Corporate Travel FAQs
Answers to Common Questions About Managing Business Travel
Learn how Shai Travel Solutions supports corporate travel programs, travelers, meetings and events, reporting, technology, and 24/7 assistance.
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Choosing a Corporate Travel Management Company
What is a corporate travel management company?
A corporate travel management company, commonly called a TMC, helps businesses manage employee travel through professional booking support, travel technology, company policy controls, supplier coordination, reporting, and traveler assistance. Unlike a traditional travel agency focused primarily on individual trips, a TMC manages the company’s overall travel program.
What is the difference between a TMC and a travel agency?
A travel agency typically focuses on booking individual trips. A TMC provides a broader business travel solution that may include travel policy implementation, approval workflows, online booking technology, negotiated supplier programs, consolidated reporting, duty-of-care support, and assistance during travel disruptions.
How do I choose the right corporate travel management company?
Look for a TMC that understands your company’s size, travel patterns, service expectations, technology requirements, and reporting needs. Important considerations include booking options, traveler support, response standards, industry experience, supplier access, data visibility, implementation support, and the ability to customize the program around your business.
Does a small or midsize business need a travel management company?
A TMC can benefit growing businesses that want better control over travel spending, more consistent booking processes, improved policy compliance, consolidated reporting, and reliable traveler support. Companies don’t need a large travel volume to benefit from a structured and professionally managed travel program.
When should a company consider using a TMC?
A company should consider a TMC when business travel becomes difficult to track, employees book across multiple channels, managers lack visibility into spending, travelers need reliable support, or internal teams spend too much time coordinating reservations and resolving disruptions.
Corporate Travel Programs & Services
What services does a corporate travel management company provide?
A corporate travel management company can coordinate air, hotel, rail, car, and ground transportation while supporting travel policy, approval processes, online booking, reporting, supplier management, meetings and events, traveler assistance, and travel disruptions.
Can Shai Travel Solutions customize a travel program for our company?
Yes. We design each travel program around the company’s travel patterns, policies, approval workflows, payment methods, technology requirements, reporting needs, and traveler expectations. The objective is to create a program that fits how your business operates.
Can employees book online and still receive assistance from a travel advisor?
Yes. Corporate travel programs can combine intuitive online booking with experienced advisor support. Travelers can manage straightforward bookings online while receiving personal assistance for complex itineraries, international travel, changes, disruptions, and urgent needs.
Can Shai Travel Solutions manage both domestic and international business travel?
Yes. We support corporate travel across the United States and international markets, coordinating flights, accommodations, transportation, and traveler assistance across multiple destinations and time zones.
How long does it take to implement a corporate travel program?
Implementation time depends on the company’s size, travel volume, policies, approval structure, payment requirements, technology, and reporting needs. We begin by reviewing the current travel process, identifying priorities, and creating an implementation plan tailored to the organization.
Booking, Changes & Cancellations
How do corporate travelers book a trip with Shai Travel Solutions?
Booking methods are configured according to each company’s travel program. Travelers may book through an approved online booking tool or receive personalized assistance from a travel advisor by email or phone.
Can I change a flight, hotel, or car reservation after it is confirmed?
Changes may be possible depending on availability, fare rules, supplier terms, and company travel policy. Contact us as soon as possible so we can review the reservation, explain any additional costs, and identify the best available option.
Can a business travel reservation be canceled?
Most reservations can be canceled, but refunds, credits, and penalties depend on the supplier’s terms and the conditions of the booking. Some fares and hotel rates may be nonrefundable. We will review the applicable rules before processing the cancellation.
Will I receive a refund if my trip is canceled?
Refund eligibility depends on the airline, hotel, transportation provider, ticket type, rate conditions, and reason for cancellation. When a refund isn’t available, an airline credit may sometimes be issued for future travel, subject to the carrier’s rules and expiration requirements.
Can Shai Travel Solutions assist with last-minute or urgent bookings?
Yes. We assist corporate travelers with urgent and last-minute travel requests. Availability and pricing may be limited close to departure, so travelers should contact us as early as possible.
What happens to an unused airline ticket or travel credit?
Unused ticket value may remain available as an airline credit, depending on the fare rules and carrier policy. Credits may be restricted to the original traveler and usually have expiration and rebooking requirements. We help corporate clients identify and apply eligible credits whenever possible.
Airline Tickets, Names & Seating
Why are my first and middle names combined on my airline ticket?
Airline reservation systems often display first and middle names without spaces. This is generally a formatting convention and doesn’t normally cause a problem when the names entered in the reservation correspond with the traveler’s passport or accepted government-issued identification.
What should I do if my name is incorrect on an airline ticket?
Contact us immediately. Minor corrections may be permitted, but airline rules, documentation requirements, fees, and deadlines vary. Don’t attempt to travel with a significant name discrepancy without first confirming whether a correction is required.
