A guide to corporate travel planning
Quick insights
- Effective corporate travel planning helps ensure business trip logistics, expenses and traveler safety align with company policies and objectives.
- Both business travelers and travel planners may benefit from clear company guidelines regarding business travel.
- Company travel policies often address approved booking methods, approved expense categories and reporting requirements.
Corporate travel—the kind that moves people across cities, countries and continents for work—can help keep companies connected and competitive. While business travel shares some basics with vacation planning, the stakes, complexity and impact are different.
Let’s break down what sets corporate travel apart, how to help streamline planning and some tips to help maximize your next business trip.
What is corporate travel planning?
Corporate travel planning involves organizing business-related trips—booking flights and hotels, managing expenses and ensuring traveler safety—while following company policies and achieving business goals.
Business travel is typically very structured. Companies often set guidelines for travel covering approved vendors, where to book travel, approved expenses and expense reporting requirements. Many organizations use digital booking tools and mobile apps to help streamline processes, minimize manual administrative work and ensure compliance.
Some businesses may choose to hire external corporate travel planners to serve as the go-between for travelers, vendors and company leadership. They can usually negotiate rates, track spending, manage travel disruptions and respond to emergencies. But travelers may be expected to handle parts of their own planning, so a solid understanding of company travel guidelines can be valuable for everyone.
Common policies and procedures for corporate travel
Effective travel management often starts with a clear travel policy. This often includes rules and guidelines for the following:
- Pre-authorization of trips
- Booking (timing, vendors, class of service, etc.)
- Expense category limits and requirements
- Health, safety and duty of care protocols
- Reimbursement documentation and submission deadlines
- Traveler support resources
Companies may update these policies regularly to accommodate emerging technology or changing regulations. Making your policy easy to find and understand may help foster compliance.
Tips for planning corporate travel trip
There are many considerations when booking corporate travel. Here are a few things to keep in mind when planning your next business trip:
- Your goals: Clarifying the trip’s goals can help you plan your travel. Are you attending a client meeting, giving a sales presentation or going to a conference or internal event? Knowing the purpose will shape the dates, destination and schedule.
- Your time: There likely won’t be much downtown when you’re traveling for work, so consider how you’ll spend your time. When you know the purpose of your trip, you can then create a comprehensive itinerary outlining travel, meetings and time to recharge or connect with colleagues.
- Company policies: Many companies require their employees to use preferred booking tools or vendors when arranging business travel. These are often linked to expense management systems that allow for greater control and transparency.
- Documents and materials: This could encompass passports, visas, chargers and other general travel items. The goals of your trip may also dictate what you need to bring, including notes and technology necessary for meetings or presentations.
It also may help to plan for emergencies. Building in contingency plans for delays or disruptions can help when there are bumps in the road. It can also be helpful to have emergency contact info handy.
Where to stay during corporate travel
Many companies provide specific guidelines for approved accommodation types—usually hotels but sometimes serviced apartments or vetted short-term rentals.
Factors to consider when booking accommodations include:
- Proximity to meetings and local transit
- Work amenities (reliable Wi-Fi, desk space)
- Safety, security and accessibility
- Preferred company rates or partnerships
- Loyalty program benefits (if relevant)
Hotels are often preferred for business travel due to their flexibility and amenities. Serviced apartments with kitchens and more space may be preferable for longer trips. Some companies allow short-term rentals, but they may require additional internal approvals.
Corporate travel reimbursement explained
Accurate, timely reimbursement often starts with knowing and following company policy. Many organizations detail expense limits, necessary documentation and submission deadlines in their travel and expense guidelines.
Before your trip, you may want to review these guidelines so you’re clear on covered expenses. Companies often specify per diems, receipt requirements and which costs are reimbursable.
The following tips may help facilitate a smoother reimbursement process:
- Use digital tools or apps to snap receipts on the go
- Record expenses as soon as possible for accuracy
- Submit reports within required timelines
- Separate reimbursable and non-reimbursable costs
If your company uses expense management software, it can help to speed up approvals and payments. Whether paper or digital, keeping your receipts until your claim is processed can provide documentation should issues with your reimbursement arise.
How to pay for things during a corporate travel trip
Paying for business travel may be easier with corporate credit cards or prepaid travel cards. Using these payment methods centralizes your expenses and may simplify reporting and unlock rewards or company rates.
Common corporate payment options include:
- Company credit card for approved purchases
- Personal card for out-of-pocket expenses (with post-trip reimbursement)
- Cash advances (money allocated by the company prior to a business trip), if the company allows
When using personal cards or cash, receipt-keeping and documentation are often required when submitting reimbursements. Expense tools usually allow you to scan and upload receipts and categorize spending instantly.
For international travel, you may want to consider currency exchange fees and rates when planning and considering corporate expenses and per diem guidelines.
In summary
Corporate travel planning encompasses all that goes into organizing work trips—making sure everything from flights and hotels to costs and safety follows company rules and goals. Effective planning involves understanding trip goals, creating detailed itineraries, and leveraging company-approved tools and vendors. Some companies may require their employees to book travel while others may rely on corporate travel planners.
When choosing suitable accommodations, you may want to consider factors like proximity to business activities, essential work amenities and adherence to corporate rates. To receive reimbursement for your travel expenses, you often need to follow company rules for receipts, expenses and deadlines. Using company credit cards or other approved payment methods could make tracking and reporting expenses simpler.
