7 things that scared forget when planning a trip

1. Make travel schedule

Usually, the earlier bought plane tickets, the cheaper they are. A similar situation can be and with a train ticket: on some routes - dynamic pricing. This means that the less remains places, the higher the price. Everything else - transportation, hotel rooms, coworking - is also better to choose and pay in advance: just because there will be more options, and in some cases you can get a discount for early book.

Even if the trip goes only one person in the company must be a timetable for its business travel. Then it will be possible to book and pay for everything in advance. Of course, sometimes plans can change, but the spontaneous trips lead to financial losses. As soon begin to schedule and stick to it, to find money for a sudden business trip easier.

2. Check with your travel policy

In large companies travel policy - a document on a few dozen pages. In it are described in detail all of the principles that govern the trip: how much can you spend on tickets, which category hotels are allowed, how much per diem is paid in different countries, who and how to reimburse expenses trip. In smaller companies travel policy less formal, often at the level of verbal agreements. Yet it is binding.

Specialist who deals with the organization of trips, to keep all the rules and numbers in your head is not easy. Especially if a lot of business travel and expenses on them are always different. Accounts before every action, whether payment for tickets, hotel reservations, or calculations trip, check with travel policy. And do not rely on their own memory and experience - because all mistakes can be costly for companies.

3. Calculate the best route

The more days to hold out the employee, the more he will have to allocate daily. Especially when the trip captures weekend: even if these days are not an expert working for the company are unavoidable expenses.

On the other hand, the difference in prices on air tickets to different times can neutralize the savings daily. For example, the low-cost airlines fly only on Tuesdays and Saturdays, and the prestigious national airline - every day and we have to use its services. Consider all the options: and those where less than daily, and those where the tickets are cheaper. This will help to make an informed decision.

But do not forget about the comfort of employees. Hardly a business meeting will be successful if your colleague will go to her immediately after an overnight flight.

4. Book tickets, transfers, hotel

Organization of business trips can be compared with a basket at the supermarket, which you have to fill. The most important and expensive items in it - flight, transfer to and from the airport, hotel. How do I book all of this to best advantage?

• You can manually search for suitable options for the airline, and hotels, and then try to make of them the optimal combination. But without experience you're unlikely to save much.
• You can trust it to specially trained people - employees of agencies that organize trips. But for each service you will pay, as the agency takes a commission for their work.
• You can use the services for the organization of trips that serve as a complete substitute for business travel agencies. They allow you to book everything they need in a matter of minutes and at competitive prices.

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5. Decide what to do in case of force majeure

Everything can go according to plan: the plane is late, the employee gets sick the day before departure, the hotel overbooking happens, the right event suddenly postponed. What to do in such situations? At a minimum, take into account the additional costs in the budget for the trip. And be ready to quickly solve the problem employee who may be thousands of kilometers away from you, buy him new tickets and to look for another accommodation.

Important: explain to employees that pay for new tickets and accommodation out of pocket costs only in extreme cases. Of course, you will recoup their expenses. But who will compensate you for the additional VAT costs on business trips? Tax returns only if the transaction is made between legal entities.

6. Take care insurance

Russian citizens on mission in the country can use the MHI policy. The main thing - do not forget to take it with him.
For overseas trips require a different insurance policy - going abroad. Without the policy the employee can "expand" on arrival in another country. Such cases - rare, but still they come. In addition, the history of astronomical bills for a couple of jabs in a foreign clinic is not a myth. The insurance policy is inexpensive and saves a significant amount.

7. Gather all the documents on the trip

Not so difficult to organize the trip, as it is to draw up correctly. You need to make an advance report, agree on hotels and flights with the management, collect a pile of documents to sign a report on the trip... Even if the company is trying to get away from the bureaucracy, everything here should be clear - these are the requirements law.

For reporting you need to collect all the boarding cards, invoices from hotels, tickets, all checks and other documents related to the trip.

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