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How to Support Travel Duty of Care with Leakage Data

November 12, 2021
Travelers cross a busy downtown street

Data voids became a major concern for travel managers when the pandemic gripped the travel industry in 2020. Locating, contacting and moving travelers before the impending border closures came into effect was urgent. This shed light on the challenge travel managers have faced for years – incomplete travel data and the inability to contact ALL travelers quickly.

Unfortunately, these data blind spots can be a matter of life or death. Lack of data visibility on off-channel bookings creates unnecessary risk for both travelers and businesses. Now, however, these risks are preventable. 

Pre-trip data capture for all itineraries, including changes and cancellations, will play a pivotal role as companies crawl out of the COVID-19 induced travel freeze. Traxo assists companies with real-time, pre-trip business travel data and intelligence to minimize risk and maximize data accuracy.

The True Risk of Incomplete Duty of Care

On average, travel managers observe that 31% of corporate bookings are made outside of the corporate program, which means that more than 30 out of every 100 business travelers are unaccounted for at some point during their trips, if not entirely. Let that number sink in for a moment while you think of your colleagues.

While some executives may feel this is an acceptable risk, it remains a burden to travel managers and a massive liability to companies when duty of care is not a priority.

An InternationalSOS report shares several examples, including the following:

“In Munn v. The Hotchkiss School, a student alleged that her school had breached its duty to her when, during a school trip to China, she contracted a rare tick-borne disease. The jury in that case agreed, and entered a judgment against the school for $41.7 million.” This “duty” extends well beyond schools and universities. Businesses can be sued over car accidents, injuries, kidnappings and other tragedies that happen during corporate business travel. 

The Importance of Complete Business Travel Data Aggregation

Data aggregation tools such as Traxo provide your organization with complete visibility into all traveler’s whereabouts without requiring any action from the traveler. Traxo captures all itinerary data, including changes and cancellations, regardless of the booking method. This complete data creates an actionable visual of itineraries before, during and after travel.

Ease Travel Risk Management Concerns

By migrating to an “omnichannel” travel management strategy – one that incorporates data from TMC and non-TMC sources – corporate travel managers can take proactive steps toward complete travel data visibility. Traxo’s ability to parse email reservations (without the need for email-forwarding) and consolidate itinerary information into one reporting tool, provides you with accurate and comprehensive pre-trip data insights.

Want to balance travel risk management duties with employee data privacy needs to find out more information on duty of care as it relates to corporate travel? Access our whitepaper, “Risk Management: Duty of Care vs Data Privacy.

Previously, off-channel booking data was only captured through credit card and expense reports after trips ended. Post-trip reconciliation is outdated and creates additional travel risk exposure, which can be minimized with real-time data aggregation. Now, travel managers can intervene before corporate travel occurs if a booking is non-compliant or requires an employee to travel to a high-risk area.

Leveraging Off-Channel Bookings 

Regardless of how stringent your policy and program is managed today, you know that some leakage is inevitable. By employing the right platform to eliminate inconsistent and incomplete travel data insights, you can see and manage your off-channel bookings. This proactive approach benefits itinerary management, rate re-shopping, negotiations with new and existing suppliers, policy compliance, and reduces risk to both the organization and the traveler.

If a more flexible travel policy suits your organization, you can empower your employees to book where they want without missing any necessary travel information. In many cases, such as this Ritchie Bros. case study, this flexibility leads to increased traveler satisfaction without compromising duty of care.

Create Win-Win Scenarios for Your Business and Its Travelers

Traxo empowers corporate travel managers, globally, to act quickly and proactively when faced with an imminent crisis. You have an opportunity to create beneficial scenarios for all parties involved; you, your organization and, most importantly, your business travelers.

Business Benefits of Traxo: 

  • Complete pre-trip data visibility in one platform, accessible 24/7, allowing you to manage your program and travelers proactively.
  • Complete data for eliminating risk, identifying missed savings opportunities, more effective supplier negotiations, and improved policy compliance.
  • Reduced administrative lift of communicating, reporting, and tracking traveler policy violations.
  • 20-minute implementation and no need for employee training.

Traveler Benefits:

  • Peace of mind knowing their employer can easily locate travelers in a crisis to help reduce the severity of the situation, no matter how they booked their travel.
  • Seamless data capture that doesn’t require any action by the traveler or traveler training. Itinerary details are automatically delivered to duty of care providers and directly accessible through Traxo’s customer portal.
  • Greater booking flexibility in organizations that embrace a “hybrid travel program.”

Are you ready to start managing the never-before-seen parts of your travel program with Traxo’s robust data insights platform? Contact a Traxo travel data consultant today.

