How to Save Money on Corporate Travel: Expert Advice from a Leading Business Travel Agency

As a busy professional in today’s dynamic business landscape, you’re most likely all too familiar with the need to travel for work. This likelyy means you’re very aware of how those travel expenses can take a toll on your company’s budget. Fret not – we’re here to help! 

In this in-depth guide, we’ll share top tips and expert advice on maximizing business travel savings, while also keeping costs under control. So, let’s explore how you can save money on business travel without sacrificing comfort, and productivity, and bring the concept of bleisure to reality for your employees!


Smart Choices for Accommodation and Transportation to Save Money on Business Travel

A. Finding cost-effective accommodation options for corporate travel savings

For extended stays, serviced apartments or extended-stay hotels can be a more affordable option. These accommodations often offer discounted rates and additional amenities like kitchen facilities, making them perfect for longer trips. 

B. Embracing public transportation and ride-sharing services for business travel savings

Embracing public transportation and ride-sharing services for business travel savings

Cut down on transportation costs by using public transit systems like buses, trains, and subways, which are typically more budget-friendly than taxis or rental cars. For a convenient and cost-effective alternative, consider ride-sharing services like Uber or Lyft. These services often offer business-specific features like expense tracking and scheduled rides, helping your company to save money on business travel.


Effective Expense Management and Tracking for Corporate Travel Cost Savings

A. Crafting a comprehensive travel policy for business travel savings

A clear and well-communicated travel policy is essential for controlling costs and ensuring efficient expense tracking. Establish guidelines on travel expenses, reimbursement procedures, spending limits, and specify which types of expenses are allowed. Encourage employees to adhere to the policy and provide training and resources to ensure compliance, all of which contribute to corporate travel cost savings.

B. Implementing expense management tools for business travel savings

Simplify expense tracking with automated software and apps, such as Concur. These tools can streamline the process of recording and submitting expenses, saving your team time and effort. Plus, by analysing expense data and generating detailed reports, you can gain insights into travel spending patterns and identify areas for improvement, ultimately boosting your corporate travel savings.


Tips for Maximizing Savings on Food and Entertainment During Business Travel

A. Using per diem allowances for better control of dining expenses and business travel savings

Set up daily allowances for meals and incidentals based on your destination and company policy. This approach gives employees the flexibility to choose their dining options while encouraging them to stay within their per diem limits. Consider offering incentives for staying under budget to further promote corporate travel cost savings.

B. Taking advantage of corporate dining programs to save money on business travel

Enroll in corporate dining programs, such as Dinova or iDine, to access exclusive discounts and perks at participating restaurants. By doing so, you can save on dining expenses while still offering a variety of quality options that cater to your employees’ needs and preferences, contributing to business travel savings.


The Importance of Planning and Booking Smart for Corporate Travel Savings

Booking Smart for Corporate Travel Savings

A. The benefits of advance bookings and flexible travel dates for business travel savings

When it comes to saving on flights and accommodations, timing is everything. Booking well in advance can help you lock in lower prices before they start to rise as the departure date nears. Additionally, being open to adjusting your travel dates can result in even greater corporate travel cost savings, as fares and hotel rates can fluctuate based on the day of the week or time of year.

B. The advantages of partnering with corporate travel agencies for business travel savings

Working with a reputable corporate travel agency can be a game-changer for your business. Corporate travel agencies have access to negotiated rates and exclusive discounts with airlines, hotels, and other travel providers. Plus, their personalized travel management solutions and expert advice can help you identify the most cost-effective options, streamline the booking process, which saves you valuable time and contributes to corporate travel savings.

C. How to maximize loyalty programs and credit card rewards for business travel savings

Don’t miss out on the perks of airline, hotel and car rental loyalty programs. By signing up, you can earn points or miles on your travel-related expenses. Also, using corporate credit cards with travel rewards, such as cashback or bonus points, can help offset the costs of future business trips and enhance corporate travel cost savings.


Invest in Your Corporate Travel Today

The bottom line is that maximizing business travel savings is crucial for companies of all sizes and industries as overall business travel costs skyrocket. By implementing effective strategies like advance bookings, leveraging loyalty programs, utilizing expense management tools, and incorporating virtual meetings, your business can significantly reduce travel expenses without compromising the quality of your trips. 

At Worldgo, we offer personalized advice and travel management solutions for your business. We’re dedicated to ensuring that your corporate travel experiences are seamless, efficient and cost-effective. Let’s chat about achieving maximum savings and success in your business travels.


Commonly Asked Questions About Saving Money on Corporate Travel

Q1. What are the best ways to save on airfare for corporate travel?
To save on airfare for corporate travel, book flights well in advance, be flexible with travel dates, and use fare comparison websites to find the best deals. Additionally, take advantage of corporate discounts and airline loyalty programs to earn rewards that can offset future travel costs.

Q2. What is the best time to book flights for corporate travel to save money?
Booking flights 2-3 months in advance is generally recommended for corporate travel to secure the best prices. Keep an eye on fare comparison websites and set price alerts to be notified when prices drop.

