiency and user-friendliness of business travel. The growing importance of sustainable travel practices will force companies to consider more environmentally friendly travel options. This includes, for example, choosing eco-friendly modes of transport, reducing air travel, and supporting sustainable hotels and restaurants. The future of business travel will be shaped by technology and sustainability.
Optimise your business travel now!
More useful links
HRworks Lexikon offers detailed information and definitions on the subject of business travel and trips.
TravelPerk provides useful information and resources for organising and booking business trips.
Spendesk offers solutions to simplify expense management and travel expense accounting for companies.
Münstersche Zeitung confirms the figures and facts regarding SMEs' travel destinations.
Chefsache Business Travel emphasises the importance of clear guidelines and the employer's duty of care during business trips.
Business Traveller provides valuable tips on optimising bookings and travel management.
Workingoffice.de gives tips on digital travel assistance and maintaining health during business trips.
FAQ
What are the key factors in planning a business trip?
The key factors are the clear definition of the travel destination and purpose, compliance with travel policies, consideration of travel costs, and ensuring the safety and well-being of the employee.
How can a central booking platform improve business travel efficiency?
A central booking platform simplifies the booking process, provides an overview of all travel activities, enables compliance with travel policies, and automates expense reporting.
What role does the employer's duty of care play in business travel?
The employer has a duty of care that extends to business trips. This includes providing information, support, and protective measures to ensure the employee's safety and well-being.
How can travel costs be effectively controlled?
Travel costs can be effectively controlled by implementing clear travel policies, using central management tools, encouraging cost-effective modes of transport, and monitoring real-time expenses.
How important is work-life balance in business travel?
Work-life balance is important for enhancing employee satisfaction and productivity. Companies can promote this by offering flexible travel policies, allowing bleisure trips, and implementing measures to promote health and well-being.
How can mobile apps facilitate travel planning?
Mobile apps offer navigation, flight tracking, taxi services, and local recommendations to ease orientation and planning on site. They also enable access to important travel documents and expense management.
What should be considered when choosing a mode of transport?
When choosing a mode of transport, the costs, travel time, flexibility, and environmental friendliness should be taken into account. The car is often the preferred mode, but public transport and air travel can be sensible alternatives in certain cases.
What role do travel policies play in optimising business travel?
Travel policies define clear rules and guidelines for business travel to control costs, ensure compliance, and increase efficiency. They should be integrated into the booking platform and provide clear instructions to employees.