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Making the Most of Your Corporate Travel Data: 3 Business Travel Savings Opportunities You May Be Missing

COVID-19 impacted many companies' bottom lines, which caused travel managers to search for innovative ways to reduce spend without sacrificing corporate travel program necessities While the need is less urgent now, it's never a bad idea to find ways to make better use of your travel budget.

To introduce flexibility and reap additional savings,

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TMC Travel Management: Merging TMC and Non-TMC Travel Data to Improve Business Travel Management

It is common for medium-to-large businesses to have an established travel program in place, which encompasses a travel policy (mandated or guidelines), a designated Travel Management Company (TMC), a preferred supplier program (air, hotel, and car), and often a duty of care provider for larger or more complex businesses.

Small-to-medium size

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Travel Cost Optimization: Learn How to Reduce Business Expenses

Pre-trip travel data creates endless opportunities for travel managers to connect with travelers prior to departure, ensuring bookings are compliant and identifying missed cost savings opportunities before lift-off.

What Are Business Travel Costs?

Business travel expenses can be defined as costs associated with traveling for the purpose of

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Empowering Supplier Negotiations Through Travel Data Visibility

Would you agree that supplier negotiations are like a revolving door? Travel managers will end one RFP process, only to find themselves knee-deep in business travel management data and reports a few short months later as the upcoming years’ RFP process begins all over again.

This especially rings true for hotel programs, which are usually on an

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When to Submit an RFP for Corporate Travel Services

Requests for Proposals (RFPs) have become part of a structured, annual process for many travel managers, while others only open discussions with suppliers as needed. While an RFP can be built for most services, this blog will focus on what you need to build an RFP for corporate travel services (e.g., hotel RFPs).

Regardless of the exact reason

Complete Travel Data Drives Travel Policy Compliance

Travel Managers often juggle their company's best interest and traveler satisfaction. Depending on your company, it may be challenging to satisfy both parties or come to a mutually beneficial agreement on your corporate travel policy. Here we will uncover the benefits of having access to complete travel data through Traxo and how travel managers

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How to Audit Your Travel Program with Pre-Trip Booking Data

Between managing the day-to-day operations of travel procurement, maintaining best-in-class programs, ensuring policy compliance and the responsibilities of data management, the travel manager’s role is multifaceted. For decades, travel managers have struggled to aggregate travel data because of its many storage points. After collecting the data,

The Benefits of Using Traxo to Manage Multiple TMCs

Having multiple travel management companies (TMCs) supporting an organization is common in today’s business sector, especially for those with a global presence. This fragmentation makes leveraging a travel program data aggregation and auditing solution mission-critical.

What Are TMCs (Travel Management Companies)?

TMCs, travel management companies

How Business Travel Data Helps Organizations Manage COVID Variants

The latest highly-transmissible COVID-19 variant, Omicron, became publicly known in December 2021 when South Africa sounded the alarm to the World Health Organization (WHO). Almost immediately, borders were closed for travel. Organizations with business travelers in South Africa quickly scrambled to locate them and launch relocation plans before

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2021 Business Travel Predictions

The new year has arrived, and people from all corners of the earth are anxiously looking to move beyond the chaos and uncertainty brought about by COVID-19. As we know, due to widespread shutdowns and stringent health protocols, travel was a particularly hard-hit industry that’s poised to rebound as we progress through 2021. But, what will the

Full Data Visibility: The New Table Stakes For Corporate Travel

As the global economy begins to reopen, corporate travel teams worldwide are planning for how best to restart their company’s business travel activity. Most firms have made it through the initial “triage” stage of the pandemic. Now, teams are taking stock of how their travel programs performed in the midst of the crisis, in order to assess how

Traxo and Your TMC, Ensuring Your Travel Program is Prepared

Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

COVID-19 and Corporate Travel: Steps to Take Now for What Comes Next

Travel managers have been on the front line of corporate travel’s response to the COVID-19 outbreak. Companies are in varying stages of dealing with the outbreak, but we’ve heard three common themes in how travel teams are approaching this unprecedented new reality.

Three Ways Travel Managers Are Approaching COVID-19

  1. Employees first – Ensuring

China, Coronavirus, Corporate Travel and Duty of Care

If your CEO or head of risk management walked into your office today and asked you how many employees recently traveled to China, and hence could be at risk for exposure to coronavirus, how confident are you of your answer?

