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Business Travel Guides Travel Tips Vacation Travel

Travel Packing List For Dummies: Use Carry-on Luggage For EVERY Trip

Passengers gathering at the gate prior to their boarding time is strange to me. My first thought is often, ‘why stand in line before you are called, cutting into time that could be used for work, a preflight meal, catching up on a phone call?’ But then I remember that these travelers, like me, are terrified of not finding a space for their bag on the plane. I pride myself on using the same international sized carry-on for every trip, no matter how long. In fact, I wrote a blog on my favorite packing tips a few years ago.  Since I wrote this, I’ve continued traveling for business and leisure and know even more about packing light. I’ve discovered a few easy tips that are especially helpful as we move into the cooler months.

Carry-on packing tips for business and leisure travelers

1) Invest in packing cubes. They not only help you separate your clothes, but they really do keep everything compact. They are especially useful for sweaters!
2) Boot season is upon us and while they look great, knee-high boots can take up an entire suitcase. If boots are part of your wardrobe, wear them on the plane to save space.
3) Try wearing items that you have packed a few times during the same trip. A scarf or tie can really transform an outfit, and nobody will even notice that you had worn it the previous day.
4) If you plan to use the hotel gym, invest in a good workout outfit that is made of nylon. This material gets really small when folded and you can even roll the items and store them inside your workout shoes.
5) If you buy your cosmetics from a mall department store, do so when you can get a promotional gift. The bags that come with these gifts are often the perfect size for travel and the samples are usually travel sized.

Overall, I’ve learned that even with the stressful pre-boarding line, carry-on luggage is the best option for plane travel. Especially if you have an established packing routine with usable tips and tricks.

Looking for more helpful tips on business travel packing? Check out our other blog posts:

Christopherson Business Travel is a corporate travel management company. We’ve worked passionately for more than 60 years to bring travel solutions to busy businesses. Learn more about our specialty travel technology or consultative services that save our clients time and money.

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Business Travel Guides Travel Management

Guide To Creating An Effective Business Travel Policy

We’ve said before that the cornerstone of an effective travel management program is the business travel policy. Travel policies that are practical and easy to understand have a higher compliance rate and save more money for the company. But where do you start? No business is the same, and neither is their travel policy. Whether you create your own travel policy or with the help of a travel management company, we developed this guide to familiarize professionals with the basics of creating business travel policies.

What is a business travel policy?

A business travel policy is a set of guidelines to be used by companies, travel managers and employees for travel and its related planning. The main objective of an effective travel policy is to keep travelers safe while also adhering to the company’s guidelines, including budget. If your policy is easy to understand, oversees traveler’s security, and up-to-date; compliance will likely be higher as well.

What are the benefits of having a business travel policy?

There are many advantages of utilizing a travel policy for your company. One of the most valuable is establishing clear guidelines. For example, your company might decide to allow business class seating, but only for international travel. This is then stated in the travel policy, so your present and future employees will understand its stipulations.

Travel policies also regulate cost control and savings for your budget. By regulating your traveler’s travel, you can have a better understanding of your budget and where to save moving forward. For example, just by outlining when business class tickets should be used can positively affect your travel budget! Additionally, duty of care responsibilities and safety protocols can be established and outlined. In case of an emergency, these protocols can be immediately adhered and followed.

Is every travel policy the same?

No. Every business travel policy should be created specifically for the company’s needs. No two companies are exactly the same, and neither should be their travel policy. Actually, some companies find they don’t even need a defined travel policy. How often employees travel and who pays for the travel are two important factors. If only one employee travels a couple times a year, you may be able to budget and communicate effectively without needing a full travel policy. Or, if your clients are billed for travel, budget may not be a large concern for your business model. Take a look at your company as a whole and see if it makes sense to create a travel policy. If you find you don’t need one, it’s still important to outline duty of care and safety procedures. 

How do travel policies differ?

Policies should be comprehensive and consistent, but also consider cultural nuances. This is done by differentiating between global and local policies. As the Business Travel Buyer’s Handbook 2016 said, ‘The global policy should rule, and local policies should be stricter.’ If your company is worldwide, you will have conditions that apply to everyone. Then, consider local laws and constraints for travelers in different locations.  What works best for people in the U.S. may be less advisable for people in Asian markets. You can try creating regional travel policies for countries with similar travel management needs. 

How strict should your travel policy be?

Policy rules often depend on the level of control your company wishes to exercise.  For example, some companies stipulate that the cheapest ticket must always be purchased, as long as a layover does not exceed three hours. This policy is focused on cost savings, but pretty strict. Other companies decide not to drill down as harshly. Consider what is most important to the company and the best way to accomplish that objective. Be aware that overly strict policies can hinder compliance and even your traveler’s happiness. If your frequent business travelers have three hour layovers multiple times a week, how will that affect their productivity and job satisfaction? Consider your company culture and its future before implementing a strict policy. 

