Ignite

June/July 2015

A fresh resource for people who plan and manage meetings, events, business travel, promotions and incentive programs. Providing you with inspiration, guidance and great ideas.

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42 | Ignitemag.ca | June | July 2015 corporate travel management While updating a policy, a collaborative approach works best in driving savings and controlling costs. It's important to talk to the company road warriors. Don't leave it only to procurement or you risk what Reilly calls "an ivory tower policy"—one that's great if all you're doing is staying in the office. Bring in your IT and accounting departments, too, to discuss your travel policy as a group. Don't forget about ancillary fees. They can be sneaky ones, from advance seat selection on flights to hotel charges for Internet use and tolls incurred by rental cars. The Global Business Travel Association (gbta.org) compiled a handbook for travel managers that lists more than 40 sneaky charges from hotels, airlines and car rental agencies. Think, too, about security. Dirk Baerts, managing director, Egencia Canada, points to duty of care as something that needs to be addressed. A company may blacklist airlines in certain countries and restrict travellers from going into areas without mobile coverage. Also, ensure there's travel insurance in place. That may mean consulting with human resources to see if there's an umbrella policy or whether one needs to be purchased separately to cover things like medical emergencies or flight delays and cancellations. An event outside the country is fast approaching. One of your delegates shares that he has forgotten to get the visa required by the host country. After an epic eye roll, something must be done. That's where Travisa comes in. It's an international company with an office in Ottawa that has been securing travel visas since 1981. Rina White, operations manager, explains how it works: What it is: "We are a travel document management company and we do all the leg work for you. You want to travel to a country requiring a visa, we are able to get that for you. We represent the traveller at the embassy." How it works: Forms can be downloaded and printed from your desktop computer or Travisa's app. For regular service custom- ers, Travisa verifies forms for accuracy before taking them to the embassy and picking up the documents when ready. Fast-track service gets customers to the front of the Travisa line, but it is impor- tant to note that the company can- not control the speed at which the embassy processes an application. For the first-class service, a dedicated Travisa representative will complete all documentation on top of the other services. What it costs: Regular service is $80, fast-track service is $199 and first-class service is $399. The fine print: "The advantage to using Travisa is our relation- ships with all of the embassies. We know them and we know what they want. They like us because our documents are perfect. We catch mistakes before they happen so there are no delays." travisa.com Paper pushers Travel document company takes the stress out of the last-minute visa dash by Ron Johnson For the first-class service, a dedicated Travisa representative will complete all documentation on top of the other services. Regular service is $80, fast-track service is $199 "The advantage to using Travisa is our relation- ships with all of the embassies. We know them and we know "A ŒŽ ''"e "•– —˜™ š‡› œž. It „ ¢£¤, ¦ 't § ¨©t ¦ —ª«¤." –D•° ±²y, ³´µa Paper pushers

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