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# What is the Standard Business Per Diem?

Business travelers hitting the road for the first time are tasked with learning a new lingo when it comes to travel. For example, there’s “bleisure,” a term used for extended trips in new cities, and there is “TMC” which refers to the travel management companies responsible for handling the logistics for road warriors.

But few buzzwords impact the traveler’s daily life more than “per diem”. Per diem refers to the daily allowance that a company designates for business travelers to cover their transportation, hotel, meals, and incidental expenses. 

Depending on the employer, the per diem is broken down in a couple different ways. 

Some business travelers might have price limits on the flights and hotels they select, and parameters on how much they can spend on food and transportation outside of those larger purchase decisions. While flights and hotels are paid directly by the employer, business travelers often have to expense the other day-to-day costs. 
 
Other employers go with a fixed per diem, or a set daily allowance that employers pay business travelers regardless of how much they spend. It is then business traveler’s decision as to whether they’ll take themselves out to a steak dinner at the closest bar or pocket some money by picking up fast food.

Per diems are set because designated travel expenses become tax-deductible business expenses. Typical tax-deductible business travel expenses include all transportation including planes, trains, buses, and rental cars as well as short-term trips with taxis or ride-share apps. It also includes luggage costs, meals, lodging and incidentals. 

While per diems change for every organization, there is a per diem rate guide published by the U.S. General Services Administration each year which outlines rates for a number of cities in the United States. 

According to the [2020 GSA](https://www.gsa.gov/about-us/newsroom/news-releases/fy-2020-per-diem-rates-for-federal-travelers-released), the standard per diem rate is $151, with $96 for lodging and $55 for meals and incidental expenses. Of the 26,000 counties included, 322 areas have per diem rates higher than the standard rate. 

For example, the standard per diem rate in San Francisco, an expensive city and popular business market, maxes out at $410, with $334 for lodging and $76 for meals and incidental expenses during September and October. For the five boroughs that make up New York City, the standard per diem rate maxes out at $374 with $298 for lodging and $76 for meals and incidental expenses during September and October. These are typically the busiest months for business travel.

These per diem rates are based on an area’s cost of living. Per diem rates in large cities, such as Chicago, New York, and Los Angeles are higher than less urban areas because goods and services in larger cities are usually more expensive. 

When asking yourself, “What is standard per diem?” it is also important to remember that per diem rates vary based on country. The phrase “per diem” is used in the United States and Australia. But in the UK, business travelers refer to these daily allowances as daily travel spend.

These standard rates generally apply to government employees -- and, realistically, it is difficult for a business to compete if its budget restrictions make business travel too difficult, uncomfortable or stressful for its employers. Business travel is a strategic lever for growth, and can [build morale](https://tripactions.com/blog/how-conferences-boost-employee-morale) and commitment among employees when done correctly. That means, setting an appropriate per diem as well as providing a [quick, smooth booking process](https://tripactions.com/travel-software) as part of a [corporate travel policy](https://tripactions.com/blog/what-is-a-corporate-travel-policy) is critical to making the most of business travel.

Per diems lead to expense reports, which we know are one of the most tedious parts of business travel. TripActions [partnered with Expensify](https://tripactions.com/blog/tripactions-partners-with-expensify) earlier this year to streamline the expensing process. Business travelers who book on TripActions can have their travel bookings and receipts automatically flow into Expensify, where financial reports are then consolidated to give admins clear insight into the true cost of the entire trip.

When reporting expenses as part of a per diem, business travelers need to keep track of the date, place and purpose of the expense. Business travelers also need a receipt to show proof of the expense. 
![](https://res.cloudinary.com/tripactions/image/upload/q_auto/v1570723369/cms/sshot_ublsr5.jpg)
When using Expensify through TripActions, business travelers are clearly directed to input all relevant information including merchant, date, total cost, type of expense, and description. This reduces problems caused by employees submitting insufficient information around expenses. 

This is also just one example of how handing off the mechanics of a corporate travel program to a trusted travel services partner allows business leaders to focus on the bigger picture. It is a smart and easy way to decrease friction to improve the business traveler experience and encourage more growth and better spend management for the business.

Companies that empower their employees to make smart decisions, including how to use their per diem, will see the benefits that business travel can bring to their culture and bottom lines. 

Learn more about [TripActions](https://tripactions.com) helps make business travel better -- including expensing after making the most of the per diem.

What Is the Standard Business Per Diem in 2019?

What Is the Standard Business Per Diem?

A corporate travel policy is the set of rules and parameters set by business leadership to manage employees’ bookings and spend when visiting clients, prospects, colleagues, and conferences. Simple, right?

That might seem obvious to the veteran road warrior, but travelers just starting their careers who are opening their first frequent flyer accounts, or those traveling within the boundaries of a new corporate travel policy, are often left scratching their heads when the term arises. Founders and business leaders experiencing exponential growth also confront this question when they recognize that the ad hoc, unspoken rule that team members book on their own and expense what feels right just does not work anymore. 

Travel can serve as a strategic lever for growth, but unless managed well through a well-crafted policy, it can bring complications and costs to a growing business. A corporate travel policy is an attempt to organize travel so it becomes as effective, cost-efficient, and easy for everyone involved.
<br>
<aside class="blog-inline-cta">
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<br>
#### How to Craft a Corporate Travel Policy

An increasingly urgent need to manage business travel is often a sign of a growing business. The goal of corporate travel policies is to keep employees productive and safe while maximizing the value of each business trip. 

When embraced companywide, corporate travel policies give travel managers visibility into spend and better control over how budgets are spent. They enable finance and procurement leaders to monitor everything about the performance of their travel program so they can identify trends and easily optimize for savings. One element that's important is that with greater spend visibility comes the ability to have better clarity when working with suppliers on preferred corporate rates.

But there’s an important factor to consider--the balance between company needs and employee flexibility. These should not be at odds in your corporate travel policy. In fact, a well-written policy will keep your travelers feeling happy and supported while also helping you manage and control travel costs.