Q3. Can I negotiate with hotels for better rates for my company’s frequent travel?
Yes, negotiating with hotels for corporate rates is a common practice. Reach out to the sales department of preferred hotels and inquire about corporate rates, discounts, or any additional perks they offer for frequent business travelers.

From the Experts: Evolving Landscape of Travel & Expense

by SAP Concur team

Today’s T&E programs – whether at a 150-person local company or a 50,000-employee global operation – saw more change in the last few years than in the past 10. For many of us, these fast-moving changes tested our resiliency, requiring that we challenge outdated processes but ultimately opening new opportunities for growth.

Programs must flex to traveler expectations about their own health and safety. The next generation of T&E users – Generation Z – will rely on technology, advocate for the planet, and want to work within a company culture that resonates with them. Data must provide actionable information instead of just numbing volume. And digital innovation will continue, even as budgets tighten, costs rise, and economic and global uncertainty continue.

The SAP Concur webinar, The Changing Travel & Expense Landscape, is designed to help business decision-makers across the globe better understand the topics and challenges they face now and in the future.

Moderated by Amy Padgett, SAP Concur VP of Travel Marketing Strategy, the session features Lilli Donahue, Business Development & Strategic Partnerships for Capital One, and Michael Forrester, Vice President, Business Development for ADTRAV. Throughout, the panelists share expertise and address questions, while an in-session poll of industry peers delivers collective insights.

Over 700 business professionals took part in the live session, hearing expertise and predictions like these:

  • “We’re going to see a really big shift,” Donahue observes. “The old manual entry way of doing T&E slowly and exhaustively will fizzle out. Employers are going to need to keep up with these needs and demands. And so investing in new technology is exactly what they’ll need to do.”  
  • “Any type of task that can be automated or that’s repetitive is going to be taken care of with AI and these emerging technologies,” Forrester says. “And any company that does not invest in that is going to be significantly behind.” 

Watch the full session at your convenience to learn more, but here’s a glimpse of what was discussed.

Travel program flexibility

Key number: 91% of business travelers have travel flexibility expectations they see as essential for ensuring their health and safety while traveling .1
Expert insights: As business travel increases – and work-from-anywhere remains – post pandemic travel flexibility continues to be both important for the business and traveler.  And when you add in the element of compliance, balancing flexibility can be complicated for companies to manage. With the past few years proving more business can be conducted remotely, each trip must increasingly be justified, especially amid inflation and tight budgets. Companies increasingly are using pre-trip approvals, encouraging alternate modes of travel, educating workers about new policies, and bringing employees together as they recognize the value of face-to-face contact to build relationships and teamwork.
Peers say: 54% of webinar poll respondents say business travelers “often” ask for more flexibility.

Next generation of travel and expense users 

Key number: 98% of Gen Z respondents plan to take steps to reduce their environmental impact while traveling for business over the next 12 months.2
Expert insights: The Gen Z generation expects work to be mobile-enabled and able to be performed wherever they are located. Technology should reduce manual tasks and free them for challenging work, while minimizing their impact on the environment. Businesses are responding – and must continue to – by providing mobile booking tools that are personalized and promote sustainable options. Anything on paper – from booking to travel documents to expense reports – is history.
Peers say: 41% report their company offers “remote work” or “work from anywhere” to attract younger talent.

The power of data 

Key number: 61% of finance and IT leaders tell us their finance leaders don’t have enough visibility into near-real-time employee spend data.3
Expert insights: Making data-driven decisions is much more difficult when you are swimming in information instead of gaining insights from it. That makes consolidating data from bookings, credit cards, and other expense sources critical to success. Dashboards can help you connect the dots that empower decisions. And metrics must go beyond trip costs to include traveler satisfaction and sustainability.
Peers say: 27% say disparate, disconnected systems make timely data-driven decisions challenging.

Digital innovation 

Key numbers: 72% of businesses think digital transformation is key to their business growth.4
Expert insights: The travel and expense space still has plenty to gain from automation and intelligent tools. Areas for investment include such digital payment options as virtual cards and mobile payments. Artificial intelligence is expected to deliver benefits in how employees access information on flights and hotels and explore – and see –destinations in depth, while companies can predict travel patterns and get the most from each dollar.
Peers say: 27% want technology to automate outdated paper and manual/semi-manual processes, while 25% hope to make financial data and reporting more accurate and timely.

Listen up and learn more 

Watch the full webinar to discover more about current travel and expense challenges and access resources that can convert each spending decision from a moment of uncertainty into a moment of confidence.
Access other whitepapers and eBooks from SAP Concur today to stay on top of T&E trends. 


1, 2. SAP Concur Global Business Traveler Survey
3. Study by Forrester Consulting on behalf of SAP Concur
4. Analysys Mason 2022, Travel, Expense, and Vendor Invoice Management Study

Unlocking the Full Potential of Your Business Travel: The Benefits of Using a Travel Expense Management Tool

Are you tired of manually tracking and managing travel expenses? Having a wallet that’s overflowing like a laundry hamper? Worry no more! A travel expense management tool can help you better handle complex travel expenses, while reducing your workload, streamlining the entire reporting process, ensuring you dont lose expense’s worth submitting, and informing key business decisions. Important all around.

