The modern corporate travel manager guide
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 prioritising business traveller well-being.
They also analyse post-trip travel data to influence, streamline, and improve travel programs. Typically, travel managers have excellent organisational 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
:format(webp))
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 traveller 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.
Analysing 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 analysing 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 Perk also store data in one place, making it easier to analyse. 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.
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 optimising 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.
Related Questions
How is using a travel manager different from not using one?
By introducing strong control over travel processes, a travel manager minimises the risks of disorganised 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 organisation 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 optimise the overall travel experience.
With the emergence of new travel management technologies like Perk, 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:
:format(webp))
Take the hassle out of business travel. Manage all trips in one place with Perk.
:format(webp))
Make business travel simpler. Forever.
- See our platform in action. Trusted by thousands of companies worldwide, Perk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
- Find hundreds of resources on all things business travel, from tips on travelling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
- Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.