For example, let’s say a finance leader wants to implement a plan that mandates employees always select the cheapest seat. This sounds like a good idea on paper, but it might add stress, reduce efficiency, and ultimately drive employees to book out of policy -- making it impossible for companies to plan for the future. Unreasonable cost saving efforts can impact employees’ morale and affect their commitment to the company. The goal then is to craft a plan that takes care of travelers while giving finance leaders and travel managers visibility and the ability to manage spend.
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<br>
#### What to Include in Your Corporate Travel Policy

A corporate travel policy should include a clear list of guidelines and rules, and account for the many varied types of travel your employees undertake. This can include sales business trips, conferences, office/site visits and more. Making an inventory of the types of trips your employees have taken over the past year is a great place to start if your company has never had a corporate travel policy before. Are there certain departments or groups that travel more often? Are they entertaining clients or in meetings? Identifying these will help you quickly get to the heart of what needs to be included.

Air - What’s an acceptable booking window? What classes are allowed--and do those differ on international or transoceanic flights? Are free upgrades allowed? Do you have a preferred airline?

Hotel - What room class is allowed? Are there location requirements (distance from meeting, etc.)? Does your policy allow for dramatic fluctuations in city prices, or based on events? (For example, rooms in Barcelona during Mobile World Congress or in San Francisco during Dreamforce can be extraordinarily outside of standard price ranges for the city). 

Car - What sizes of car are allowed? What are your insurance requirements? Can rental cars be used for personal activities during a business trip? Will you reimburse for navigation systems?

Meals - What is your daily maximum, and do you allow for cost variations by city? What are your documentation requirements when entertaining clients, colleagues, etc.? Is there a limit on alcohol? What is your guidance on tipping (in countries where that is culturally appropriate)?

Delays - What is the policy around flight cancelations, missed flights, and rebooking?

Support - Who can your business travelers turn to for help in rebooking or finding a last-minute hotel room? Remember, travel is a 24/7 365 business.

Expenses - When do travel expenses need to be reported? How and to whom? Detail the approval process in advance so the traveler has clear expectations before setting off on the trip.

A corporate travel policy can help a company turn business travel into a strategic lever for growth. If you’re looking for more guidance on getting started with managing travel at your organization, download the checklist [What to Look for in Your First Managed Employee Travel Program.](https://tripactions.com/resources/ultimate-unmanaged-to-managed-travel-checklist)
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<br>

What is a Corporate Travel Policy?

We believe being there in person is powerful. It enables employees to build relationships, close deals, and drive growth. But let’s face it, business travel can be rough. From being away from home to the frustration of packing for 2- to 14-day trips, it's no wonder many employees dread work trips. Here are some recommendations from TripActions on what to pack for business trips in the U.S. so, coupled with our booking platform, you can focus on being there, not how you’re going to get there or what to wear once there.  
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<br>
# What to Pack for a Business Trip

There are dozens of factors to consider when deciding what to pack for a business trip in the U.S. 

What’s the weather expected to be? Is there a risk of heat waves or snow storms?

How does a client’s or colleague’s team dress? Are there any special dinners or events planned? What presentations will the business traveler be a part of and what do they need to have prepared? Is there be time to hit the gym or take an evening hike in the park? 

The best method when deciding what to pack for a business trip is taking a calculated approach that accounts for everything you’ll need as a business traveler. Nothing more or less. Flexibility and creativity go a long way when deciding what to pack for a business trip in the U.S. 

For trips that last less than one week, fit everything in a carry-on bag. This cuts out precious time spent waiting in lines to check a bag, worrying about luggage getting lost, and waiting at baggage claim after arrival. For trips that last longer than one week, a larger piece of luggage might be necessary to account for all the variables that a business traveler might confront. 

Business travelers need the fashionable basics that work for 9 AM coffee dates and 9 PM celebratory drinks. They need technology that is charged and ready to go from before the first interaction until after the last. And they need luggage that rolls easily and looks clean. 

Buckle up -- we are going to cover everything needed when considering what to pack for a business trip in the U.S. with TripActions’ step-by-step recommendations.

**The Hardware**

The basics of business travel is the luggage used to get from point A to B. We believe in being prepared so this means carry-on luggage with a personal item that ideally fits on top of the carry-on for super smooth transitions at the airport. 

Away released a new piece of luggage — [the daily carry-on](https://thepointsguy.com/2017/07/away-carry-on-luggage-review/) with compartments — in September 2019. The compact carry-on is designed for minimalists who know how to select their essentials and leave the rest at home. For travelers who want the luxury of a little more space, we recommend carry-on luggage from Away, Rimowa, or CalPak.

Pushing a rolling bag that glides is a luxury worth investing in and business travelers never know when they will have to bring their bags to a client meeting. A person’s luggage is a small detail but worth looking sophisticated, or at least organized.

Besides the luggage, the personal item -- as defined by airlines -- is an overlooked but important piece of hardware where in-flight entertainment and work can live for the entirety of a business trip. 

We have two schools of thought when it comes to checking or not checking a bag. It has everything to do with how long the business trip is. Never check a bag on trips that last less than a week or include multiple stops. It isn’t worth the extra time to check a bag if you will be moving around often, or only staying a few days. Plus, you’re better positioned to hop on an earlier flight with carry on luggage -- in the U.S. checked luggage isn’t allowed to travel on a different flight than the passenger. Our perspective differs on trips that last two or more weeks in a single or two locations. These longer stays deserve some extra outfits without the need to do laundry every few days. A larger suitcase also means the business traveler can pack some fun, although not necessary, items to make a new place feel more like home on an extended stay -- all while having fresh clothing for each day of the trip. 

<br>
<aside class="blog-inline-cta">
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Want to save up to 34% on hotels alone? <br> <strong>With TripActions, business travel is simplified.  </strong>
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<br>

**The Software**

This is the very personable and pliable strategy around what every business traveler needs for a productive and pleasurable trip. We’ll start from the moment one walks out the door.