Why Use a Travel Expense Management Tool?

Woman using a Travel Expense Management Tool

Proper management of travel expenses is crucial for businesses of all sizes. Business travel can be a significant expense for many organizations, and failure to manage these expenses effectively can result in financial losses that could impact the company’s overall performance. Proper management of business travel expenses can help reduce overall costs, identify areas of overspending, and streamline the expense reporting process.

In today’s data-driven business environment, using technology to manage travel expenses is not optional, it’s a necessity. Companies that fail to implement an effective travel expense management tool run the risk of losing out on cost savings, reducing their bottom line, and negatively impacting their overall performance.

 This comprehensive guide explores the benefits of using a travel expense management tool and how it can revolutionize your business trips.


1. Enhanced Control Over Travel Expenses

Real-time monitoring and tracking

  • Identifying spending trends: Travel expense management tools provide granular insights into your company’s travel expenses, enabling you to detect spending patterns and identify potential areas for improvement. By analyzing these trends, you can make strategic decisions to bettermanage your travel budget and optimize your company’s resources.
  • Proactive budget adjustments: Utilizing real-time data, you can proactively adjust your travel budget to account for fluctuations in travel costs or unexpected expenses. This level of control allows you to avoid budget overruns and maintain financial stability throughout your business travels.


2. Streamlined approvals

  • Reducing bottlenecks: An efficient approval process is essential for maintaining smooth operations within your organization. Travel expense management tools facilitate this by automating the approval process and eliminating the need for manual intervention. This streamlined approach reduces bottlenecks and accelerates the reimbursement process for employees.
  • Ensuring compliance with company policies: By automating the approval process, travel expense management tools ensure that all submitted expenses adhere to your company’s policies. This not only promotes compliance but also reduces the risk of financial inconsistencies or errors that could lead to financial losses.


3. Maximizing cost savings

Maximizing cost savings Meetings

Identifying savings opportunities

  • Negotiating better rates with vendors: One significant advantage of using a travel expense management tool is the ability to leverage your company’s spending data to negotiate more favorable rates with vendors. By demonstrating a consistent volume of business, you can secure better deals on accommodations, transportation, and other travel-related services.
  • Adjusting travel policies: Travel expense management tools enable you to identify areas in which your current travel policies may not be optimized for cost savings. By analyzing your data, you can make informed decisions on how to adjust your policies to maximize cost efficiency.

Preventing fraud and misuse

  • Automated alerts: Travel expense management tools are equipped with automated alerts that detect unusual or suspicious transactions. These alerts allow you to quickly identify potential cases of fraud or misuse and take appropriate action to safeguard your company’s finances.
  • Detailed expense auditing: By providing a comprehensive audit trail of all travel expenses, travel expense management tools facilitate thorough expense auditing. This ensures that all expenses are legitimate and compliant with your company’s policies, further protecting your organization’s financial integrity.


4. Increased Productivity and Efficiency

 Teamwork that Increases Productivity

Simplifying the expense reporting process

  • Automated data entry: Manual data entry is time-consuming and prone to human error. Travel expense management tools automate this process, enabling employees to submit their expenses with minimal effort and reducing the likelihood of inaccuracies.
  • Error reduction: By automating various aspects of the expense reporting process, travel expense management tools significantly reduce the risk of errors that could lead to financial discrepancies or delayed reimbursements.

Seamless integration with other tools

  • Accounting software: Integrating your travel expense management tool with your existing accounting software streamlines the financial management process by automatically syncing expense data. This eliminates the need for manual data transfers and reduces the risk of errors.
  • HR tools and travel booking platforms: Travel expense management tools can also integrate with HR systems and travel booking platforms to further enhance efficiency. This seamless integration ensures that all relevant data is readily available, allowing for more effective management of your company’s travel expenses.


5. Improved Compliance and Policy Adherence

Customizable expense policies

  • Adapting to company needs: Travel expense management tools allow you to create and customize expense policies that are tailored to your organization’s specific requirements. This flexibility enables you to establish guidelines that accurately reflect your company’s needs and priorities.
  • Policy enforcement: Automated policy enforcement ensures that employees adhere to your company’s travel expense policies. The travel expense management tool will automatically flag or reject any expenses that do not comply with the established guidelines, promoting consistency and accountability across your organization.

Enhanced visibility and reporting

  • Identifying trends: With travel expense management tools, you can easily generate comprehensive reports that provide insights into your company’s travel spending patterns. By identifying trends, you can make data-driven decisions to optimize your travel budget and enhance cost efficiency.
  • Monitoring policy adherence: Regular reporting also enables you to monitor your employees’ adherence to your company’s travel expense policies. This visibility allows you to address any issues promptly and maintain a culture of compliance within your organization.

Features to Look for in a Travel Expense Management Tool

A. User-friendly interface

A well-designed, intuitive interface is crucial for ensuring the successful adoption and use of a travel expense management tool within your organization. A user-friendly interface simplifies the expense reporting process, making it easier for employees to submit their expenses accurately and efficiently.

