Tips, Insights & Tactics
Seven Smart Tips for Travel Cost-Savings
US travel costs are expected to rise nearly 4% in 2016, with global business travel estimated to
expand 5.8% by 2019.* And while that is a good indication of a more robust economy, it can spell
added costs for businesses and individuals with limited travel budgets. But help is at hand for the
frugal globe-trotter. Technology combined with a variety of creative lodging and transportation
alternatives have made hitting the road a lot more feasible — and fun — for both personal and
business purposes.
Make the most of your travel dollars
The world may be closer than ever with communication tools but the
costs and challenges of getting oneself from Boston to L.A. or Toronto
to London remain. And yet having to be somewhere doesn’t have to
put you at the mercy of the airlines, fluctuating exchange rates or peak
season lodging costs. Our seven tips explore both new and tried and true
travel secrets designed to save you money and time.
1. Be your own travel agent
If you’re looking to make personal travel plans chances are you’ll go
online and use any one of what seem like hundreds of travel sites.
Before you give your loyalty to one, shop around and check for points or
benefits that reward your frequency of use. And while the days of travel
agents may have passed it may be worth contacting them to see if there
are current specials. Some auto clubs also offer travel services that are
covered in your membership costs. These same tips apply for business
travel if your company doesn’t have a travel department or agent.
2. Book ahead and stay on alert
3. Have pillow will travel
According to a study by CheapAir, exactly 54 days in advance is the ideal
timeframe to buy your domestic airline tickets. International tickets
require a greater window of at least 90 days out and ideally up to as
much as a year. Of course, a majority of business travel needs appear
with far less notice ruling out the year-plus advance purchase option.
This is when it’s wise to sign up for alerts from travel consolidators or
airlines. You can also track fares on Yapta or AirfareWatchdog to get
instant notices on the fares you’re seeking. There are such things as
last minute deals but your chances of big savings are small and may
end up costing you in the long run. Lastly, make sure you understand
your airline’s change policies and fees, and the difference between
refundable and non-refundable tickets.
Hotel costs are predicted to rise between 4 and 6% by an increase in
demand and decrease in supply.* Deals may still be found, particularly
if you belong to a rewards or mileage program that pays back in
reduced hotel charges. But for average travelers they may not amount
to much savings in the short term. Today there are a number of creative
alternatives to chain hotels or bargain motels. Though the most
popular rental site is Airbnb, similar sites include Wimdu, Roomorama,
GowithOh and VRBO. For longer stays there’s BidGo, a new eBay-like
site that allows you to bid on vacation rentals.
If your company does do a great deal of travel, consider working with
a corporate travel agency to negotiate volume discounts and save
valuable employee time. Establishing a preferred vendor relationship
with a major hotel and car rental company will usually mean reduced
rates due to your loyalty.
Tips, Insights & Tactics
Seven Smart Tips for Travel Cost-Savings
4. Share a ride and avoid the rental fees
7. Work smarter on the road
Auto transportation has similarly benefited from the entrepreneurial and
sharing culture with numerous ride share companies available. Use the
app options for companies such as Uber, Lyft and Sidecar and within
minutes your ride will appear with your cost shared with fellow passengers.
Ride sharing makes sense with city travel and can save high rental costs,
gas, parking fees and the headaches associated with city traffic.
Finally, if work on the road you must, be smart about expenses. Two huge
travel costs are international calling and data connections. Make sure your
hotel offers complimentary WiFi and look for the best rates on prepaid
calling cards. iPlum provides a domestic US phone number to both make
and receive calls anywhere in the world for mere cents a minute.
5. Spend wisely
Mini bars and first-class upgrades are a nice perk but should be used
sparingly. Sharing your travel expense policy with your employees from
the get go lets them know when a splurge is appropriate and when it’s not.
And try to involve your employees when creating policy by asking them for
their suggestions; after all, they are the ones who spend a lot of time on
the road and can identify savings ideas. Packing light to avoid baggage
fees and taking public transit or being dropped off at the airport to avoid
long-term parking fees are just a few.
If you are traveling on behalf of your small business or for vacation, keep
an ongoing tab of your expenses and plan in advance for what you can
afford to spend.
6. Lighten the load
Aside from packing light to save on fees, you can also plan to eat lighter
to reduce costs (and the seemingly inevitable 5 pounds that accompanies
travel.) Check out hotels that offer small kitchens and plan to make a
meal or two if possible, or pick up salads and sandwiches and use the mini
fridge. If cutting back on expensive food is not an option you relish, try to
book hotels that include breakfast and go online in advance to check out
affordable restaurants. Avoid costly room service and airport fare if possible.
Want More Tips?
Check out Tips and Free Tools for
Productivity on our Small Business
Tips page, along with:
• Seven Ways to Keep Business
Running While on Vacation
• Out of the Office Checklist
Want More Downloads?
Enjoy our Small Business Templates
page for downloads of the following
helpful items:
• Action Item/To Do Lists
• Download Trip Planner Expense Report
• Brochure and Newsletter Templates
* Global Business Travel Association
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Your smartphone is your best friend while traveling for work; not only
will it help with last minute travel issues, navigation and the quickest
cup of coffee, you can print and scan important office documents.
With Apple® AirPrint™ you can take care of business directly from your
Apple iPhone® or iPad® with no drivers to install and no cables to connect.
Finally, the most important pre-trip planning you can do is to ask yourself
if you really need to travel at all? Today’s cloud webcams and other
solutions for virtual meetings can be the ultimate time and cost-saver.
Xerox® ConnectKey® mobile apps can also help move work along
regardless of your location.
Let Us Help You
At Xerox, we’re always on the lookout for ways to help you work
better and with greater ease. Our time-saving technology and
services can help you keep a handle on costs and focus on what
matters to you most.
Programs that Help You Limit Costs
• Trade-in your old printer for a new one and get a rebate of
up to 10% or $ 610 on a new Xerox® printer.
• Earn merchandise credits for the Genuine Xerox® Rewards
program every time you reorder Genuine Xerox® Supplies for
your Xerox® device.
Visit us on the web or ask your local Xerox provider
about our comprehensive line of printers and
multifunction printers available to help you keep
your workflow flowing. xerox.com/office
www.
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