Whether your company is B2B or B2C, employees, especially the sales and implementation team are often required to travel for work overseas and inside the country. The amount is either reimbursed or paid in advance to the employees. If you are a startup, managing travel related requests don’t take a toll on the timelines of the admin or HR, whosoever is handling it.
However, when employees increase in number, the travelling frequency will increase and more and more requests will create a mess on the work desk and the mind of the person. Clearly, this haphazard situation will lead to wrong reimbursements or missed reimbursements or advance payments.
What all the organisations require is a travel management software in place that can help them in working systematically. So, let us see how it can help.
The major help that the HR software with travel module gives you is the ability to configure, customise and define the travel-related policies, set the amount limit for employees holding different positions. The employees can state their stay and hotel preferences and also tell if the trip is domestic or international. The maximum came limit according to the distance can be defined in the system and then they can be reimbursed accordingly. There are times when employees won’t have sufficient funds to manage their expenses, so they can be paid in advance using the software. Grade, level and travel type can be used as the primary parameters while making travel policies.
To help you manage the travel and the expenses related to it, the travel management software allows you to make approval matrix, approve and reimburse the amounts you are liable for. Let’s employee take control of his request while also letting you view reports and analytics for better fund utilisation. Such software allow you to make multiple and dynamic workflows so that you people of the different hierarchy are given reimbursements according to the defined amount limit. Using ESS, employees can’t just request or apply for a claim but also track the same. This saves the time of the person managing the travel and other claims as the employees will not nudge him again and again for the status.
The travel desk portal helps the employees and the admin in saving their time and investing the same in some productive tasks. The travel desk option lets you manage, approve and submit boarding and travel related requests from a window. Once approved, it pulls the expenses to the expense management software. The tickets and receipts can be downloaded as well which makes sharing booking details easy. For reimbursement, the employees can also attach the receipts of the expenses they have incurred on the business trip or travel.
Now that you know the trail of benefits the travel management software provides, you should begin to search for the same. Otherwise, your company will eventually grow and then managing travel and other expenses will become a real pain in the neck.