**For the bag that comes on the plane:**

Every business traveler needs a pair of noise-canceling headphones. Our favorite pair are the [Bowers & Wilkins PX noise-cancelling headphones](https://www.bowerswilkins.com) or the [Bose QuietComfort Wireless Headphones](https://www.bose.com/en_us/products/headphones/over_ear_headphones/quietcomfort-35-wireless-ii.html?gclid=EAIaIQobChMIiJ2LvrLJ2gIVjMJkCh0DRQpXEAAYASABEgJj6fD_BwE&gclsrc=aw.ds#v=qc35_ii_rose_gold). 

We also love reading on the road or having an audiobook fired up and ready to go. It is a great way to make use of passive time, listening, and learning without expending too much valuable brain energy. Our favorite device for consuming books while on the road is the [Kindle](https://www.amazon.com/Amazon-Kindle-Ereader-Family/b/?ie=UTF8&node=6669702011&ref_=topnav_storetab_kstore), which recently came out with three new/updated models whose batteries last for weeks and will survive a spill in-flight. [Audible](https://www.audible.com) is great for audiobooks. 

Business travelers can also prepare for upcoming flights by saving all the interesting articles they come across on [Pocket](https://app.getpocket.com). Update the Pocket app before take off and have dozens of interesting and relevant articles to read during a transoceanic flight. 

Many airlines now offer on-demand entertainment in flight, but typically you must download their app in advance of take off. So be sure to check the entertainment options of the airline(s) you are flying and download any needed app(s) from your home or office so you have WiFi speeds that enable a fast download. 

Sometimes the most obvious items are the ones that are easiest to forget. Business travelers should designate a small bag specifically with chargers for every type of electronic devices they carry. Tech companies have made it easier by making most chargers adaptable to the block with a USB output. Hotels have also gotten onboard by providing USB chargers in most rooms now. 

We also recommend carrying expensive items such as laptops and jewelry, as well as sentimental items not easily replaced, in your personal item or carry-on. If there is one absolutely necessary outfit, pack this in the carry-on so nothing can prevent a stellar appearance. For example, if there is a black-tie gala make sure to keep the gown or suit in a carry-on.

**To always be prepared:**

Breath mints or peppermint essential oil: It always pays to be fresh. 

Hand sanitizer: Keep it clean, especially when transitioning between hand shakes and dim sum. 

A pen and notebook: We believe in being there, which sometimes means closing the laptop and writing down the most important points of meeting. We also believe in inspiration, and jotting down thoughts and streams of consciousness could turn into an insight or idea that changes business in a big way. An app like Evernote is also a worthy alternative.

Business cards: Even if a business trip is not heading to a networking event, remember the cardinal rule -- Always Be Selling. Even if you’re not in sales. There might be a friendly face at the airport, or a friend-of-a-friend at dinner, and business cards are the transaction point at which run-ins become contacts and possibly something more like a closed-won deal that puts you over quota for the quarter. 

Extra charger: The worst possible feeling on a business trip is watching the battery on a phone or laptop inch towards zero without a backup plan. 

Envelopes for expense receipts: Paper receipts are a reality of every business trip. If you’re old school, drop every receipt in the envelope as they’re handed over and write the date, amount, and reason on the front. TripActions CMO [Meagen Eisenberg](https://tripactions.com/blog/meagen-eisenberg-talks-travel-on-nbc-bay-area) fast-tracks her expensing by taking a photo of the receipt as soon as it’s delivered. The photo lasts forever and can be easily loaded into an expense management tool or email. 

For travelers who never want to be caught unprepared or wet, remember to pack a small travel umbrella in a carry-on or the outside pocket of the suitcase, so it is accessible at any moment. 

**For keeping it clean:**

Toiletries are a personal choice, and everyone’s selection is specific to their needs. Among the most common toiletries to pack are shampoo, conditioner, hairspray, facial cleanser, toothpaste, toothbrushes, razors, make-up, and styling creams. But also consider other, smaller items often needed in a pinch, to complement your toiletries, including tweezers, bandaids, pain medicine, allergy relief, and antacids. 

Carry-ons come with restrictions. All liquids and gels must be smaller than three ounces and packed in quart-size plastic bags. Pack these bags in an outside pocket or the top of the suitcase so they’re easy to remove throughout the security checkpoints. For pro business travelers, sign up for U.S. Global Entry which comes with TSA Pre Check. This will allow you to leave liquids and electronics in your bag through most security lines.

**On what to wear:**

Focus on fashion that works for boardrooms and bars after a deal is signed. Think clean lines, block colors, and fashion that transcends time of day. Try a few solid color shirts or blouses, plus a few items that can be easily mixed and matched. Business trip outfits can be organized by selecting 3-4 pieces that always go together.

If faced with a decision, always go for more formal instead of casual. It is better to pack layers for colder temperatures, either AC or a chilly day, than not pack enough. Layers makes sure that something can always be taken off while still being appropriate. 

Although people recommend packing wrinkle-free clothing, we believe that business travelers should pack what they’re more comfortable in and always plan to iron before wearing it. TripActions Head of Social Media [Dania Gelfond](https://www.linkedin.com/in/daniamicala/) never leaves home without a small steamer to refresh her outfits after arrival. 

Here are the basics that we recommend for every trip:

* One light or heavy jacket depending on destination
* Underwear to last each day of the trip, plus one extra
* Two pairs of pants and/or skirts
* Four coordinating tops
* A suit jacket or light sweater to pair with all outfits
* No more than three pairs of shoes, ranging from sneakers to high heels or dress shoes
* Accessories including jewelry, belts, and socks
* Sunglasses
* Pajamas

We love curating that one go-to travel outfit. There are modern brands like [ADAY](http://thisisaday.com) which crafts technical, seasonless, and sustainable outfits that are both professional and comfortable for long-haul travel. We also always pack some basic gym gear: Even a fast 20-minute walk in the morning and some short stretching can completely shift a day. Be sure to check if an offsite is on your trip agenda. 

It is, of course, impossible to prescribe a single appropriate wardrobe for a country as vast as the United States with business districts as distinct as Miami and Palo Alto. But there are a few tips to keep in mind. 