Importance of Data Visibility During the COVID-19 Outbreak

The swift outbreak of the coronavirus (now known as COVID-19)

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

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Traxo at ACTE 2018: Off-Channel Spend Takes Center Stage

The Traxo team was in New York City last week for the annual ACTE Global Summit and enjoyed the opportunity to connect with hundreds of corporate travel managers and buyers.  Our booth at InterACTE was busy nonstop! Thanks to all who stopped by to say hello -- we hope we helped shed some light on the challenges of managing your off-channel

Hotel Attachment: Solved! BTN Webinar Q&A

Traxo CEO Andres Fabris recently joined the April 6, 2018,  BTN "Solving Hotel Attachment" webinar with Steve Reynolds from TRIPBAM and Cathy Sharpe from ITW. The panel shared how large enterprises like ITW are working with Traxo to capture the complete view of their corporate travel activity and leveraging TRIPBAM to deliver significant savings on

Travel Data Security: What is Pen Testing?

You’ve likely experienced a cyber attack at some point during your career or personal life. For example, you may have had an account hacked into or received an alarming message from a service provider that there has been a systems data breach and your personal details were compromised. With larger-scale cyberattacks, these often go unnoticed or

6 Tips for Managing Bleisure Travel

A bleisure trip is what you get when you blend a business and a leisure trip together — a concept that is no stranger to modern business travelers or travel managers. An example of a bleisure trip would be an employee traveling to San Francisco for a business conference at their company’s expense and then tacking on a couple days for a quick jaunt

4 Ways to Ensure Business Travel Safety During International Conflict

Many organizations had offices, work-from-home employees, and travelers visiting Ukraine when Russia invaded on February 24th, 2022. Regardless of why employees were in the country, organizations had a legally binding duty of care to their team members. Before they could ensure employees were out of harm's way, they needed to locate them. Today,

7 Practical Tips for Safer Business Travel

Travel Managers have a duty of care responsibility to keep their business travelers safe while on the road and can try to mitigate risk by ensuring they have good programs, policies, and procedures in place should the need arise. However, travelers also need to be mindful and aware of their surroundings. They need to be able to mitigate risk, and

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4 Ways to Optimize Business Traveler Safety in 2022

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How Business Travel Data Helps Organizations Manage COVID Variants

The latest highly-transmissible COVID-19 variant, Omicron, became publicly known in December 2021 when South Africa sounded the alarm to the World Health Organization (WHO). Almost immediately, borders were closed for travel. Organizations with business travelers in South Africa quickly scrambled to locate them and launch relocation plans before

Insights

Corporate Travel Technology: 3 Travel Management Technologies Every Business Should Implement

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Insights

How the Pandemic Transformed Corporate Travel Programs

2019 started off like any other year: busy calendars, overbooked flights, sold-out hotels and a bustling meeting schedule. Business was booming and travel managers were busy. Their time was spent assisting travelers, negotiating contacts, managing rates, auditing itineraries, and other mundane tasks — Until everything stopped.

When the pandemic

Full Data Visibility: The New Table Stakes For Corporate Travel

As the global economy begins to reopen, corporate travel teams worldwide are planning for how best to restart their company’s business travel activity. Most firms have made it through the initial “triage” stage of the pandemic. Now, teams are taking stock of how their travel programs performed in the midst of the crisis, in order to assess how

Traxo and Your TMC, Ensuring Your Travel Program is Prepared

Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

COVID-19 and Corporate Travel: Steps to Take Now for What Comes Next

Travel managers have been on the front line of corporate travel’s response to the COVID-19 outbreak. Companies are in varying stages of dealing with the outbreak, but we’ve heard three common themes in how travel teams are approaching this unprecedented new reality.

Three Ways Travel Managers Are Approaching COVID-19

  1. Employees first – Ensuring

COVID-19 / Coronavirus Impact on Corporate Travel - Update

COVID-19 (coronavirus) has impacted organizations around the globe, highlighting the critical need for actionable risk intelligence to help business continuity planning. Beyond the human toll, this epidemic is a wake-up call for companies to carefully review the strategies, policies, and procedures they have in place to protect employees,

China, Coronavirus, Corporate Travel and Duty of Care

If your CEO or head of risk management walked into your office today and asked you how many employees recently traveled to China, and hence could be at risk for exposure to coronavirus, how confident are you of your answer?

Importance of Data Visibility During the COVID-19 Outbreak

The swift outbreak of the coronavirus (now known as COVID-19)

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

Traxo at ACTE 2018: Off-Channel Spend Takes Center Stage

The Traxo team was in New York City last week for the annual ACTE Global Summit and enjoyed the opportunity to connect with hundreds of corporate travel managers and buyers.  Our booth at InterACTE was busy nonstop! Thanks to all who stopped by to say hello -- we hope we helped shed some light on the challenges of managing your off-channel

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Understanding the Travel Management Software and Services Available

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Is Remote Work Bad for Creativity?

