Travel Bags

In order to make the most of your corporate travel budget, it is critical to plan for leveraging your program for all it is worth. Telling travelers to select the lowest logical airfare is just not enough. Here are the elements that should be considered when planning or evaluating your travel program.

1. Travel policy

A well written and disseminated travel policy is the foundation of any good travel program, and I am consistently amazed that so many corporations have such an outdated and poorly conceived travel policy, if they have one at all. It is not difficult to find a well written policy. One can be found online quite easily. All that remains is that it is edited to reflect corporate culture, and disseminated within the company so that everyone understands and agrees to follow it. For this reason, it is a good idea to have everyone sign a copy of the travel policy to ensure that it is read, understood and owned by all company staff. I suggest that everyone in the company signs a copy of the travel policy, whether they travel or not. They may change positions in the company later and be required to travel. A travel policy need not be long or complex. Some of the best travel policies I have ever seen were only a few pages long.

2. Centralized travel internally and externally

Many companies do not centralize their travel program, and they pay a price in terms of a loss of expense reduction opportunities and internal efficiencies. Many companies that do not centralize travel have a fear of requiring travelers to do something they may not want to do, along with the idea that centralizing travel will require hiring a Travel Manager. Both of these may be legitimate concerns but they do not have to be in most cases. By requiring travelers to book centrally, you are not necessarily causing them to lose flexibility. You can centralize travel while still allowing travelers to book on their own, either with a travel agency of your choice, or online through a provider that you have partnered with and have confidence in. By assigning someone with the responsibility of overseeing travel, you are getting a single point of contact both internally and externally for travel issues. If your company spends less than $1 million in air travel, you probably do not need a full time travel manager. In these cases, travel oversight can be given to the finance department, human resources, or even an executive level assistant. Here is a look at the advantages to be gained by centralizing travel.

When you centralize travel with a single agency, you gain in a number of important ways. You will have a single point of contact for problems while travelers are on the road, and you will have one entity to go to for all your travel needs. This eliminates the problem of consolidating a travel report from among several sources. By bringing travel together, you will gain significantly from economies of scale. If you can measure total travel among various divisions or locations, you can get more for your money from travel suppliers. This will allow you to gain more from airline soft dollar programs, which means more free tickets and upgrades, get a higher percentage discount from our preferred airline, and get better negotiated rates from your hotel and car contracts. Your fulfillment costs will decrease as well, as your travel agency will often discount their fees for a higher overall volume of travel.

3. Mix of online booking and personal service

This is an addendum to the previous element, which calls for centralizing travel with one travel agency. This is important, but in doing so, you need not require travelers to use an online booking system, and you need not require travelers to call the agency directly. By offering travelers the option of doing either, you are accomplishing several goals. You will reduce your fulfillment costs, as online booking is cheaper in terms of a service fee. By giving travelers the option, you are giving them a sense of control, thereby increasing morale and standing a better chance of a high adoption rate. Thirdly, you leave open a best practice of using your online booking engine for less complex itineraries, and allowing senior executives, frequent travelers, and complex itineraries to be booked directly with a travel agent that can offer a higher level of service and a better overall travel experience where it is most warranted.

4. Look under every stone

While the bulk of most travel programs revolve around the air budget, there are several other areas one can investigate to find savings opportunities. There are a couple of more obvious areas to look, such as negotiated hotel rates at your favorite hotels, or car rental discounts with a favored supplier. Often your travel agency will already have discounted rates through consortia affiliations and agency car contracts. There are also some less common areas that should be investigated. For example, if ground transportation is a concern, most suppliers will offer discounted rates and a direct billing option. Direct billing arrangements with hotels and car rental agencies are also a great way to increase efficiencies and make the job of the accounting department easier.

5. Leverage hard dollar and soft dollar contracts

Most major airlines today offer hard dollar discounts as well as soft dollar incentives in exchange for company loyalty to their product. If your travel program is over $1 million in air spend, you can secure a discount off of the lowest fares of your carrier of choice in return for a market share commitment. For your secondary carriers, or if your volume is less than the minimum required by the airline, you can enter in to soft dollar programs for free tickets and free upgrades, as well as traveler status enhancements or airport club passes. These programs require little in the way of volume, but they are not well publicized so you may need to hunt for them or ask Baker Travel or your current agency to point you in the right direction.

6. Do not neglect hotel volume

Hotel volume is sometimes overlooked but it should not be. Negotiated rates can be had through your travel agency or directly with the hotel properties of your choice. Individual hotels near corporate locations will negotiate discounted rates for you in exchange for a minimum room/night commitment. By utilizing a travel agency, you are likely to receive discounts of 5% to 50% on thousands of hotels worldwide.

7. Have at least one car rental contract

Rental car contracts are easy to enter into and require little in the way of commitment from the corporation. Choose a partner that has airport locations and a reputation for excellent customer service. You can save 5-10% very easily and can also negotiate frequent renter membership for all your employees. This will make them more efficient and enhance morale. You can also enter in to direct billing agreements at the same time that can make the jobs of your travelers and accounting staff much less stressful.

8. Understand group and meeting contracts

Airlines and hotels will discount your fares and rates when you have groups traveling together or meeting at a single destination from multiple points of origin. These meeting contracts can bring you airfare discounts of 2-10%, and if you have enough travelers on a single airline, you may be able to negotiate for free tickets to be awarded at contract completion. The minimum requirement is usually 10 travelers going to the same place at the same time. Some airlines have higher minimums so be sure to ask before a contract is generated. Hotels will discount their rates in a similar way with a minimum of 10 room nights. These discounts can range from 10% to a much higher discount depending upon occupancy rate and seasonal variances.