Fashion and sense of style for work gear will be noticed more in major cities such as New York and Los Angeles. These cities also have a greater emphasis on evening culture, where an elevated style might be appreciated for after-work activities. Colleagues in markets that align themselves with a more relaxed outdoor environment, such as Austin, Denver, and Seattle, will appreciate a look that puts function and sensibility first. Sneakers have become a universal symbol of the hustle and are respected in most offices when paired with smart, clean fashion. The best way to assimilate to each market is to get a sense of the weather and culture. 

Finally, this last tip might add a little weight when deciding what to pack for a business trip in the U.S. but is definitely worth it. Pack a small gift for your host -- a gesture that signals respect and thoughtfulness. A host will remember the special touch for longer than most business travelers realize. You take care of the packing -- our modern business travel platform that combines AI-driven personalization with unrivaled inventory and 24x7 human support will handle the rest.

What to Pack for a Business Trip in the U.S.

Business travelers should be empowered to make their own choices. 

One employee might enjoy the down time on [train rides](https://tripactions.com/blog/business-travel-by-train); one might appreciate the hustle of a morning commute in a new city; and another might prefer to take the wheel literally into their hands with a rental car. 

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<br>

Renting a car abroad comes with certain challenges and requires some extra preparation. With TripActions, business travelers book their work trips in an average of six minutes — compared to the industry average of 60 minutes — and can quickly and easily add a rental car to their travel plans alongside their flights, trains, and hotel accommodations.

TripActions makes renting a car simple with pick-up and drop-off available anywhere in the world whether a business traveler needs a Mercedes van for six in San Francisco or a mini Peugeot for two in Amsterdam. While car rentals are usually the last part of a business trip to get booked, TripActions makes it easy to complete the booking in a few clicks and provides global, proactive 24/7/365 live human support throughout the journey no matter where the business travelers starts and ends. 

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From securing international driving permits to finding the correct liability insurance, these 10 tips for renting a car abroad guarantee that business travelers are prepared for every situation in any country while keeping costs low and arriving with the wind in their hair and a smile on their faces.

Here are 10 tips for renting a car abroad:

#### 1. Prepare an International License

Review the rules for licenses and paperwork when driving in a new country. 

The basic rule is to always carry a government-issued driver’s license and passport when driving in a new country. There may also be additional paperwork required. 

For example, business travelers from the United States can use their government-issued license in some English-speaking countries, but they will need an [International Driving Permit](https://travel.state.gov/content/travel/en/international-travel/before-you-go/driving-and-road-safety.html) in other countries. An IDP translates your driver’s license information into 10 different languages and is recognized by more than 150 countries. Note: It must be issued in your home country.

There are only two organizations that are authorized to issue IDPs in the United States — American Automobile Association or the National Auto Club — and it can take 4-6 weeks to process. An IDP costs approximately $25 and is only valid for one year so always check the expiration date before departing on a new business trip. 

Business travelers [arriving in the U.S.](https://www.usa.gov/visitors-driving) from abroad must have a valid driver’s license and some states require an IDP in addition to the license from their country. 

If a business traveler is uncertain of the rules, they should always check with the consulate or embassy of the countries that they’re planning to visit to find out its policies on international drivers.

#### 2. Secure Insurance

Most personal car insurance plans do not cover drivers abroad so it is important that business travelers research and select an insurance plan before they depart. 

The simplest and usually the least expensive way to secure insurance is through a credit card. Business travelers should check whether their preferred travel card or corporate card offers auto insurance for renting a car abroad. Many credit card companies offer some kind of car rental insurance as a card benefit. 

If not, business travelers can purchase insurance through the rental car company. They should ask about the basic insurance coverage and understand what it includes. 

It is also worth looking into zero-deductible collision damage waiver (CDW) coverage, which will provide business travelers with extra coverage and support if there’s an accident or issue on the road. There is also loss and damage waiver (LDW) insurance and theft protection, which are both good additions in countries where crime and theft are more common.

TripActions provides an extra level of support for business travelers who rent a car through our platform. Our global, proactive 24/7/365 [live human support](https://tripactions.com/traveler-support) gets users access to support agents on average in 60 seconds or less no matter where they are in the world. In case of an accident or issue, TripActions users have immediate support which can connect them to the car rental company or the appropriate back-up in the country where they are traveling. 

Insurance laws vary in each country, so be sure to check what’s necessary before arrival. *The New York Times* [recommends](https://www.nytimes.com/2017/11/10/travel/car-rental-abroad-tips.html) carrying a printed copy of the auto insurance policy in writing.

#### 3. Get Ready to Fuel Up

Filling the tank will be a part of all business travelers’ car rental adventures. But fuel prices vary greatly across the world. 

Business travelers can start by checking the average fuel prices in a destination and then crafting a general budget for gas expenses. There are websites like [GlobalPetrolPrices](http://www.globalpetrolprices.com/gasoline_prices/) which provide a quick price check on country fuel prices. In addition to budgeting, it also helpful to have a general idea of prices to avoid outrageously expensive petrol stations.

Rental car agencies often require drivers to return a car with the same amount of gas as when they left. Business travelers should take note of petrol stations near the rental center if they plan to return the car from the same place where they picked it up. 

Business travelers should make sure that they have local currency or the appropriate credit card to pay for the fuel, and always keep all receipts. It’s also good to understand the customs of fueling up at a petrol station as they can vary from country to country, and even region to region within a country. For example, in many states in the U.S. like in Washington state and California, self service refueling is an option, and often less expensive than full service (or having a petrol station attendant fill your tank for you). But in Oregon -- the state in between Washington and California -- it is illegal to pump your own fuel. 

#### 4. Rent the Right Vehicle

What car comes to mind when thinking about the drive from San Francisco to Los Angeles on Route 101? What about the car for driving on the Autobahn from Munich to Berlin? Or the car that comes to mind for navigating the crowded streets of Rio de Janeiro or São Paulo? 