Can an airline ticket be transferred to another traveler?
Yes. We can request an aisle, window, or other preferred seat when available. Seat assignments are controlled by the airline, may require an additional fee, and can change because of aircraft substitutions, schedule changes, or operational requirements.
Why did the airline change my assigned seat?
Airlines may change seats because of an aircraft change, schedule adjustment, equipment substitution, accessibility requirement, or other operational reason. Seat assignments aren’t guaranteed, even when they were previously confirmed or purchased.
How do I claim missing frequent-flyer miles?
Log in to the airline’s frequent-flyer website and locate its missing mileage or mileage credit request form. You may need the ticket number, boarding pass, flight details, and booking reference. Keep these records until the mileage has posted.
Passports, Visas & Entry Requirements
How long must my passport be valid for international travel?
Passport validity requirements vary by destination, citizenship, transit points, and itinerary. Some countries require validity for several months beyond the travel dates, while others apply different rules. Travelers should verify the requirements for every country on their itinerary before departure.
How can I find out whether I need a visa for a business trip?
Visa requirements depend on the traveler’s citizenship, destination, purpose of travel, length of stay, and transit route. Business travel may require different authorization than tourism. Check with the appropriate embassy, consulate, or official government source well before departure.
Do I need a visa when connecting through another country?
Possibly. Some countries require a transit visa or other travel authorization even when the traveler doesn’t leave the airport. Requirements depend on citizenship, airport, connection length, terminal changes, and whether baggage must be collected and rechecked.
Can I book international travel before receiving my passport or visa?
A reservation may sometimes be created before documents are issued, but booking nonrefundable travel carries risk. The traveler must have all required documents and authorizations before departure, and approval isn’t guaranteed merely because travel has been booked.
Who is responsible for verifying passport, visa, health, and entry requirements?
The traveler is ultimately responsible for carrying valid documentation and meeting all passport, visa, transit, health, and destination entry requirements. Shai Travel Solutions can provide general guidance and direct travelers to appropriate resources, but final requirements must be confirmed through official government authorities.
What should I do if my passport details change after booking?
Contact us immediately if your passport number, expiration date, nationality, legal name, or other document information changes. Updates may be required in the airline reservation, online booking profile, visa, or travel authorization before departure.
Travel Technology & Online Booking
What is an online booking tool for corporate travel?
An online booking tool, or OBT, allows employees to search and book approved flights, hotels, rail, and car rentals within a company-managed environment. The platform can display travel policy guidance, preferred suppliers, approval requirements, and permitted booking options.
Which corporate travel booking technology does Shai Travel Solutions support?
Shai Travel Solutions works with corporate booking and expense technology, including SAP Concur, as well as other solutions selected according to the company’s program requirements. We help connect online booking with experienced advisor support, travel policy, approvals, and reporting.
Can an online booking tool enforce our company’s travel policy?
Travelers can contact an experienced travel advisor for assistance with complex itineraries, international trips, multi-city travel, group arrangements, unavailable options, urgent requests, and other bookings that require personal support.
What happens when a trip can’t be booked online?
Airlines may change seats because of an aircraft change, schedule adjustment, equipment substitution, accessibility requirement, or other operational reason. Seat assignments aren’t guaranteed, even when they were previously confirmed or purchased.
Can online and advisor-assisted bookings appear in the same reporting?
When the program and data connections are configured appropriately, online and advisor-assisted transactions can be consolidated into travel reporting. This provides companies with broader visibility into booking activity, spending, supplier usage, and travel policy performance.
Reporting, Payments & Invoicing
What corporate travel reports can Shai Travel Solutions provide?
Reporting can include travel spend, transaction volume, booking trends, supplier usage, advance purchase, travel policy performance, top travelers, cost centers, destinations, and missed savings opportunities. Available reporting depends on the company’s program and data configuration.
Can travel reports be customized for our company?
Yes. Reports can be structured around relevant company information such as entities, departments, cost centers, travelers, suppliers, destinations, and service types. We work with each client to identify the metrics most useful for managing its travel program.
How frequently is corporate travel data updated?
Update frequency depends on the reporting platform and the data sources connected to it. Shai Travel Solutions provides scheduled, up-to-date reporting rather than claiming that every transaction appears instantly in real time.
What payment methods are available for corporate travel?
A reservation may sometimes be created before documents are issued, but booking nonrefundable travel carries risk. The traveler must have all required documents and authorizations before departure, and approval isn’t guaranteed merely because travel has been booked.
Can invoices include cost centers, departments, or project information?
Yes, when the required information is collected during the booking process. Invoices and reporting can include relevant company reference fields such as cost center, department, entity, project, traveler, or internal authorization number.