Remote work forcefully swept through workplaces across the globe when the pandemic took hold. Many businesses were not in a position to shift their workforce to a fully digital environment with such short notice, but as businesses faced being shut down or pivoting to remote work, the latter soon became the reality. Post-pandemic, businesses are

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COVID-19 impacted many companies' bottom lines, which caused travel managers to search for innovative ways to reduce spend without sacrificing corporate travel program necessities While the need is less urgent now, it's never a bad idea to find ways to make better use of your travel budget.

To introduce flexibility and reap additional savings,

Insights

TMC Travel Management: Merging TMC and Non-TMC Travel Data to Improve Business Travel Management

It is common for medium-to-large businesses to have an established travel program in place, which encompasses a travel policy (mandated or guidelines), a designated Travel Management Company (TMC), a preferred supplier program (air, hotel, and car), and often a duty of care provider for larger or more complex businesses.

Small-to-medium size

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Until recently, businesses went into fight-or-flight mode each time a new COVID variant surfaced, which caused the height of cancellations,

Insights

Travel Cost Optimization: Learn How to Reduce Business Expenses

Pre-trip travel data creates endless opportunities for travel managers to connect with travelers prior to departure, ensuring bookings are compliant and identifying missed cost savings opportunities before lift-off.

What Are Business Travel Costs?

Business travel expenses can be defined as costs associated with traveling for the purpose of

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The lasting impact of our actions plays an integral part in the Earth future generations

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Insights

Empowering Supplier Negotiations Through Travel Data Visibility

Would you agree that supplier negotiations are like a revolving door? Travel managers will end one RFP process, only to find themselves knee-deep in business travel management data and reports a few short months later as the upcoming years’ RFP process begins all over again.

This especially rings true for hotel programs, which are usually on an

Insights

When to Submit an RFP for Corporate Travel Services

Requests for Proposals (RFPs) have become part of a structured, annual process for many travel managers, while others only open discussions with suppliers as needed. While an RFP can be built for most services, this blog will focus on what you need to build an RFP for corporate travel services (e.g., hotel RFPs).

Regardless of the exact reason

Insights

How to Audit Your Travel Program with Pre-Trip Booking Data

Between managing the day-to-day operations of travel procurement, maintaining best-in-class programs, ensuring policy compliance and the responsibilities of data management, the travel manager’s role is multifaceted. For decades, travel managers have struggled to aggregate travel data because of its many storage points. After collecting the data,

Insights

4 Reasons Why Travel Managers Need Access to Detailed Business Travel Analytics

The role of a travel manager often varies with the size and scale of organizations. Global organizations may have large, complex travel programs, typically managed by a team of corporate travel professionals. Whereas small to medium-sized businesses may only have a single point of contact managing the travel program. Regardless of the size of your

Insights

Corporate Travel Technology: 3 Travel Management Technologies Every Business Should Implement

New, industry-leading corporate travel t technologies are emerging all the time. We’ve also witnessed businesses  reinventing themselves to stay relevant  as the world changes around us. To continue future-proofing corporate travel programs, there are three key areas where travel managers should focus:

Insights

How the Pandemic Transformed Corporate Travel Programs

2019 started off like any other year: busy calendars, overbooked flights, sold-out hotels and a bustling meeting schedule. Business was booming and travel managers were busy. Their time was spent assisting travelers, negotiating contacts, managing rates, auditing itineraries, and other mundane tasks — Until everything stopped.

When the pandemic

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Corporate Travel Program Policy Types

A well-written corporate travel policy provides guidance for business travelers while helping organizations influence behavior, manage spend, utilize preferred suppliers, and keep travelers safe. Despite the numerous benefits a travel policy provides, travel managers still face policy compliance challenges.

How do you move the needle on

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Updating Your Travel Program: 5 Corporate Travel Policy Best Practices

Once you’re familiar with the  three corporate travel program policy types – mandated, flexible, and hybrid – it’s time to decide what comes next. Do you need to make changes, and if so, what are the corporate travel policy best practices you should follow?

Before diving headfirst into policy changes, let’s take a step back to evaluate the entire

Insights

2021 Business Travel Predictions

The new year has arrived, and people from all corners of the earth are anxiously looking to move beyond the chaos and uncertainty brought about by COVID-19. As we know, due to widespread shutdowns and stringent health protocols, travel was a particularly hard-hit industry that’s poised to rebound as we progress through 2021. But, what will the

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