The standard rental car changes from country to country and is probably different from what business travelers are used to driving at home. 

Manual transmissions are more common that automatic transmission in Europe, and cars are usually larger with more room for luggage in the United States. A car with manual transmission is the default option in many countries outside of the United States so business travelers looking to book an automatic transmission will need to book earlier and can expect to pay more. Cars are usually smaller in Europe so business travelers should take into account how many of their colleagues (and their luggage) will be in the car before booking. 

If the business traveler plans to drive between major cities, a different car may be needed than if they’re planning to drive in a crowded city. It seems like a simple decision but the make, model, size, and engine of the rental car chosen are some of the most important factors in a successful business road trip.

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#### 5. Review Rules of the Road

This is one of the most important tips for renting a car abroad.

While there are some obvious rules to review such as which side of the road to drive on, there are also more nuanced and detailed differences to driving in different countries. The goal is to keep everyone safe in the car and on the road. 

Business travelers should review whether they can turn right on red, which lane to use when passing other cars, and who has the right of way in a traffic circle. It is equally as important to review common street signs, speed limits, and seat belt laws. 

Besides safety, understanding local road rules helps avoid surprise fines. 

Be aware that some countries have a minimum and maximum age for renters. Drivers under the age of 25 or over the age of 70 may face surcharges or not be permitted to rent at all.

We recommend never getting behind the wheel after a drink -- even if it’s a glass of wine over a business dinner. Business travelers who occasionally drink alcohol should absolutely review the permitted blood alcohol concentration levels regardless. These laws change in every country. Make sure that one celebratory drink after the deal is signed doesn’t land a colleague behind bars. 

#### 6. Plan Ahead for Directions

So the red SUV is booked, the insurance policy printed, and the local road rules reviewed. What’s next?

It’s important that business travelers plan ahead so they have all the tools necessary to navigate the new terrain. While most people rely on their smartphone’s maps app, this might be difficult to use without an international phone plan and access to 4G coverage. If you do have strong coverage, Waze is a great option that outlines traffic hazards, nearby police, and more. 

If the driver is most comfortable with their smartphone’s maps app then be sure to have more than enough data and a sufficient coverage plan. If not, a good option is renting a GPS from the car rental company. These companies often have the newest and most advanced GPS technology available for a daily rate.The GPS will work in multiple languages and fit the specific car, making navigation and following directions even easier than on a smartphone.

#### 7. Protect Luggage and Valuables

It might seem silly to include ‘protect luggage’ among the top 10 tips for renting a car abroad, but one small mistake could have disastrous effects on a business trip.

The first step to avoiding theft is awareness. Consider the city where the car will be, and its reputation for theft. Drive a car in Cape Town, and every local will recommend to park in a public garage with a trunk cover hiding any luggage. Drive a car in Amsterdam, and locals will say that it is safe to park on the street as long as luggage is covered and out of sight.

A good general rule of thumb is to put all luggage and handbags in the trunk with the retractable trunk cover in position if a hatchback, wagon/estate or SUV. Drivers should always ask that a trunk cover is included at the car rental company. 

A public garage space is usually worth the cost, but business travelers should always be on the lookout for savings. The service [SpotHero ](https://spothero.com)helps drivers find a public parking garage at a seriously discounted price. It is available in dozens of cities across the United States. Not only will drivers save, but they’ll know the exact location to put in their GPS when arriving in a new place.

Most business travelers stay at a hotel, and can inquire about public or valet parking spaces ahead of arrival. Not only will it be easier to have the car where they stay, but they know that everything -- including those important files -- are safe.

#### 8. Book in Advance

Never wait to rent a car after arriving in a new city. With TripActions, business travelers can rent a car alongside their hotel and flight in just six minutes. 

Rental rates are almost always higher at the counter than they are online, even just 24 hours before pickup. We recommend business travelers complete the booking and payment -- as well as these 10 tips for renting a car abroad -- before leaving home. 

In terms of timing, business travelers should also be aware of pick-up and drop-off times. 

Returning a rental car late or early, or at a different location than where the vehicle was picked up, can also result in additional fees. The best way to remedy a change in the schedule is to stay in contact with the car rental company as they often organize their garages around set times and dates. Some rental car companies charge a fee if drivers return a car at a different time than initially agreed on without contacting them beforehand. Many rental agencies begin charging for each 24-hour period from the time of rental, and will bill a full day for cars returned after an extra 24-hour period begins.

#### 9. Stay Alert for Other Extra Costs

Renting a car can become a business travel battleground of potential fees and unexpected costs. 

For example, drivers are responsible for paying tolls. Business travelers should plan ahead by having local currency ready to pay the fees or a credit card which is accepted in the country where they are driving. Drivers can also ask the car rental company whether they offer electronic transponders for digital tolls and pay the total at the end of their trip. 

Traffic and parking tickets become particularly expensive when driving a rental car. Companies will often charge an extra service fee for any ticket fees that happen in their vehicles. 

Some car rental companies will charge business travelers a daily fee for each additional driver whether or not they actually drive. So, it might be a good idea to select one person as the designated driver if traveling with a group of colleagues. 

Equally as valuable, stay alert for savings. Business travelers should always inquire about potential discounts from AAA, credit card programs, and frequent flier memberships. 

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<center><img src="https://res.cloudinary.com/tripactions/image/upload/q_auto/v1568139908/cms/IMG_1756_yu1xaz.png" alt="TripActions Car Rental" style="width:400px;height:866px;"></center>
</body>

#### 10. Bring an Aux Cord 

Most modern vehicles have a USB slot front and center. Business travelers can bring an aux cord and enjoy their curated hype list before the big business meeting -- plus keep their mobile phones charged for getting work done on the go when the driving stops. 

TripActions is here for business travelers every step of the way. From booking to support, we have business travelers’ back when renting a car whether they are middle management executives driving from New York to Philadelphia for the first time or entrepreneurs taking a road trip through Europe to raise an investment round.

Remember these 10 tips for renting a car abroad and enjoy the hustle.