Traveler Support & Travel Disruptions
Does Shai Travel Solutions provide 24/7 traveler support?
Yes. After-hours support can be included as part of a corporate travel program for urgent assistance outside regular business hours. Support arrangements, eligible travelers, and service procedures are established during program implementation.
What should I do if my flight is canceled or significantly delayed?
Contact the airline or Shai Travel Solutions as soon as possible. We can review available alternatives, ticket conditions, company policy, and supplier options to help minimize disruption to your business itinerary.
Can you assist travelers who are already in transit?
Yes. We assist enrolled corporate travelers with eligible itinerary changes, cancellations, missed connections, and urgent travel issues. Access to traveler information and booking records allows us to provide more effective support.
What happens if a traveler books outside the approved company program?
Bookings made outside the approved program may not appear in company reporting and may limit our ability to locate the reservation or provide immediate assistance. Booking through approved channels improves visibility, policy compliance, traveler support, and duty-of-care capabilities.
Does Shai Travel Solutions monitor every trip automatically?
Monitoring capabilities depend on the company’s program, technology, booking channel, and support arrangement. We avoid promising automatic monitoring of every itinerary and clearly define the services included during implementation.
Meetings & Events
What types of corporate meetings and events can Shai Travel Solutions support?
We support executive meetings, leadership retreats, conferences, sales meetings, training programs, incentive travel, off-sites, and company-wide events. Services are customized around the program’s objectives, budget, location, attendee needs, and level of support required.
Can you help find and compare venues for a corporate event?
Yes. Shai Travel Solutions provides Cvent Certified venue sourcing support to identify and evaluate suitable venues based on location, availability, pricing, meeting space, accommodations, and program requirements.
Can you coordinate attendee travel and hotel accommodations?
Yes. We can coordinate attendee flights, airport transfers, ground transportation, hotel reservations, and room blocks. Bringing these components together helps organizers maintain better visibility and provides attendees with a more consistent experience.
Can you support meetings and events in international destinations?
Yes. We can coordinate corporate meetings and events across the United States and international destinations through experienced planning, global supplier access, and centralized travel support.
Can you manage both small executive meetings and larger company events?
Yes. The planning approach and services are scaled according to the event. A small leadership meeting may require focused venue and travel coordination, while a larger program may involve room blocks, attendee travel, registration support, suppliers, transportation, and on-site assistance.
Travel Insurance
Why should business travelers consider travel insurance?
Travel insurance may provide protection for eligible unexpected events such as trip cancellation, interruption, travel delays, lost baggage, and medical emergencies. Coverage varies by policy, destination, traveler, and circumstances.
Does travel insurance cover trip cancellations?
Some policies cover cancellations for specifically listed reasons, such as certain illnesses, injuries, or other qualifying events. A change in business plans isn’t automatically covered unless the policy includes an applicable benefit. Always review the policy terms, exclusions, and coverage limits.
Are medical emergencies covered during international business travel?
Many travel insurance policies include emergency medical benefits, but coverage limits, exclusions, deductibles, and requirements vary. Travelers should also confirm whether their existing health insurance provides coverage outside their home country.
Are pre-existing medical conditions covered?
Coverage for pre-existing medical conditions depends on the policy and may require purchase within a specified period after the initial trip payment. Travelers should review eligibility requirements carefully before purchasing coverage.
How do I file a travel insurance claim?
Claims are submitted directly to the insurance provider and generally require supporting documentation, such as receipts, medical records, delay confirmations, cancellation notices, or supplier statements. Coverage decisions are made by the insurer according to the policy terms.
Data Privacy & Security
What traveler information is required to manage a business trip?
Travel arrangements may require information such as the traveler’s legal name, contact details, date of birth, loyalty program numbers, passport information, payment details, and company-specific reference fields. We collect only the information required to arrange and support the applicable travel services.
How does Shai Travel Solutions protect traveler and company information?
We use established travel, payment, and business systems with access limited to authorized personnel. Information is handled according to applicable business requirements and the security capabilities of the systems used to manage reservations, payments, and reporting.
Is traveler information shared with airlines, hotels, or other suppliers?
Information necessary to complete and support a reservation is shared with the relevant travel suppliers and technology providers. This may include airlines, hotels, transportation providers, booking platforms, payment processors, and other companies involved in delivering the requested service.
Should travelers send credit card information by regular email?
No. Travelers and companies should use the approved secure payment process provided by Shai Travel Solutions. Full credit card details shouldn’t be sent through regular email or unsecured messaging channels.
Who can access our company’s travel reports?
Access is determined by the company and configured according to the travel program. Reports may be limited to authorized travel managers, finance teams, administrators, or other approved stakeholders.
Still Have Questions About Corporate Travel?
Every company’s travel program is different. Let’s discuss your priorities, current challenges, and the support your travelers need.
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