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This helps to avoid unnecessary expenses: sometimes an employee books an expensive ticket with a more convenient departure time or an expensive hotel, although there are no less comfortable, but cheaper options in the city.
In addition, the travel policy must specify the permitted categories of purchases: which tickets can be purchased, only in economy or in business class too.
For hotels, it is worth specifying the star rating: for lithuania whatsapp phone number example, allowing booking only three-star hotels or rooms no higher than standard. Note that these permissions may be different for each level of employees.
Increased costs for purchasing tickets can also be avoided if you include in your travel policy a condition that a ticket cannot be purchased less than 4 days before the business trip.
And since urgent trips cannot be completely excluded, make it so that employees can only purchase tickets with additional approval that involve departure in a few days.
The introduction of limits on the purchase of tickets and hotel reservations can reduce travel expenses by up to 30%.

Example:

One of our client companies, which was able to introduce a policy of limits on booking tickets (up to 15 thousand rubles for domestic flights and up to 60 thousand rubles for business trips abroad) and hotels (up to 8 thousand rubles per night for hotels in Russia and up to 12 thousand rubles for hotels abroad), reduced expenses on business trips by 25% without reducing their number. This allowed the business to save 1.25 million rubles in a quarter and direct funds to the development of key projects.

One way to save a lot is to watch for sales and promotions that airlines and hotels sometimes run. There will be no such special prices on business trip services, but when buying directly, you need to understand that the reservation will be made by an individual and you will not be able to receive closing documents.


Formulating expenses as a way to make business trip expenses transparent
The travel policy should include rules that will help the employee understand what he pays for on his own during travel, and what the company pays for – and, therefore, he will be able to count on compensation for this category of expenses.

By law, travel expenses only include the cost of getting to the place of work, and the employee pays for taxi rides within the city from the per diem. But in your travel policy, you can specify that the company will compensate such expenses separately.

Another option is to indicate that the employee pays for mobile communications, and the employer covers the costs of business dinners with partners.

Formulating expenses during a business trip helps make expenses transparent and avoid misunderstandings.

Example: