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.