10 Tips for Renting a Car Abroad

When traveling abroad, tipping in other countries can frequently cause moments of confusion or frustration for the first-time or seasoned business traveler alike. 

The expectations and standards for tipping in other countries can vary widely, depending on where the business traveler is and what they are doing. It is a moment that business travelers know how to handle with grace in their home country, but they can be caught off-guard when tipping in other countries.
<br>
<aside class="blog-inline-cta">
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"The HR Team's Guide to Measuring Business Traveler Happiness"
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<br>
Tipping practices when a business traveler is on a [bleisure trip in Melbourne](https://tripactions.com/blog/how-to-plan-your-bleisure-trip-in-melbourne-australia), Australia, will be radically different from city-to-city client [meetings across Europe](https://tripactions.com/blog/business-travel-by-train). Business travelers in the United States usually tip 15 percent - 20 percent on everything from team dinners to coffee with colleagues while business travelers across Asia usually leave a small tip, if any at all.

So what to do in those moments after the business traveler has arrived, sealed the deal over an expensive client dinner, and the check arrives? Part of succeeding in business is adapting to the cultural norms in a client’s hometown. 

#### How Much Should You Tip During Business Travel?

A 10 percent tip might be appropriate during a business dinner in one city, but leaving such a large tip after a round of drinks would seem extravagant in another. Rounding up a cab fare by a half euro is sufficient in one city while drivers in New York  and San Francisco expect at least 15 percent of the fare. Hotels are a little simpler, as leaving a euro or dollar for the porter is an appreciated although not mandatory act.

It is worth noting that tipping in some countries where it is not expected or gratuity is included is often still appreciated. In others, tipping when it’s not expected or not tipping when it is expected is considered an insult -- so be sure to do some research before you go, or ask a friend or colleague who is from there. 

There is a historical and business aspect to tipping as well. For example, waiters in the U.S. are paid a lower hourly wage because tipping is expected. However, a restaurant job in other countries often comes with a relatively higher wage because tipping is not expected.

All these uncertainties are even more daunting in a business environment where travelers want to present themselves as professional, as well as polite and aware of local customs -- and where their actions may be scrutinized by the clients they are entertaining.

Here are 5 Dos and Don’ts for how to tip in other countries:

##### 1. Research ahead of time.

Business travelers often research how to say ‘hello’ or ‘thank you’ in a foreign language or the custom greeting whether it’s shaking hands or a kiss on each cheek. They should also look review tipping expectations. 

[Who to Tip](http://www.whototip.net) is a simple website that covers tipping practices for hotels, restaurants, bar staff, taxi drivers, tour guides, and even massages and hairdressers in 80 countries. 

There are often different expectations in a restaurant vs. hotel vs. cab. Setting expectations that you should leave 10 percent after that big client dinner, but only a euro for a porter helping with luggage will reduce some of the anxiety around these challenging moments. 

##### 2. Understand regional norms.

Tipping practices can change based on country or region, but there are some general rules that can be remembered if a business traveler is caught somewhere new with no 4G coverage to Google the tipping customs in the restroom. 

Tipping is not expected in major business markets across APAC including China, Japan, South Korea, Australia, and Hong Kong. It is usually a safe bet to tip approximately 10 percent at restaurants in Western Europe and round up the cab fare to the nearest euro. The general rule for tipping in the U.S. is 15 to 20 percent on all transactions.

Travel magazine [AFAR recommends](https://www.afar.com/magazine/the-ultimate-guide-to-tipping-in-europe) following the 10 percent rule when caught in an uncomfortable situation in Europe: “In most places across Europe, a 10 percent tip is considered fair or even generous and won’t offend.”

##### 3. Seize the opportunity to connect.

People are happy to share parts of their culture with foreigners. When taking a cab ride together or meeting for coffee, don’t be embarrassed to ask their customs, including tipping. It can be an opportunity to bond and learn more about one another. 

##### 4. Be aware of credit card charges.

Credit card use changes from country to country. People still swipe credit cards in the United States, but use a credit card with a chip in Europe. Some countries are better equipped to accept digital payments.

Take a moment to review what kind of payment cards are needed on the next business trip. For example, American Express is not usually accepted in Europe. Business travelers are able to add a digital card in the iPhone Wallet to make payments easier no matter where business trips take an employee.

That said, always try to tip in cash. Save some smaller bills or coins in the local currency so the tip goes directly to a waiter instead of causing additional challenges with a credit card.

##### 5. Don’t be ignorant.

Never proclaim that customs in your home country should be replicated around the world.  It is respectful to try and understand how things work in a new place, and shift expectations to meet those of a colleague’s or customer’s home.

Tipping in other countries doesn’t have to be hard. It can be an opportunity to learn more about the culture, technology, and history of a new place. And as a guest in a country, your understanding of common cultural practices will help engender connections with whomever you’re meeting face-to-face.

TripActions will happily handle the flights, hotel bookings, trains, and cars wherever in the world business takes you. But you’ll need to manage the tips.

A Guide to Tipping in Other Countries

Whether you’re a [business traveller](https://tripactions.com/travelers) catching up with clients in Sydney’s CBD, taking some time off to visit Sydney’s beautiful beaches, or just passing through New South Wales on the way to your next meeting, you’ll likely be spending some time in Sydney Airport. If you’re travelling for business or for bleisure, we’ve curated the best tips from our road warriors and support agents in Sydney to make sure your time at the airport *flies* by.

#### Getting to/from the airport:
* Unlike most cities, it’s usually cheaper to take a taxi or rideshare service than the train if there are 2 or more people. This is due to the high access fee for the Domestic and International train stations, so it’s usually around the same cost or less to split a car. 
* If you’re arriving back into Sydney, order your rideshare before you exit the airport - it’s a bit of a walk from the terminal to the pickup spot and your driver will likely take 10-15 minutes to arrive during high traffic times.

#### Checking in:
* Rumour has it you can request an express pass upon check in at your airline counter if you ask the agent nicely!

