ways2work > How to do it > Re-thinking business travel > Business travel basics > Business travel stakeholders
Business travel stakeholders
There may be a number of internal and external stakeholders involved in business travel. You should speak with internal stakeholders to find out about their role in managing travel. They will be able to tell you about relationships with external stakeholders.
Internal Stakeholders
There are potentially four key internal stakeholders.
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Procurement Department
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Many travel and fleet managers report into the procurement department They will be responsible for establishing, monitoring and updating business travel policy and ensuring that the right travel services are provided at the right price
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Procurement may also act as contract managers for travel suppliers or corporate card providers
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Finance Department
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Finance will process business travel invoices, travel and expense claims and travel/corporate card payments. Finance may also manage corporate credit cards and travel and expense modules linked to accounting systems
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Human Resources
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Human Resources will be responsible for managing employee terms and conditions, and will therefore influence travel policy entitlements. HR is also likely to lead on health and safety policy and risk management
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CSR / Sustainability Department
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More and more organisations are concerned about their environmental impacts and monitoring and reporting on emissions from business travel may be a key concern
External Stakeholders
Suppliers are external stakeholders. Many businesses use suppliers to get access to better travel information, as well as streamline business travel processes. Suppliers are able to provide a wealth of information on travel patterns, expenditure, distances, emissions and much more. Engage with your travel supply chain when reviewing travel information
Travel Management Company (TMC)
A TMC can be located on a client’s premises or off site. When a TMC is based in a client’s office it is called an implant.
A TMC specialises in providing air, rail and hotel booking services. Many TMC’s offer meeting and events services too. Travellers can book tickets over the telephone, by fax or online. TMC’s will charge either a transaction or management fee for their services. A transaction fee is a set cost for every transaction processed (every ticket bought). A management fee is a set charge for specified tasks over a given time period.
You can agree a deal with your TMC that builds travel reduction into the contract thus ensuring that non-travel options are also considered where there may be a benefit.