The Pitfalls of DIY Business Travel

Added by Love Business East Midlands | 10 February 2016

UPDATED: 10 February 2016

Nick Weir, Business Development Team Leader at Corporate Traveller

Booking business travel is easy, right? The internet gives you access to every airline, every hotel – you can search for the flight you want, book your hotel and pre-organise your transfers from the airport. All at bargain prices. It couldn’t be simpler. If you currently book, or have ever had to manage your own business travel, you are more than likely aware, that there can be more to it than that. Booking online is certainly an option for many people, so here are our top five tips for making sure you navigate the pitfalls and don’t lose money.

Understand the different fare types available

There are many types of fares offered by airlines including hand baggage only (HBO) fares, SME fares, Apex fares, published fares and many more. Each fare comes with its own rules and restrictions. Often very cheap or sale fares are non-refundable and non-changeable, so if your plans change, you’ll lose your money. When you come across a bargain airfare, make sure you read the fare rules to determine whether it has the degree of flexibility you require and you understand the conditions of travel.

Keep hard copies of all your documentation

When you’ve booked your airfare, hotel and possibly car or transfers over the internet, you’ll have several pieces of documentation rather than a consolidated itinerary. Having these accessible via your phone is highly convenient… until your battery runs out! (There’s another tip – carry a portable charger for emergencies). Keep copies of your documentation with you on your travels. I’ve had more than one late-night argument with hotel reservation staff who have denied any record of a booking in my name. Being able to produce a piece of paper in these circumstances gets you into your room and/or into the hotel bar sooner rather than later.

Research visa and passport requirements

Many common business travel destinations command no special visa or passport requirements. However, with recent changes to the USA ESTA regulations regarding citizens and visitors to certain countries and the impending introduction of an electronic Travel Authority (eTA) in Canada, it pays to do your research before you travel. Some countries’ visas can take time to organise, eg. China and I will never forget the story of a past manager of mine, who was turned around at Johannesburg Airport and put straight back on flight because he didn’t have two completely clear pages in his passport.

Understand your company’s expense policy

Unlike rates booked through a TMC, many hotel rates booked over the internet do not include business travel staples like Wi-Fi, breakfast or parking (it’s why they often appear cheaper). Be aware of your employer’s expense policy so you are not spending more than you can reclaim. Similar to airfares booked online, accommodation rates, particular the cheapest ones, can be non-changeable and non-refundable with longer cancellation policies. Often they are also not recognised as a corporate booking, so you may be put in the worst/noisiest room in the place.

Have a back-up plan for disruptions and emergencies

You can’t call the internet! Disruptions, whether minor or major, are a part of everyday life for the business traveller. Whether it’s weather related, due to strike action, faulty equipment or something more serious – you should know what your options are for making alternative arrangements. Make sure someone at your company knows the details of your flights and where you are staying, so that in more serious situations, your whereabouts are known and if necessary, arrangements can be made to ensure your safety. Signing up for travel alerts can assist you in anticipating potential delays.

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