What is important to include in a business travel policy?

This depends on your objectives and scope of control.  Below are common items often listed in travel policies: 

  • Air travel – Will your travelers have a budget? Should the lowest priced ticket always be purchased? Should non-stop vs. direct flights be defined? 
  • Travel approval – Will managers approve the travel itinerary before it is booked? How will this be done?
  • Hotel suppliers – Will employees always stay with the same hotel supplier? What happens when there is a lower priced room at a different hotel?
  • Car rental – Should you specify what type of cars are allowed as rentals? Compact cars vs. limos? What about using sharing economy cars like Uber? 
  • Reimbursement systems – How will employees be reimbursed for travel expenses? Or will they use a company credit card? Are there repercussions for not submitting receipts? 

Who should create the travel policy?

Input from every department works the best. Having input from a CEO or stakeholder often speeds up the process, as their approval is usually needed anyway. Discuss with HR, accounting, IT and heads of other departments to ensure their cooperation and input. Also, discuss the needs and experiences of current travelers and road warriors. What they consider important may be different than the stakeholders. 

Who is covered under a travel policy?

Travel policies should cover everyone who travels on behalf of your company. Additionally, and this may be the most important tip – keep the policy brief and clear so everyone is covered and understands the policies. Compliance will go out the window if no one understands what’s in the policy.  

Specific details can be outlined for individuals or departments. Some companies differentiate policy guidelines with special consideration for high ranking execs. You probably won’t have interns flying first class, but you also aren’t going to make the CEO fly coach either. Some companies mitigate potential disaster by not allowing more than two or three executives to fly on the same plane should disaster strike. These particular policies are often drafted in an executive level policy, so they are not known to lower level employees.

Road warriors often have their own stipulations. You can specify mileage, reimbursement, or overnight stay threshold within the travel policy too.

Other things to consider when creating a business travel policy

Customized and personalized experiences are becoming more important to travelers. Mobile devices and apps are being used more frequently, catering to specific experiences. If you want compliance to stay high, make it as easy as possible to comply with your policy. Using mobile apps or alternative communication often increases compliance. 

 

Read next from our corporate travel blog:

 

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Business Travel Travel Industry

What Happens To Lost Luggage?

Luggage lost by the airlines has to end up somewhere, right? I don’t know about you, but this is a question that pops up out of nowhere in the middle of the night when I can’t sleep. Or, as I’m anxiously waiting at the carousel in baggage claim while the bags are circling. The thought of possibly having my checked baggage lost or delayed while traveling on business often leads me to just bring a carry-on. While I’m sure I’ll always have that fear, at least now I know where the luggage may possibly end up.

What happens to Lost Luggage

The Numbers

According to the U.S. Department of Transportation, only 3.68 bags of every 1,000 pieces of luggage goes unclaimed. Of those, nearly 98 percent of the luggage finds its owner within the next week. Within the next three months, half of the remaining luggage is returned. After the 90-period, the tiny remaining fraction of luggage legally becomes the property of the airlines. By this time, claims have been filed on the lost luggage and the flyer is compensated. So, what does the airline do with the luggage? They sell it!

Your Luggage’s Final Home

The Unclaimed Baggage Center (UBC), located in Scottsboro, Alabama buys the lost luggage  and then unpacks, cleans, organizes and sells the contents to shoppers. Jewelry and artwork are appraised and electronic devices are wiped clean. Even with appraisals, a few great finds have been found over the years. Including a painting priced at $60, but actually worth $20,000 and rare relics and oddities.

The UBC started in 1970 by a man named Doyle Owens. He had the ingenious idea to borrow a pickup truck, drive to Washington D.C. and took out a $300 loan to buy his first load of unclaimed luggage from airlines. Since that first truckload, the business has forged relationships with many different airlines, and hauls luggage from all across America. The Unclaimed Baggage Center building is the size of a city block and has over a million visitors every year. It also claims to be one of the top tourist attractions in Alabama.

Returns, Please?

Unfortunately, don’t expect to turn to them for your lost luggage. In regards to the question on their website, they say ‘Regrettably, “No”. . . After this point, claims have been paid out and the items are sent with no identifying information to Unclaimed Baggage to be repurposed or sold.’ So feel free to go shopping  at the UBC (aka, my new bucket list addition), but don’t get your hopes up in finding your own bag. 
Read next from our blog:

Finally, Refunds For Delayed Checked Baggage

What Is The Right Size For Carry-On Luggage?

