Travel policy & expense management

DEVELOPMENT OF INDIVIDUAL SUBSTANTIED TRAVEL-POLICY BUSINESS TRIPS
The costs of business trips and travel of employees, as well as their attendant expenses, working hours of administrative and financial department employees involved in their support are a significant item of corporate expenses (often the most significant after the payroll and the cost of renting office space).
A well-designed travel policy, with its observance in travel planning, has a positive effect on reducing company costs (up to 30%), saving travel time of a travel coordinator, administrative and financial departments of a client (up to 480 hours per year), reducing financial and organizational risks , as well as human error.
CONSULTING SERVICES
DETERMINATION OF PRIORITY AIRLINES

Tickets for flights of such airlines will be automatically considered when processing applications of the client. When a certain amount of flights is reached, ZCTS initiates the signing of a triple agreement to provide the client company with special corporate fares directly from the airline.

APPROVAL OF OPTIMAL CANCELATION POLICY

After analyzing the number and amount of fines retained by service providers from the client during the reporting period, our specialists will suggest how to purchase tickets and services at the most favorable rates, while maintaining the optimal possibilities of returning the ticket or canceling the service, refusing to stay in a hotel.

RECOMMENDATIONS FOR THE SELECTION OF THE OPTIMAL TRANSFER OPTION

Selection of the most profitable flights by time of day, working days / weekends, which will ensure maximum savings in staff time and helps to reduce costs for both flights and additional services (hotel accommodation, transfers, meals, etc.). According to statistics, the main savings (up to 21%) are achieved through an integrated approach and a properly chosen flight route and fare, and only about 3% savings are possible due to a decrease in the agency's service charge.

DETERMINATION OF PRIORITY MEANS OF ACCOMMODATION

Analytics and development of a database of priority hotels, based on the budget for accommodation, requirements for class of service and comfort, location of the hotel and additional services adopted in the client’s company for each employee. At certain volumes of rooms / nights, we offer the client to enter into an agreement with the hotel to provide confidential corporate rates for accommodation.

APPROVAL OF THE OPTIMAL PROCEDURE FOR CREATING TRAVEL DOCUMENTS

Tickets, vouchers, financial documents are stored electronically in the client’s personal account in the ZCTS-Online travel management system, the original documents are delivered to the client free of charge in accordance with the approved procedure and delivery frequency.

DEVELOPMENT AND ANALYTICS OF TRAVEL POLICIES

The approved data will be automatically taken into account when selecting tickets, hotels and other services when organizing a trip for each employee of the client. Travel policy can be observed both by the client’s employees when independently arranging trips using the ZCTS-Online system, and by ZCTS specialists when handling customer orders.