Do you enjoy travelling?
Most of us do as long as all the arrangements have been done to a tee. Everything arranged with a clear plan as well as budget!
The same rules should be applied when
travelling for business. Especially if
your company is the one paying for these travelling expenses! The better you manage and control these
expenses, the more hassle-free business trips can become, but that's usually
easier said than done…
# 1 Have a clear process to follow when travel and accommodation must be arranged:
When arranging a trip, from start to
finish, it should be clear who is responsible for which part of the
arrangements. From the person creating
the travel or accommodation claim, to the approvers of such claims. If these steps can be done
electronically/automatically from one person to the next, even better!
# 2 Keep a good and clear record of all regular guests to save time:
Often certain companies will have
‘regular’ visitors to their site. Either
in the form of contractors, IT support or people providing training on your
systems or assets. Instead of capturing
their personal detail over and over every time they come to site, save their
details in a reliable and secure database where it can be retrieved quickly and
easily. (Include information such as
contact details, passport numbers, physical addresses, etc.) This will save
time when the designated person must raise a travel or accommodation claim.
# 3 Treat your travel and accommodation claims as you do any of your other items:
When you
order an item for your business, you have certain steps to follow. Raise the purchase request > Get approval
> Create a purchase order > Receive the invoice > Payment. If you treat your travel and accommodation
claims in the same way, they can follow budgeting rules as with all other
departments and require management level approval before a purchase order will
be created. The Procurement department already
know the steps to follow saving time.
# 4 Have strict but easy to follow policy regarding travel advances:
When
employees from your business must travel to clients, suppliers, etc. they often
require travel advances, out of town allowances, etc. Have a standard travel claim form for them to
fill out (electronic forms tend to be less time consuming). These can escalate for approval to
appropriate management, follow the same route as other financial transactions. Set up a threshold amount, i.e. up to R200
will be paid in cash, anything more has to be paid by other means such as EFT.
# 5 Finally, ensure that all steps are traceable:
Any person
involved in the travel claim process, from originator of the claim, to the
people responsible for approvals, should be able to know (with little effort)
where in the process the travel claim is.
In many cases, short notice is given for expected travel. The person claiming the travel allowance
should be able to follow up on his claim so they can plan accordingly.
DeltaERP has
a Travel and Accommodation module that can help with all your travelling
planning needs! Visit www.deltaerp.com to find out how.
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