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Choice Humanitarian Travel News

Choice Humanitarian Expedition – Laura’s Story

Every year, Christopherson Business Travel sponsors a group of employees to participate in a humanitarian excursion with Choice Humanitarian. As a corporate partner with this international non-profit organization, we engage and volunteer whenever possible. This amazing organization assists villages across the globe in extreme poverty by providing self-sustaining techniques to improve their community from within. This year, the group assisted in the Polochic region of Guatemala.  Secluded in the hills of Northern Guatemala near Cobán, they helped build stoves and paint the community center.

Laura’s humanitarian expedition story

As I boarded my flight to Guatemala City, I knew I would be seeing firsthand what extreme poverty would look like. Once I arrived, and began our four-hour bus ride (which really took seven hours until our first stop), I was amazed at the beauty of the country, the colorful but poorly constructed buildings, heavily congested roadways and traffic. Trash also seemed to be a huge problem, as it was strewn everywhere!

Once out of the big city, I saw another side of Guatemala. The landscape was still beautiful and colorful, and the people seemed pleasant and genuinely happy. I think overall, they accepted their way of life and appreciated the things they had.

My next five nights spent in a Q’eqchi’ village was the best experience. The landscape was like the movie Jurassic Park! I thought I’d really see a dinosaur come tromping through the trees! Of course I never did … but I did see a couple of lizards!

Our living arrangements were similar to primitive camping. We all brought our sleeping bags and air mattresses. CHOICE provided and prepared all the food. All of our meals were delicious! Even the daily homemade tortillas were a treat!

I was overwhelmed with the children’s eagerness to learn and help. I never once saw a child in tears or angry. Even the adults were curious of our presence. I was always reminded of this at our meal time! There was always an audience of villagers watching our every move.

Our project in the village was to assist with building cinder block stoves and painting the inside and outside of their community center. Our purpose was NOT to change their way of life, but to enhance and/or minimize their daily tasks. These people were proud of their way of life and their traditional heritage.

I’m still processing everything that I experienced and would go back in a heartbeat! “Laain Sa Lin Ch’ool!” (Q’eqchi’ for: I am fine, happy in my heart.)

Stay tuned for stories from our other adventurers. Check out our Facebook photos from this trip and past expeditions. Chirstopherson Business Travel is an award-winning corporate travel management company with 60 years of experience. 

Read next from our blog:

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Business and Leadership Travel Industry Travel Management

Increasing Compliance With Your Millennial Business Travelers

In case you haven’t noticed, the Millennial generation have recently become the butt of  jokes at conferences, twitter chats, and professional gatherings. Millennials, or Generation Ys,  are the most recent generation to enter the workforce. Currently in their early 20s – early 30s, they are putting the traditional workforce into a spin with their differing work styles and priorities. Whether you are from the camp believing they have a productive work ethic or they are self-entitled children, we as a society need to learn how to adjust our work environments to productively work with them. As Carolyn A. Martin and Bruce Tulgan, authors of the book ‘Managing Generation Y’ said “Organizations that can’t – or won’t customize training, career paths, incentives, and work responsibilities need a wake up call.”

Millennial Generation Characteristics

  • Millennials expect everything to be customizable to their preferences. If they don’t like their profile picture on Facebook, they change it. They can have just about anything shipped directly to their house. It’s how our world works now; almost everything is customizable and instantaneous. The difference is they’ve grown up with the expectation that if you don’t like something, there is always another solution available.  
  • They are on average highly educated, but value a higher work-life balance. This often makes them appear lazy and lacking respect when they take long lunches or work from home.
  • Growing up with computers and quickly advancing technology, they are quick learners to new technology and can easy adjust to new protocols or changes in the company.
  • They value experiences, especially travel. Millennials can make the best roadwarriors. Every city they enter is new and full of promise.
  • Sharing these experiences are highly valued. Why go to a new city and not take pictures?
  • Communication is important, but not in the traditional sense. Good luck getting them on the phone. They are more apt to sending a email or text than leave a voicemail.

Millennials and Reporting Compliance

Regarding travel management, Millennials have the highest rate of non-compliance. According to Tim Hines, the presenter at a Rocky Mountain Business Travel Association luncheon, they average 46% compliance. Compared to Baby Boomers, who are on average 80% compliant, the difference is concerning. If Millennials are always connected, why are they so bad at reporting their travel expenses? Well, the devil may be in the details here. Often the reporting process is lengthy or slow. For a group that expects results instantaneously, this can be a giant hurdle.   If you need something done, it should have a quick and easy approach.