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#### In the airport:
* If you’re travelling internationally and purchased more than $300 AUD of goods in Australia, you can [get the money you paid on taxes back](https://www.sydneyairport.com.au/info-sheet/tourist-refund-scheme-article#). To skip the (sometimes very long) line at the International Terminal, upload your receipts on the app (search Tourist Refund Scheme in the app store).¹
* If you’re flying Star Alliance airlines, you’ll get to choose to go to either the “New Zealand” Lounge (known for their cocktails) or the “Singapore” Lounge (known for their food) -- Choose your own adventure wisely!
* Best restaurant options include Kitchen by Mike, Wolfgang Puck, Chicken Confidential and Coast Cafe and Bar in T1 International OR Chur Burger, YO! Sushi and Lorna Jane Nourish Café in T2 Domestic.
* Free showers are available in Terminal 1 on the departure level; however, you do need to bring your own soap and towel. Before you go through security, you will find showers at the general check-in area near check-in counters A and K. After you go through security, showers are located near Gate 31 and Gate 51.

#### Taking off:
* Airlines typically reserve bulkhead seats for families. However, if there aren’t families with unassigned seats traveling, you could potentially score an upgrade for free. Ask at the gate shortly before you’re scheduled to board if there are any bulkhead seats available.

#### Customs:
* If you’re arriving back into Sydney from an international location, don’t stop at the first set of e-Passport self service machines — keep going straight to the second set, as they always have much shorter lines.

From Sydney’s international airport to [London’s St Pancras Station](https://tripactions.com/blog/10-things-to-do-at-st-pancras), as TripActions’ presence becomes [more and more global](https://tripactions.com/blog/becoming-a-global-company), expect to see even more travel hub advice spanning destinations worldwide.

¹ *Note: You can’t bring the goods back to Australia after claiming taxes back; you also must wear or carry the goods as hand luggage with you unless the goods are oversized or powders, liquids, aerosols or gels.*
<br>
<aside class="blog-inline-cta">
<h6>
Want a seamless business travel experience?<br> <strong>With TripActions, the future of travel has arrived.  </strong>
</h6>
<a href="https://tripactions.com/request-a-demo?reference=blog" target="_blank" class="ta-button hover-white">
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</aside>
<br>

10 Insider Tips & Tricks for Travelling Through Sydney Airport

Meet Louise Tomlinson, a single-booker who’s conquering her company’s travel woes with ease.

Louise is part of [Reinventure](https://reinventure.com.au/), a founder-first corporate venture capital firm in Sydney. Reinventure champions founders who have the vision, ambition, and hustle to transform an industry across Asia-Pacific and beyond, propelling them forward with the support of a top 20 global bank. That’s where Louise comes in.

As Executive Assistant to the Managing Partners at the firm, she manages the travel that the team undertakes to make in-person connections happen. Reinventure’s focus has historically been within fintech; however, they are now growing and starting to explore opportunities in other industries such as retail, artificial intelligence, and more. “As our number of ventures accelerates and we expand overseas, it became important to me that we implemented a travel solution which worked for both travellers and for me,” Louise said.

With international travel for the team growing year-over-year, last-minute travel plans and complicated itineraries are the norm at Reinventure. On top of that, updates to their itineraries often require flight and hotel reservation changes. “When I joined the team, we also had no visibility into how much we were spending on travel and we had never even considered building reporting to optimise that spend,” Louise added.

After researching multiple options, Louise was immediately drawn to TripActions. “TripActions aligns with Reinventure on both a culture and product level — with high growth and innovative ideas, it’s just like the companies we invest in,” said Louise.

From the fast response of the TripActions sales team to the quick-and-easy demo, Louise was instantly sold. While juggling executive needs and her day-to-day responsibilities, she was thrilled with how smooth and speedy the onboarding process was. “I started booking on the platform the day we signed the contract,” Louise said.

Reinventure’s travellers love that TripActions keeps everything all in one place and guides them through their journeys, alerting them of check-in, boarding, and any delays. And Louise is a champion user of TripActions, taking advantage of all the platform's features to give her travellers the best experience possible. 

“TripActions is efficient, it saves time and we’re monitoring the company’s travel spend for the first time ever.  I have already seen a huge benefit in cost savings, and due to the complex nature of our travel I've managed to free up a lot of my time to work on other projects thanks to TripActions,” said Louise. 

Her favorite part? [The TripActions’ support team. ](https://tripactions.com/traveler-support)

“I’m super happy with the service and the support team are always so quick and so friendly. Making changes to our team’s complex travel itineraries is so easy. I no longer wait on the line with the airline for an hour — I just online chat to the TripActions support team and it’s fixed! I tell all my contacts at the companies we invest in to use TripActions if they want the best experience in business travel.”


Reinventure Drives Growth through Travel with TripActions

Reinventure Drives Growth through Travel with Navan

Most European road warriors have spent a bit of time at St Pancras; for many, it’s part of the regular commute to and from Paris. However, for those who have just rushed through it on the way to catch a train, they may not have checked out everything that St Pancras has to offer.

Here are our recommendations for how to pass the time if you find yourself in London’s St Pancras:

### Architecture
Step outside and take a walk around the building for the best view. St Pancras Station is more than 150 years old and is a wonder of Victorian-era engineering. It is a masterpiece of Victorian gothic architecture and one of the most elegant stations in the world. Be sure to take a walk through the adjoining St Pancras Renaissance London Hotel. You can grab a bite of lunch at Mi + Me, afternoon tea at The Hansom Lounge, a cocktail at Booking Office or the botanical haven Roof Garden at St Pancras, or dinner at The Gilbert Scott while awaiting your train.

### War Memorial 
In 2018, a war memorial was installed to mark the 150th anniversary of St Pancras and the centenary of the end of WWI. The memorial sits on the grand terrace and was created by artist Fabien Peake. 

### The Meeting Place
Known locally as “The Lovers” statue, the 9m bronze statue is hard to miss.  It’s by renowned sculptor Paul Day and is the first thing you see as you step off the Eurostar.