B. Mobile app availability

The mobile app’s functionality is essential for employees who frequently travel. A travel expense management tool with a mobile app allows employees to submit expenses on the go, streamlining the expense reporting process and reducing the risk of lost or forgotten receipts.

C. Customizable workflows and policies

The ability to customize workflows and policies is crucial for adapting a travel expense management tool to your organization’s unique needs. Look for a tool that offers flexibility in creating and enforcing expense policies as well as tailoring approval workflows to your company’s structure.

D. Integration capabilities

Seamless integration with your existing software systems, such as accounting and HR tools, is vital for a streamlined travel expense management process. Ensure that the tool you select is compatible with your current systems to maximize efficiency and minimize disruptions.

Embrace the future of business travel management!

Are you ready to say goodbye to hassle and hello to efficiency? Worldgo’s Travel Reporting Platform is a revolutionary approach to management reporting within the travel industry. With its user-friendly interface, it streamlines the entire process, helping managers easily identify areas of overspending and providing an automatic arrangement of travel-related reports and receipts. This reduces workload, speeds up processing, and greatly simplifies accounting.

 Don’t let outdated expense management practices hold your company back. Contact us today and embrace the future of business travel.

5 Tips for Reducing Travel Expenses on Your (2023) Business Trip

“The world is a book and those who do not travel read only one page.” – Saint Augustine


Business travel is a crucial aspect of any organization by providing opportunities for growth and expansion. But as much as it offers numerous benefits, it can also be a significant burden on the company’s finances. From airfare and hotel costs, to meals and transportation, the expenses associated with business trips can quickly add up. That’s why it’s essential to use corporate travel services to manage and reduce these costs. In this blog, we’ll discuss 5 proven ways for organizations to travel for business without breaking the bank. 


Tip 1: Early Bird Gets the Worm (and the Cheap Flights)

Booking early is the key to unlocking unbeatable deals on flights and accommodations. Airlines and hotels often offer early bird discounts and special promotions for travelers who book in advance. Encourage your employees to start planning and booking their trips as soon as possible. Also consider using online travel agencies or price comparison websites to find the best deals.


Tip 2: Loyalty Pays Off

If your employees travel frequently for work, your organization can sign up for reward programs and loyalty points with airlines and hotels. These programs reward frequent customers with discounts, upgrades, and special offers which can help reduce travel costs over time. And if your organization has a company credit card that offers travel rewards, make sure to use it for all travel-related expenses like flights, hotels, and meals. Make sure to do your research on the best credit cards for travel points. 


Tip 3: Embrace Alternative Accommodations

Hotels are great for quick midweek stays and overnight sales calls, but they can be expensive, especially for extended stays. So consider alternative accommodations such as residence-style suites, or long stay accommodation. Both residence-style suites and long stay accommodation offer more of the creature comforts of a home away from home and often come with a fully equipped kitchen, helping employees save money on meals. Encourage your employees to explore alternative accommodation options and discover hidden gems that become their go-to on future business trips.


Tip 4: Offer Budgeting Incentives

guide on how to reduce travel expenses

Encourage your employees to be mindful of their expenses while on a business trip by offering budgeting incentives. Without being too strict and overbearing, companies can offer a reward for those who come in under budget or provide a bonus for employees who consistently save money on their business trips. This not only helps reduce the company’s expenses, but also encourages employees to be more mindful of their spending. There are many ways to incentivise employees to save money on business trips that benefit both the company and employees in a positive way.


Tip 5: Provide Per Diems to Your Employees

Providing per diems to your employees is an effective way to control costs while also allowing them the flexibility to make their own travel arrangements. A per diem is a set amount of money, provided daily, to cover meals and incidental expenses. By setting a clear budget and providing per diems, you can ensure that expenses stay within budget and minimize any potential financial surprises.

And don’t forget, some preparation and research goes a long way in making your business trip budget-friendly. By taking the time to find the best deals, using loyalty programs, and being creative with your accommodations and meals, you can stretch your budget and make the most of your business travels. Happy travels!


Most Commonly Asked Questions About Travel Expenses On Business Trips:

How can I reduce airfare costs for my business trip?

Booking early, using online travel agencies, taking advantage of loyalty programs and reward points, and comparing prices can help reduce airfare costs.

What is the most cost-effective way to book accommodations for a business trip?

Using alternative accommodations such as vacation rentals or hostels can be more cost-effective than booking a hotel. You can also look for early bird discounts and special promotions, or sign up for loyalty programs and reward points.

How can I save money on food during a business trip?

Packing snacks and non-perishable items, and making quick trips to grocery stores or local markets can help save money on food. You can also take advantage of meal deals and discounts offered by restaurants.

The thoughtful business manager’s guide to Travel Risk Management

Mark Zuckerberg once said that “The biggest risk is not taking any risk…In a world that is changing really quickly, the only strategy that is guaranteed to fail is not taking risks.” Mr Zuckerberg, we humbly disagree – especially when it comes to business travel. In fact, mitigating risk is a successful strategy, and this is where Travel Risk Management practices are required. 