6 Tips For Improving Compliance Rates:

  • Allow customization of the reporting platform and the ability to make adjustments.
  • Make the process as automated as possible. Use text alerts or automatic updates.
  • Enhance traveler experience, possibly with incenetives.
  • Leverage social tools, like Concur, TripIt, or Airtinerary.
  • Explore alternative communication methods like Twitter, Google Chat or Slack. Providing additional channels may open up lines of communication you didn’t know was needed.
  • Put them in charge of creating a new system for regulating compliance. They are quick to learn new technology. If they are responsible for finding something that will work for them, compliance will certainly be higher.
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Travel Management Travel Technology

How AirPortal 360 Provides Actionable Intelligence

At Christopherson Business Travel, we strive to continually develop travel technology that effortlessly eases travel and travel management headaches.  We’ve learned that while an engaging and useable platform is necessary, quick analysis and actionable take-aways are becoming crucial components to our clients. That’s why we further developed our AirPortal 360 technology to include actionable intelligence. We provide actionable items that your team can run with immediately in addition to our existing technology.

AirPortal includes many tools that help travel managers and travelers. Travel managers can keep tabs on various aspects of their travel programs.  We have always focused on creating tools that are elegant and easy to use.  Now with actionable intelligence, we take it one step further by reaching into the various products and retrieving the items that actually need attention. This helps ensure that important items do not slip through the cracks. This give travel managers the confidence that they are supporting both their travelers and their managed travel program.  

Travel Manager’s Actionable Intelligence includes:

  1. Travel Approvals Pending
  2. Hotel Payment Authorizations Failed
  3. Safety Check Assistance Requests
  4. New Traveler Enrollment Requests
  5. Trips Missing Hotels
  6. Unused Tickets Expiring
  7. Vendor Contracts Expiring

Additionally, we make sure travelers have their own dashboard to view their itinerary and documents. With our My Travel dashboard, they can quickly access their travel information in one place. Here they can effectively communicate their hotel plans, unused tickets and additional items, further completing compliance and duty of care responsibilities.  

Traveler’s Actionable Intelligence includes:

  1. Travel Approvals Pending
  2. Trips Missing Hotels
  3. Unused Tickets Expiring
  4. Credit Card Expiring (coming soon)
  5. Passport Expiring (coming soon)

AirPortal users receive a daily digest email with a list of their action items.  The user can choose the time of day they would like their daily digest delivered.  From the email they login into AirPortal Actionable Intelligence Dashboard and handle the items that require their attention.  

To learn more about our new AirPortal 360 Dashboard, contact your Christopherson Business Travel Account Manager or fill our the contact form on this page. Want to learn more? Read our company philosophy or additional travel technology solutions.

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Business and Leadership Travel Industry

Christopherson Is A SAP Concur Preferred Partner

One of the key differentiating factors for Christopherson Business Travel is our SAP Concur Preferred Partner status. Though this is one of our most beneficial components, it is often overlooked by prospective travel managers or business travelers. Working closely with the leading spend management provider allows us to further provide our clients with easy and affordable online travel management solutions. Their cloud-based services allows for updates and upgrades automatically. Combine that with our top-of-the-line integrations to our own travel technology means our clients are always supported, no matter the situation.

What makes a SAP Concur Preferred Partner:

  • Fully aligned with SAP Concur’s mission and vision, and consistently collaborate with the SAP Concur team
  • Market leaders in the industry, committed to driving innovation for their clients
  • Fully supportive of SAP Concur’s business traveler suite of solutions
  • Connected with SAP Concur sales and business development teams to ensure complete alignment
  • Proactively engaged in key industry events and initiatives

We were one of the first SAP Concur Preferred Partners, an exclusive membership that includes only 25 partners worldwide. SAP Concur Preferred Partners achieve the platform benefits of full, open technological integration. This enables us to offer our clients comprehensive service and the ability to evolve with the industry and our client’s growing travel needs. We currently manage more than 800 sites for more than 650 companies using SAP Concur.

Christopherson is a longtime direct reseller of SAP Concur, our clients are assured of high-quality service, responsive interaction, and an on-time implementation and transition. Most importantly, Christopherson has two specialized teams to build, customize, and maintain our client booking sites. These teams are ready to provide prompt and insightful assistance to travelers with navigational and system questions via phone or email.

“Christopherson Business Travel was one of our original TMC Partners to earn the Preferred Partner designation. This is due primarily to their leading edge in-house technical capabilities and their ability to successfully build out an API to Concur which allows for a robust data exchange process. Christopherson was also one of the first agencies to be TripLink certified and they are an active participant on our Preferred Partner Advisory Board. Their Executive team from the CEO down are some of the finest and well respected professionals in the industry and I truly enjoy working with them as a Concur TMC Preferred Partner.” —Will Elliott, Senior Alliance Manager, Concur