### The Sir Elton John Piano
In February 2016, Elton John performed an impromptu set at St Pancras. As a gift, he left the piano behind for visitors to enjoy.  

### The Champagne Bar
The famous St Pancras Champagne Bar by Searcy’s is the longest in the world at 98 metres. Enjoy a cheeky glass of bubbles and some nibbles before jumping on the Eurostar.

### Shop
St Pancras has some of the best British shops all along the concourse. Whether you are looking for toys for the kids, gifts for your partner, or just to treat yourself, there are plenty of options, including Marks & Spencer, John Lewis, Ted Baker, Links London, Joules, Dune, Chanel, Hacthards, Godiva Chocolates, Paperchase, and many more.

### Load up on train snacks!
St Pancras is home to some amazing options for food on the go. A great feature of train travel is that you can grab a coffee, lunch, or other snacks and take them onboard the train (and for those of you hoping on the Eurostar, your coffee can even go through security!).

### Fine Dining
The concourse is home to many great dining options, such as Georges Bar by Marcus Wareing, The Betjeman Arms, and Mi +Me. If you have time between your connecting trains, these options are definitely worth checking out.

### Platform 9 ¾ 
Harry Potter fans can take a quick walk through to Kings Cross to check out Platform 9 ¾. It can get pretty busy at the weekend, so it’s worth getting tickets in advance if you are on a schedule.

### Play the Jukebox
Near the Southeastern platform there is a free-to-use Jukebox. It’s got more than 57,000 songs to choose from, so you can entertain fellow travelers by playing all your favourites.

From London to [Chicago](https://tripactions.com/blog/ohare-airport-infographic), as TripActions’ [presence becomes more and more global](https://tripactions.com/blog/becoming-a-global-company), you can expect to see even more travel hub advice spanning destinations world-wide.

10 Things to Do at London's St Pancras

Travel is one of the largest cost centers for companies, often creating headaches for finance and frustration for business travelers. Organizations are constantly trying to find new, innovative ways to cut costs, and travel is typically at the forefront of these conversations. Yet most common ways to solve the challenges of travel cause even more headaches than they fix. [Unmanaged corporate travel policies](https://tripactions.com/webinar/the-ultimate-unmanaged-to-managed-travel-checklist) lead to unchecked, runaway spending, while overly-restrictive programs push employees to “go rogue,” usually booking out of platform and policy.

The root cause of this challenge? Employees don’t think of company money as their own.

Consider this: when you book a personal trip, whether to see family, visit friends, or take a relaxing tropical vacation, you tend to think about price at least as much as convenience — if not more. If there’s a four-star hotel that costs $300/night and another five-star hotel that costs $440, it’s likely you’ll go for the four-star. Admit it: you *would* rather get the plush add-ons and special treatment you get from a five-star accommodation, but it makes more sense for your personal finances to save that money.

But when it comes to business travel, you might go ahead and book the five-star room since it falls right under your company’s maximum allowance of $450. In this context, convenience and experience are valued more than price. When given the opportunity, employees may spend up to the maximum allowance, especially if that’s the guardrail they’re given.

So how can companies better manage their travel programs to encourage travelers to spend company money in a way that’s good for them and good for the business? It’s more than just about saving money — it’s about delivering a comprehensive, traveler-friendly experience that keeps employees engaged from the minute they book to the minute their return flight touches down after a successful trip.

Here are seven ways TripActions makes this a reality at organizations all over the world:

1. **Real-time market pricing.** Rather than a set-it-and-forget-it travel policy based on an average rate for hotel rooms, use a platform with real-time dynamic policy and pricing. Doing so ensures your employees are presented with room rates and inventory based on the market rates for that location and time period, factoring in demand, seasonal factors, and more. 
2. **Incentivize employees.** Give employees a price-to-beat based on that real-time dynamic policy and pricing, and then give them a share of the savings. For example, if the employee saves $100 per night, credit their rewards account with $30 towards upgrades, personal travel, or gift cards while saving the company $70.
3. **Give travelers choice.** With unrivaled [global inventory](https://tripactions.com/inventory) pulling from global distribution systems (GDSs), consumer sites, directly from hotels, and directly from airlines through NDC, TripActions provides travelers with extensive options to choose and the peace of mind that they are seeing the best available inventory for them at the best available prices for their companies.  
4. **Make user experience matter.** Travelers do not shed their consumer preferences just because they’re traveling for work. The TripActions platform was built with the traveler in mind, with a best-in-class mobile experience that delights users. Powerful personalization, flight change, and access to a travel agent in less than 60 seconds, all in the TripActions mobile app. 
5. **Provide amazing support.** TripActions provides 24/7 365 travel agents to our business travelers at no additional cost. Travelers and their travel managers can rest assured they can reach out to a travel agent — over chat, email, and phone — should last-minute plans or unexpected events derail travel plans. And being able to chat over wifi while in flight to get changes made not only creates an amazing experience, but also incredible peace of mind. 
6. **Centralize your travel management.** Travel managers enjoy at-a-glance reporting on company travel savings, employee spending, and travel trends — all within the centralized TripActions admin dashboard. We provide real-time analytics on which employees are saving the most and what locations your travelers frequent the most to help negotiate better rates.
7. **Gain visibility.** A traveler-friendly platform with high (90%+ on average!) [user adoption](https://tripactions.com/blog/over-90-percent-user-adoption-with-tripactions) means travel and finance managers have immediate visibility into what travelers are booking and how much they’re spending. Gone are the days of surprise expense reports at month’s end. Instead, managers know exactly where their travelers are going and can adjust budgets, planning, and allocations as needed. 

TripActions enables companies to better-manage their business travel budgets, reducing T&E while keeping employees happy — now that’s something the whole company will be excited about.

To learn how TripActions can help you balance cost savings with employee satisfaction, check out the IDC MarketScape where IDC named TripActions a [leader for Corporate Travel Booking Applications.](https://tripactions.com/ebook/tripactions-idc-marketscape-report)

7 Ways TripActions Solves Business Travel Management

7 Ways Navan Solves Business Travel Management