Travel risk management is an important aspect of any corporate travel service. It reduces exposure and it doesn’t take much. It helps to ensure the safety and security of your employees while they’re on the road. There are several notable elements to consider when developing a travel risk management plan for your corporation. So, let’s dig in.

Understanding Risk

Understanding the risks of corporate travel is critical for any organization. Organizations can mitigate risk and protect their employees by identifying potential hazards such as political instability, natural disasters, and health pandemics.

To start, it’s important to assess the security environment of a destination before sending employees there. This includes researching the local laws and customs, understanding the political climate, and assessing the risk of terrorism or civil unrest.

Once the security environment has been assessed, organizations should create a travel risk policy that outlines the procedures and protocols their employees should follow whilst travelling. This can include things like booking travel through a designated travel agency, staying in a safe and secure place, and avoiding certain higher-risk areas of the country.

Mitigating Danger

Mitigating the dangers of corporate travel requires a comprehensive approach. Organizations should consider implementing a travel risk policy that outlines the procedures and protocols employees should follow while travelling. This can include things like booking travel through a designated travel agency, staying in safe and secure accommodations, and avoiding certain higher-risk areas of the country.

Communication is an essential part of reducing the risks associated with corporate travel. Establishing clear and effective communication channels can assist in alerting employees of potential hazards and providing them with the correct assistance they may require. These channels would include emergency lines, a travel security hotline, and travel risk management updates.

In the event of an emergency, any prepared organization should have a crisis management plan in place. This should include evacuation plans, medical care options, and contact information for family members. Organizations should also have a media and public relations plan in place to help manage any potential negative publicity. As the saying goes; Fail to prepare, then prepare to fail.

By understanding the risks associated with corporate travel, adopting a travel risk policy, establishing effective communication channels, and having a crisis management strategy in place, organizations can protect their employees when travelling.

Preparing for the Worst

Preparing for the worst is an important and savvy part of corporate travel risk management. Organizations should have a comprehensive emergency plan in place to ensure their employees are safe and secure in the event of an emergency. This includes evacuation plans, medical care options, and family contact information.

Establishing a crisis management team, with the ability to respond quickly and effectively to any potential emergencies, is something all organizations should consider adding to their company. This team should be trained in emergency response and have access to the necessary resources to manage any potential crisis.

Any organization would be wise to set up a media and public relations plan to help manage any potential negative publicity. Having a designated spokesperson who can provide accurate information to the media and respond quickly to any inquiries is part of this. This individual can assist in containing any negative publicity, while also improving the company’s image.

By preparing for the worst, organizations can ensure their employees are safe and secure when travelling.

Staying Ahead of the Game

Stress free Corporate Travel

Corporate travel risk management requires preparation. Organizations must stay current on best practices and protect employee safety while going abroad.

Technology is a major corporate travel risk management trend. AI, machine learning, and predictive analytics can help firms recognize dangers and respond rapidly to catastrophes.

Travel risk management software can help companies follow their personnel, monitor their movements, and alert them to potential security issues. At Worldgo we take risk management seriously and provide our clients with 24/7 peace of mind and the industry’s best technology.

Finally, companies should teach their staff about travel safety and provide them with the resources they need. Employees receive travel security briefings, emergency contact information, and other tools.


5 commonly asked questions about travel risk management

What is travel risk management?

Travel risk management is the process of identifying, assessing, and mitigating the risks associated with travel for an organization’s employees, contractors, or other individuals.

How can we reduce the risk of travel-related accidents and incidents?

To reduce the risk of travel-related accidents and incidents, organizations can implement policies and procedures to ensure safe travel, provide training and resources to employees, and monitor and track travel activities.

What are some common risks associated with travel?

Some common risks associated with travel include health and medical issues, political instability, natural disasters, and crime and violence.

How can we ensure the safety of our employees while they are travelling?

To ensure the safety of employees while travelling, organizations can provide them with emergency contact information, establish protocols for emergency situations, and conduct regular check-ins with employees while they are on the road.

How do we respond to a crisis situation while an employee is travelling?

In the event of a crisis situation, while an employee is travelling, organizations should have a plan in place to quickly and effectively respond. This may include activating emergency response teams, communicating with the employee to assess their safety and well-being, and providing support and resources as needed.

Are Business Travel Expenses Tax Deductible in Canada?

Have you ever wondered if the money you spend on business travel is tax deductible in Canada? Well, wonder no more! In this blog post, we’ll break down everything you need to know about business travel expenses and taxes. We’ll also provide some tips to help you make the most of your tax deductions. Whether you’re a first-time business traveler or a seasoned pro, read on for all the info you need to claim your business travel expenses on your tax return!


Which business travel expenses are tax deductible in Canada?

Business travel can be expensive, but there are some expenses that can be claimed as deductions on your taxes. In Canada, business travelers can deduct the cost of public transportation fares, hotel accommodations, and meals. If you’re traveling for business, be sure to keep track of your expenses so you can maximize your deductions.

