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Sometimes, mistakes in managing employee business trips are unavoidable regardless of the scale or professionalism of the business. In some enterprises, assigning employees to business trips is a routine activity. In this article, Vntrip brings you common mistakes in managing employee business trips and solutions to address these issues.
1. Common Mistakes in Managing Employee Business Trips
Failure to synchronize travel requests
Businesses may have a dedicated department to handle this task or simply integrate it into an HR staff member's responsibilities. These individuals will receive requests from across the organization, and not all employees will always adhere to proper procedures. Some may use Gmail, others may message via Zalo, while some prefer face-to-face communication, ...
Information from various sources can cause you to overlook targets or spend too much time synthesizing them.
Multi-step, lengthy approval procedures
Some mistakes in managing employee business trips
The part that often gives many people headaches in business trips is the pre- and post-travel procedures. Similar to administrative assistants, HR personnel, or accountants who need to track requests, businesses also need to ensure that trips are approved by appropriate individuals like department heads or CEOs. This requires more direct interaction – a more multi-step process.
Additionally, after the trip, employees also need to submit receipts and invoices for reimbursement. Checking these documents also takes up a considerable amount of time.
Managing miscellaneous travel expenses
There are too many miscellaneous expenses for each trip such as: airfare, hotel rooms, transportation from accommodation to work locations, meal expenses… and each of these expenses generates numerous receipts. With a large number of employees traveling, controlling this becomes even more challenging.
Another issue is how to determine the percentage individuals/departments have spent out of the total allowable budget. To accomplish this, administrative assistants/HR staff/accounting personnel must regularly create time-consuming and tedious expense reports.
With 1001 such items, errors in compiling travel expenses are not uncommon.
Inaccurate time management, not aligned with reality
In employee business matters, time (travel time, meetings with partners, progress reports,…) is often not clearly outlined by many businesses. How to decide on a timeframe sufficient to complete tasks without being too tight or too much idle time causing work delays.
2. Ways to rectify errors in managing employee business trips
Solutions to rectify errors in managing employee business trips
In recent years, businesses have been implementing digital transformations to enhance work efficiency and management, and managing employee business trips is also part of this change strategy. There have been technology applications developed to quickly address the issues. Among them, the most notable is the Travel and Expense Management Solution for Enterprises - TMS by Vntrip.
This application is designed to help businesses manage, optimize costs, and resources in business trips and travel. As a result, businesses can operate smoothly and easily, reduce labor costs, and importantly, increase management efficiency.
Some standout features of TMS in addressing errors in managing employee business trips:
- Provides a diverse hotel system including over 12,000 domestic hotels and 1,000,000 international hotels. The booking system connects directly with many well-known domestic and international airlines such as Vietnam Airlines, Vietjet, Bamboo Airways, Air Asia,… allowing you to easily book rooms and tickets with just a few clicks.
+ Employees on business trips can download the Vntrip TMS app on their phones and then proactively book rooms and tickets according to their work schedules.
+ Standard hotel systems regularly offer attractive deals for special customers, especially corporate clients. These Special Deals will help businesses save a considerable amount of costs.
- Optimize cost control for businesses. Right from the issue of purchasing business air tickets, businesses can tightly control as the air tickets are purchased at original prices, with no ticket issuance fees incurred.
- Centralized database, customizable report extraction meets the need for quick checks and reconciliations. Management thereby becomes simpler and easier.
- Optimize cash flow: With unlimited credit limits, businesses can reconcile and pay after 45 days. This will certainly be a suitable choice for many businesses
- Extremely flexible and diverse payment methods. With various payment methods including red invoices, Vntrip TMS makes customer payments never been so easy and fast without consuming much time.
- Clear administrative application with permissions at each level. This helps managers clearly grasp expenses while ensuring the security of necessary information.
Here are some common mistakes in managing employee business trips and technological solutions to rectify these mistakes.
See more: What to prepare for long-distance business trips?
