We have already talked about the specifics of organizing business trips by train, and now it’s the turn of flights. Let’s analyze the nuances of ordering air tickets for a business trip, compare the solutions available on the market for legal entities and share life hacks for a comfortable and profitable trip.
Contents
- How to book tickets
- How to return or exchange tickets
- How to arrange a flight
- Tips
How to book tickets
Directly on the carrier’s website
Some airlines provide corporate discounts, but in this case you need to link to one or a couple of suppliers. It also takes time to select suitable flights on the websites of different airlines, especially if connections are required.
In aggregators
The usual b2c services attract an abundance of profitable offers. However, on such sites you can only pay for tickets with a personal card. Then the company will not receive the closing documents directly, and the employee will have to collect receipts for tickets and attach them to the advance report. Another downside: aggregators can’t always provide quick support if something goes wrong.
The usual b2c services attract an abundance of profitable offers. Photo: Miljan Zivkovic/Shutterstock.com
Via travel agency
An option that is often chosen by large organizations. There is no need to waste time searching for and arranging tickets — an employee of the company sends an application letter to the travel agency and receives ready-made offers. This includes tickets, hotels and other on-demand travel services. However, you will have to pay a commission for the agency’s services.
- Working with a business travel agency: service fees vs subscription fee
Through a specialized booking service
There are specialized booking services for legal entities on the market. They combine the convenience of the b2c approach (you can buy all travel services online) with important characteristics for the corporate industry.
One of these services is Ostrovok.ru Business trips. It allows you to pay for air tickets and other travel services by account, as well as with a personal or corporate card. When booking, you can enter information about airline loyalty cards in order to earn and save miles for flights.
Registration and work in the service are completely free, while 24/7 support is available: you can ask a question about booking at any time.
4 reasons to book flights to Ostrovok.ru Business trips
- Dozens of filters: you can set criteria for the number of transfers, fares, travel time and more.
- Online travel policies: Budget and tariff limits can be specified for each employee and department.
- Instant access to closing documents: after a business trip, invoices and certificates for all services will be available for download in your personal account.
- Cost reports in Excel format: it is easy to upload a summary of expenses for the required period in your personal account. Flights can be found in a separate tab of the report.
An informative card with flight options helps you quickly understand the fare conditions and choose the best deals.
How to return or exchange tickets
Each airline has its own rules for exchange and refund, besides, a lot depends on the fare: there are non-refundable tickets or with a fine for refusing the service.
On Ostrovok.ru Business trips such conditions are added to the fare description on the booking page, and after purchase they can be checked in your personal account. There are two options on the platform to get money for tickets back to your account or card:
- Request for refund;
- automatic refund without requests for support.
How to arrange a flight
After the trip, you need to provide the accounting department with itinerary receipts, boarding passes, as well as receipts for the purchase of air tickets. For example, in your personal account Ostrovok.ru Business trips the act of acceptance and transfer of strict reporting forms and the UPD for the service fee are located in the “Closing documents” section in the “Exchange” tab.
Additionally, you will need to fill out an advance report and submit it within three working days after the end of the trip. In the service Ostrovok.ru Business trips this document can be filled out electronically, downloaded and sent to yourself — or an accountant — by email.
- How to issue an advance report after a business trip
After the trip, you need to provide the accounting department with itinerary receipts, boarding passes, as well as receipts for the purchase of air tickets. Photo: Aleks2410/Shutterstock.com
Tips
If the goal is to save money, adopt the following tips.
- Shift the departure and arrival dates. For example, tickets may cost more on Sunday or Monday, and if it is possible to move the start of the trip to Tuesday, then the probability of saving increases.
- Compare prices by departure time. It is usually more expensive to fly in the morning. If you do this in the afternoon, you will most likely win on the ticket price. The cheapest flights fall at night.
- Take tickets both ways at once from one carrier. This is almost always more profitable than booking individual segments.
- Choose a baggage-free fare. Some airlines allow hand luggage weighing 10-15 kg to be taken into the cabin: this is enough for a short business trip. In the checklist you will find the requirements for the dimensions and weight of such suitcases and bags from the main Russian carriers.
The life hacks below are designed to make the flight more comfortable and calmer.
- Book superior seats. These are chairs with a large legroom. They are more expensive than standard ones, but they are definitely more convenient and spacious.
- Bring a travel kit with you. For example, an inflatable neck pillow and a sleep mask. Ask for a blanket from the flight attendants to rest comfortably.
- Think about your in-flight meals. Some airlines offer a meal selection service for long flights. If there is no alternative or a short flight without food is expected, take snacks for a snack on the road.
Bring a travel kit with you, for example, an inflatable neck pillow and a sleep mask. Photo: Marharyta Gangalo/Shutterstock.com
Specialized services for legal entities allow you to book flights as easily as on the usual aggregators. Ostrovok.ru Business trips are an example of this — sign up to start planning business trips without unnecessary stress.
Cover photo: Andrew Angelov/Shutterstock.com