Here are some of the business travel expenses that are tax deductible in Canada:

Public transportation fares

While on a business trip, the cost of airline, bus, train, taxi, and car rental expenses are all eligible for tax deductions. You can also write off the gas and mileage expenses if you use your own car as the transportation method to and from the business trip.

Hotel accommodations

If you need to stay overnight for business purposes, you can deduct 100% of the cost of your hotel room. This also includes the cost of any phone calls you make from your hotel room, faster Internet access, and laundry and dry-cleaning services you use during your stay.


You can deduct 50% of the cost of business-related meals and beverages when you’re traveling. So, if you spend $100 on a business lunch, you can deduct $50 from your taxes. Be sure to save all receipts so that you can show the CRA how much you spent.


How do you calculate the amount of travel expenses that can be claimed as a tax deduction?

In order to calculate the amount you can deduct, you will need to record all of your travel expenses and keep receipts for reimbursement. 

There are limits on how much you can deduct for each type of expense. For transportation, you can only deduct the cost of economy class tickets. For meals, you can only deduct 50% of the cost. And for accommodation, you can only deduct the cost of a standard room.

Keep in mind that you can only deduct the portion of your travel expenses that are related to business activities. If you are traveling for both business and personal reasons, you will need to separate your expenses between the two in order to determine the amount that is deductible.

Are there any restrictions on what can be claimed as a business travel expense? 

When it comes to claiming business travel expenses on your taxes, there are a few general rules to keep in mind. First, you can only deduct the cost of travel that is directly related to your business activities. For example, if you take a client out to dinner while you are on a business trip, you can deduct the cost of the meal.

However, if you go out to dinner with a friend during your personal time, you cannot deduct that expense. Second, you can only deduct expenses that are reasonable. The CRA will not allow you to deduct first-class airfare or luxury accommodations unless there is a legitimate business reason for doing so.

If you have any questions about which business travel expenses are tax deductible in Canada, always refer to the CRA’s website and speak with your accountant. They will be able to help you maximize your deductions and ensure that you’re complying with all CRA regulations.


What records should be kept to support a business travel expense claim?


business travel expense claim
Photo by Iryna Tysiak on Unsplash

In order to claim business travel expenses on your taxes, you must be able to prove that the travel was necessary for business purposes. Keep all receipts and documentation from your trip so that you can show the Canada Revenue Agency (CRA) that the expenses were business-related.

Additionally, you must keep detailed records of all your expenses. This includes receipts for all purchases as well as records of any mileage incurred during your travels. By following these simple rules, you can make sure that you get the most tax deductions for your business travel.


Business travel expenses tax deduction in a nutshell

When traveling for business purposes, you can deduct most of the cost of your travel expenses from your taxes. Just make sure to hold onto your receipts and any supporting documentation.

If you are looking for a corporate travel agency in Canada to plan and book your business trips, please get in touch. Our expense management system can help you save time and money by automating the expense reporting process. We would be happy to provide you with a free quote.


Some frequently asked questions about business travel expenses

How much do companies spend on business travel?

The amount that companies spend on business travel varies widely. Some companies have very strict travel budgets, while others allow their employees more leeway in spending. However, businesses of all sizes typically try to keep their travel expenses under control in order to save money.

What business travel expenses are deductible?

Business travel expenses that are deductible include airfare, hotel expenses, meals, and other incidentals while on a business trip. These deductions can be taken on your business tax return.

What are some tips for saving money on business travel expenses?

There are a few ways that you can save money on business travel expenses. One way is to book your travel well in advance to take advantage of early bird discounts. Another way is to work with a corporate travel agency, as they usually have good relationships with airlines and hotels to get you better discounts

Key Benefits of a Corporate Travel Agency


Wondering if it’s worth enlisting a corporate travel agency to assist in your business objectives? This blog will assist you in making that decision. Every single company, association, or institution that we’ve worked with has started with the same dilemma. 

It’s a big decision to put your trust and budget in a travel services partner. Will they take advantage of you? In today’s Internet age, is it not easier to do it all on my own? Will someone be there when I need them? Below are some of the benefits of a corporate travel agency that you should consider before deciding to engage.


Why Your Company Need a Corporate Travel Agent

A corporate travel agency isn’t for everyone. However, it is for those companies responsible for planning corporate travel. Sending many employees on flights, booking hotels, and with time-sensitive connections can get tricky. It’s for those who demand clearly crafted protocols and accountability. The more employees a company has that travel, the more resources it takes for you to approve, track, and reconcile these efforts. At the end of a month or year, this could create an accounting challenge for you.


If your company doesn’t have a process in place to manage business travel, the ability to control spending and forecast expenses can get messy. Having a staff member wait for three connecting flights from Los Angeles to save $150 has a material cost of its own.

The absence of a system assures you will overspend by the end of the year – and having no visibility affects your ability to improve by analyzing data. A corporate travel agency can bring order and consistency to your travel program, in ways that benefit both your bottom line and the wellness and satisfaction of your traveling employees.

