How to Make Business Travel Arrangements

Whether your job requires extensive travel or just an occasional trip to a client's office, make your travel arrangements the right way. Many companies have policies to control the cost of employee trips, and following those guidelines to the letter is the best way to ensure your travel plans are approved and that you are reimbursed for any expenses you incur while on the road.

Instructions

1

Discuss your travel needs with your supervisor, including the destination, the number of nights you expect to be away and the method of travel. Include personal vehicle, rental car and air travel. Ask your boss about your company's travel procedures.

2

Contact the person you will be meeting with to ask for the name of a nearby hotel. Hotel maps and booking services can be a big help, but it is often best to get the recommendation of someone in the area. If your company uses a particular hotel chain and does not allow individual employees to deviate from that choice, skip this step.

3

Obtain the name of the travel agent the company uses if you need to book your own travel. If the company uses a centralized resource for booking travel, give that individual the complete details of your trip. Providing all of the details up front is the best way to ensure the travel plans are booked accurately. Be sure to provide your frequent flier and hotel club numbers so you get credit for the miles and the nights.

4

Ask the centralized booking resource for a detailed travel itinerary after the arrangements have been made. When booking the trip yourself, be sure to get a confirmation number for the flight, the hotel room and the rental car if applicable.

5

Contact the airline, hotel and rental car agency on your own at least a week before your trip to make sure the reservations are in place. Contact your employer if you encounter any problems.

6

Keep all of your receipts during your trip and be sure to fill out your expense report as soon as you return. Attach any required receipts to the expense report to expedite processing.