9. Use reporting to consistently improve metrics

Well managed travel programs require constant monitoring and financial controls to be properly leveraged. Insist on timely and customized reports that can be designed to bring you the information you need most. By receiving regular reporting on traveler behavior and provider contract performance, you will be in a better position to fulfill contract obligations, achieve cost reduction objectives and see where opportunities for future savings may lie.

10. Use all avenues to enhance traveler comfort and efficiency

Lastly, any well managed travel program will take in to account the comfort and productivity of their travelers. When travelers are comfortable, they can focus on their main priorities that help propel your business forward. If travelers are happy, they perform at a higher level. Ask if your travel agency can upgrade traveler status on a preferred airline. Look in to purchasing blocks of airport club passes so they can be used strategically during long and complex itineraries. There are many ways to reward travelers for the difficult and often grueling chore of travel. These kinds of rewards generate feelings of loyalty and increased productivity and efficiency.

Florida Health Insurance Rate Hike

Florida Health insurance premiums have touched new heights! Every Floridian has the common knowledge that most annual health insurance contracts will endure a rate increase at the end of the year. This trend is not new and should be expected. Every time this issue pops up it seems as though the blame game starts. Floridians blame Health insurance companies; Health insurance companies blame Hospitals, Doctors and other medical care providers, Medical care providers blame inflation and politicians, well, we really don’t know what they do to help the issue… No one seems to be interested in finding the real cause of the health insurance premium rate increase. Most individuals, self employed, and small business owners have taken Florida Health Insurance Rate Hikes as the inevitable evil.

Hard Facts

What are various reports telling us? Why do Health insurance premium have annual rate increases?

Rate of inflation and heath insurance premium rate increase.

America’s health expenditure in the year 2004 has increased dramatically, it has increased more than three time the inflation rate. In this year the inflation rate was around 2.5% while the national health expenses were around 7.9%. The employer health insurance or group health insurance premium had increased approximately 7.8% in the year 2006, which is almost double the rate of inflation. In short, last year in 2006, the annual premiums of group health plan sponsored by an employer was around $4,250 for a single premium plan, while the average family premium was around $ 11,250 per year. This indicates that in the year 2006 the employer sponsored health insurance premium increased 7.7 percent. Taking the biggest hit were small businesses that had 0-24 employees. There health insurance premiums increased by nearly 10.4%

Employees are also not spared, in the year 2006 the employee also had to pay around $ 3,000 more in their contribution to employer’s sponsored health insurance plan in comparison to the previous year, 2005. Rate hikes have been in existence since the “Florida Health Insurance” plan started. In covering an entire family of four, a person will experience an increase in premium rate at every annual renewal. If they would have kept the record of their health insurance premium payments they will find that they are now paying around $ 1,100 more than they paid in the year 2000 for the same coverage and with the same company. The same item was found by the Health Research Educational Trust and the Kaiser Family Foundation in their survey report of the year 2000. They found out that the premiums of health insurance that is sponsored by the employer increases by around 4 times than the employee’s salary. This report also stated that since 2000 the contribution of employees in group health insurance sponsored by employer was increased by more than 143 percent.

One business man predicts that if nothing is done and the Health insurance premiums keep increasing that in the year 2008, the amount of health premium contribution to employer will surpass their profit. Professionals within and outside the field of Florida health insurance, think that the reason for increase in Florida health insurance premium rates are due to many factors, such as high administration expenditure, inflation, poor or bad management, increase in the cost of medical care, waste etc.

Florida health insurance rate hikes affect whom?

Rising rates of Florida health insurance generally affects most of the Floridians who live in our beautiful state. The highest affected individudals are the minimum wage and low wage workers. Recent drops in the renewal of health insurance are mostly from this low income group. They just can’t afford the high premiums of Florida health insurance. They are in the situation where they can not afford the medical care and they can not afford the medical insurance premiums that are assosiated with adequate coverage. Almost half of all Americans are of the opinion that they are more worried about the high health insurance rate and high cost of health care, over any other bill they have on a monthly basis. A survey also finds that around 42% of Americans can not afford the high cost of health care services. There is one very interesting study conducted by Harvard University researchers. They found out that 68% of people who filed bankruptcy covered themselves and their family by health insurance. Average out-of-pocket deductibles for people filed bankruptcy were around $ 12,000 per year. They also found some co-relation between medical expenditure and bankruptcy. A national survey also reports that main reason for people not to take health insurance is the high premium rate of health insurance.

How to reduce Florida’s high health insurance cost? Nobody knows for sure. There are different opinions and experts are not agreeing with each other. Health professionals believe that if we can raise the number of healthy people by improving the lifestyle and regular exercise, good diets etc. than naturally they will need less medical care services which decreases the demands of health care and hence the cost.( This year in Florida the smoking rate has increased by 21.7 percent) One Floridian sarcastically suggested that there are ‘highs’ and ‘lows’ in health care that are needed to reversed. That the state of Florida is to ‘high’ in cost of medical care compare to other States and ‘low’ in the quality of health care.

Florida Health insurance rate hike has attracted many frauds. These frauds float many bogus insurance companies and offer cheap health insurance rate which attract many people to them. These companies usually through assosiations that are based in other states.

Meanwhile reputable Florida health insurance companies provide different types of health insurance like employer sponsored group health insurance, small business health insurance, individual health insurance etc. to vast number of employees and their families. Still there are many people in Florida that lack any health coverage. Today the employer also has found it challenging to decide how to offer employer sponsored group health insurance to their employees, so that both of them arrive at some point of agreement.