As your working partner for travel, Worldgo Travel Management serves as your one-stop resource.


One of the primary reasons to work with a corporate travel agent is to gain access to specific professional expertise and travel technology. Corporate travel planning and execution can be very complex. At Worldgo Travel Management, we hire experienced professionals. We understand the unique needs and interests of your traveling employees, and how accommodating to these needs will impact your own business goals. We have extensive knowledge about the amenities that are most desirable to travelers and their preferences. We are also familiar with many “inside” industry tips and workaround details that can improve travel convenience, comfort, and safety.

Cost Savings Benefits of Corporate Travel

Like any company spending, it comes down to economies of scale. Essentially, the more you spend, the more you save. As an agency that represents very large clients, we have the ability to leverage better contracts and terms, which extends to all our clients. This is a powerful bargaining power that we possess and are ready and waiting to share with you to benefit your company.

Corporate Travel Time Savings

We put together a list of preferred providers based on your company’s travel policy guidelines and budget. That policy streamlines the booking process for employees, creates a black-and-white environment for expense items, and makes life easier for your accountant. We handle bookings on your behalf, saving your people time and your company money. Handling these arrangements on your behalf assures compliance, reduces risk, and saves time, which in turn saves money.

24/7 Business Travel Support

Unpredictability is the only predictability in the world of business travel. Sometimes life gets in the way and things go sideways. At Worldgo, we offer your staff 24/7 support. We’ll assist in any way we can and make changes where needed. Worldgo has experts in risk management and proactive services that help business travelers stay in touch and get help before, during, and after their trips.

Weather conditions, geopolitical issues, or urgent family matters—we’ve got you covered. You will have your own Worldgo team, with everyone up-to-date on your company’s unique needs and policies. We’re here all day, every day.

Analytics for Corporate Travel

This is where we shine. We’ll help you analyze your travel and expense patterns. By knowing what you’re spending and where the dollars are going, we help you make better forecasts for budgeting. Analyzing your spending patterns also helps identify opportunities to save, without sacrificing the comfort level and convenience of your employees. Knowledge is power and knowing where the company’s money is going will benefit the company in the long run.

Technology as a Benefit of Corporate Travel

We incorporate the latest technology into our services. The right technology will save you time and make your employees’ lives much easier. We use apps like TripIt (for the organization of your itinerary on the go) and Concur and Deem (two of the industry’s most comprehensive online corporate booking platforms). 

We’re always looking for the latest technology to make your travel experience better. Your company will reap the benefits of our forward-thinking and innovative approach. By working with a corporate travel management company you can redistribute your resources, find better ways to use them, and reduce risk on every level. 


Save Time and Money on Your Corporate Travel with Worldgo

Worldgo Travel Management changes the way corporate travel is usually done. We take a new approach by focusing on great personal service, full transparency, and giving its clients real value. More and more companies are making the switch to Worldgo because of the following benefits;

  • No charge for changes, cancellations, hotel and car bookings, 24/7 emergency assistance, or reporting.
  • 100% transparency with no hidden fees.
  • 24/7 emergency service managed by our local team. 
  • Up to 5% savings with Air Canada and up to 10% savings with WestJet.
  • Tracking of all airline credits to ensure nothing is wasted.
  • Industry-leading travel technology.
  • Robust reporting platform, free of charge.

When you choose Worldgo as your travel management partner, you can expect to save time and money while enjoying a stress-free travel experience. Contact us today to learn more about our services and how we can help your business thrive.


Frequently Asked Questions About Corporate Travel

1. What are the benefits of using a corporate travel management company?

Corporate travel management companies can save your company time and money, provide travel support and emergency assistance, offer travel insights, and improve travel policy compliance.

2. How can I save money on corporate travel?

You can save money on corporate travel by booking in advance, being flexible with travel dates, using a travel management company, negotiating with travel providers, and using loyalty programs.

3. How can I ensure the safety of my employees during corporate travel?

You can ensure the safety of your employees during corporate travel by using a travel management company that provides 24/7 emergency assistance, providing clear travel guidelines, selecting safe travel destinations, and having a crisis management plan in place.

Best Hotel Loyalty Programs

“Business today is about making decisions amid ambiguity.” – Geraldine Laybourne


Business travel expenses can add up for companies that have dealings in other cities around the world. The costs of hotels, flights, food, and transportation are necessary investments for business travel. However, hotel loyalty programs can provide money-saving opportunities that can help maximize your business travel investment. In this article, we’ve put together a list of the top 5 hotel loyalty programs for business travelers.

Hotel Loyalty Programs for Corporate Travelers

Marriott/Starwood Preferred Guest Loyalty Program

Business and leisure travelers love the Starwood Preferred Guest (SPG) rewards program.With the merger with Marriott, the number of hotels has grown, giving members a huge choice of rooms all over the world. As an SPG member, you can opt in to the Starpoints credit card, which allows you to collect points on hotels, flights with China Eastern, Delta, or Emirates, and even car rentals with Hertz. The SPG program covers 6,700 participating hotels across 29 brands, giving you a ton of options in major cities worldwide.

Wyndham Loyalty Rewards

Wyndham Rewards is another excellent loyalty program for business travelers. With over 9,000 hotels in 80 countries, Wyndham Rewards covers a large part of the hospitality industry. Members can earn 10 points per dollar or 1,000 points per stay, whichever is greater. This means you can earn rewards quickly, and there’s no guesswork involved with redeeming your points. One free night is 15,000 points, and there are no blackout dates, making it easy to plan your stays.

In addition to hotel stays, you can earn points with Wyndham Rewards by renting cars with Avis or Budget, which gives you 100 points per day. Also, Wyndham has a partnership with Caesars Entertainment that lets you use points to stay at Caesars’ hotels at the same rate as Wyndham hotels and resorts. If you’re a Caesars Total Rewards member with Platinum status, you receive three free nights every year at Atlantis, Paradise Island in the Bahamas!

By opting for the Wyndham Rewards Visa card, you can earn points on sign-up and receive other rewards, all for a $75 annual fee. With so many options for earning and redeeming points, Wyndham Rewards is a great option for business travelers looking to maximize their rewards.

The World of Hyatt Rewards Program

The Hyatt rewards program, ‘World of Hyatt’, is an excellent option if you are staying in higher-end hotels. The program has four membership levels, and the perks get better as you move up the ranks. With 1,000+ hotels in 70 countries, World of Hyatt has a broad reach, and members can earn points for qualifying stays, dining, and spa services.

At the top tier, Globalist, members have access to fantastic benefits, such as suite upgrades, waived resort fees, club lounge access, free breakfast, 4 p.m. checkout, and more. Additionally, World of Hyatt credit cardholders can earn points more quickly, but the best rewards come with higher status levels.

Hilton Honors Loyalty Rewards Program

Hilton Honors Loyalty Rewards

Hilton has one of the largest offerings of hotel rooms around the world, with over 5000 hotels in 100 countries. As a member, you can earn points and redeem them at mid-tier and luxury hotels, giving you plenty of options to fit your comfort needs. Hilton Honors has four membership levels, and the perks get better the higher your status.

At the highest level, Diamond members can earn 20 points per dollar, while lead-in earnings are 10 points per dollar. With so many hotels worldwide, Hilton Honour members have access to some fantastic perks and deals, making it an excellent choice for business travelers.

International Hotel Group (IHG) Loyalty Rewards

IHG Rewards is a loyalty program for business travelers that is easy on the wallet and has hotels like Intercontinental, Kimpton, Holiday Inn, Crowne Plaza, and more. There are no blackout dates for the program, and guests can use their points to stay at any of IHG’s all-inclusive hotels.

Also, members can use the Points & Cash option to trade in their points and pay the difference in cash. While it may take some time and travel to build up your points, it’s worth joining a program now to get the opportunity to redeem points sooner rather than later. Keep in mind that many of these programs base point earnings on the US dollar, before taxes and resort fees.

The program has four membership levels; Club, Gold Elite, Platinum Elite, and Spire Elite. The higher your membership level, the more benefits you’ll receive, such as room upgrades, priority check-in, and late check-out.

Overall, hotel loyalty programs can be a great way to save money on business travel expenses. By joining one or more of these top hotel loyalty programs, you and your employees can enjoy a range of benefits, including free nights, room upgrades, and bonus points on stays. Sign up for one or more of these programs to get the most out of your business travel budget! 

How Can Worldgo Help You?

Business trips

We at Worldgo know that booking business trips, conferences, and other events can be time consuming and get quite complex. That’s why we offer specialized services to help businesses book and organize the best trips possible.

Whether you’re looking for cost-effective solutions, or want to plan a high-end trip, we have the knowledge and expertise to make it happen. We can help you with everything from choosing the best flights and places to stay, to setting up transportation on the ground and planning group activities.

Additionally, we offer a range of corporate travel solutions that can help you save time and money. Our dedicated team can help you make a custom travel policy, negotiate rates with vendors, and keep track of expenses so that your business travel is both cost-effective and efficient. 

If you’re interested in learning more about how we can help your company with all your business travel needs, don’t hesitate to contact us today. We’re here to help you streamline your travel management and take your corporate travel to the next level. Have your employees travel safely and comfortably with the right travel plan today.


Commonly Asked Questions About Hotel Loyalty Programs for Corporate Travel:


What are hotel loyalty programs?

Hotel loyalty programs are reward schemes offered by hotels to incentivize repeat bookings and brand loyalty. Members can earn points or rewards for their stays, which can be redeemed for discounts, upgrades, or free stays.

How do hotel loyalty programs benefit corporate travellers?

Corporate travellers can benefit from hotel loyalty programs by earning points for their stays, which can be redeemed for perks such as room upgrades, free breakfast, or early check-in. This can enhance their overall travel experience and save money for their company.

Can corporate travellers earn loyalty points for booking through third-party websites?

In most cases, no. Many hotel loyalty programs require travellers to book directly through the hotel or through the hotel’s official website to earn loyalty points.