What do NDC, GDS, TMC and other business travel terms actually mean?

Our business travel glossary explains the terminology, abbreviations and industry jargon used in corporate travel management.

From airline fares and hotel bookings to travel policies, duty of care and sustainability, find clear, straightforward definitions to help you understand the world of business travel.

A

Advance Purchase

What does advance purchase mean when booking business travel?

Can booking flights in advance save money?

Advance purchase refers to booking and paying for flights, hotels or other travel services a specified number of days before departure or arrival, often to secure lower prices. In business travel, advance purchase fares can reduce costs but may involve restrictions on changes, cancellations or refunds.

Aggregator / Travel Aggregator

What is a travel aggregator?

How do travel aggregators compare flight and hotel prices?

A travel aggregator is an online platform that collects and compares travel options, such as flights, hotels and car hire, from multiple suppliers or booking websites. Travel aggregators help business travellers compare prices and availability, although they may not provide the policy controls, reporting or traveller support offered by a travel management company.

Airline Ancillaries

What are airline ancillary services?

Are airline ancillaries included in business travel fares?

Airline ancillaries are additional products and services offered by airlines beyond the basic flight, including checked baggage, seat selection, priority boarding and onboard refreshments. Some ancillary services are included in particular fare types, while others incur additional charges that can increase the overall cost of business travel.

Airline Corporate Loyalty Scheme

What is an airline corporate loyalty scheme?

How can businesses benefit from airline loyalty programmes?

An airline corporate loyalty scheme rewards companies for eligible business travel booked by their employees, often providing points, travel credits or other benefits. Unlike individual frequent flyer programmes, corporate loyalty schemes are designed to deliver rewards and savings directly to the business.

Airline Fare

What is an airline fare?

What is included in the price of a business flight?

An airline fare is the price charged by an airline for transporting a passenger between specified destinations, subject to particular booking conditions and restrictions. The total ticket price may also include taxes, airport charges, carrier-imposed surcharges and optional extras, depending on the airline and fare type.

Airline Ticket Reissue

What does it mean to reissue an airline ticket?

When does a business traveller need a flight ticket reissued?

An airline ticket reissue occurs when an existing flight ticket is replaced or updated following a change to the original booking, such as a different travel date, route or fare. Reissuing a ticket may involve additional fare payments, change fees or refunds, depending on the airline's conditions and the original ticket rules.

Amadeus

What is Amadeus in the travel industry?

How do travel management companies use Amadeus?

Amadeus is a global travel technology company providing reservation, distribution and booking systems used by airlines, hotels, travel agencies and travel management companies. Its Global Distribution System (GDS) enables travel professionals to search, compare and book travel services through a centralised platform.

API – Application Programming Interface

What is an API?

How do APIs connect corporate travel booking systems?

An Application Programming Interface (API) is a technology that enables different software systems to communicate and exchange information automatically. In business travel, APIs connect booking platforms, travel management systems, expense software and other applications to share information, streamline processes and reduce manual administration.

ATOL

What is ATOL protection when booking travel?

Does ATOL cover business travel bookings?

ATOL (Air Travel Organisers' Licensing) is a UK financial protection scheme administered by the Civil Aviation Authority (CAA), protecting eligible flight-inclusive bookings if the travel organiser ceases trading. ATOL protection does not automatically apply to business travel, particularly bookings made under a general business travel agreement, which may be exempt from the scheme.

Average Daily Rate (ADR)

What does ADR mean in hotel bookings?

How is Average Daily Rate calculated for business travel accommodation?

Average Daily Rate (ADR) is a hotel industry metric that measures the average room revenue earned per room sold over a specified period, calculated by dividing total room revenue by the number of rooms sold. In corporate travel, ADR helps businesses analyse accommodation expenditure, compare hotel rates and assess the effectiveness of negotiated hotel pricing.

B

BAR – Best Available Rate

What does Best Available Rate (BAR) mean in hotel bookings?

Is the Best Available Rate always the cheapest hotel rate?

Best Available Rate (BAR) is a hotel's publicly available room rate for a particular date and room type, typically excluding negotiated corporate rates, promotional discounts and restricted offers. In business travel, BAR provides a useful benchmark for comparing hotel prices, although negotiated corporate rates may offer better value or more flexible booking conditions.

Bill Back

What does bill back mean in business travel?

How does hotel bill back work for corporate travellers?

Bill back is a payment arrangement in which travel costs, such as hotel accommodation, are charged directly to a company or its travel management provider rather than paid by the traveller. It simplifies business travel expenses by enabling centralised invoicing, reducing the need for employees to pay upfront and reclaim costs.

Bleisure

What is bleisure travel?

Can business travellers combine work trips with leisure holidays?

Bleisure travel combines business travel with leisure activities, allowing employees to extend work-related trips for personal holidays or sightseeing. Companies may permit bleisure travel under their corporate travel policy, provided personal expenses, insurance arrangements and any additional travel costs are clearly distinguished from business expenditure.

BSP – Billing and Settlement Plan

What is BSP in the airline industry?

How does IATA's Billing and Settlement Plan work?

The Billing and Settlement Plan (BSP) is a system operated by the International Air Transport Association (IATA) that simplifies the reporting and settlement of airline ticket sales between participating airlines and accredited travel agents. It enables travel agencies to make consolidated payments while airlines receive funds through a standardised financial settlement process.

Business Travel Management

What is business travel management?

How can business travel management help companies reduce travel costs?

Business travel management is the planning, booking, administration and oversight of employee travel undertaken for work, including flights, accommodation, ground transport and traveller support. Effective business travel management helps organisations control expenditure, enforce travel policies, fulfil duty of care responsibilities and improve the efficiency of corporate travel arrangements.

Business Travel Policy

What is a business travel policy?

What should a company's business travel policy include?

A business travel policy is a set of company guidelines defining how employees should book, pay for and undertake work-related travel, including permitted expenses, preferred suppliers and approval procedures. An effective policy helps businesses control travel costs, protect employees, ensure consistent booking practices and meet organisational responsibilities.

Business Travel Programme

What is a corporate business travel programme?

What are the benefits of a managed business travel programme?

A business travel programme is a structured approach to managing an organisation's corporate travel, combining travel policies, booking processes, supplier agreements, expense management and traveller support. A well-managed programme helps companies reduce costs, improve traveller safety, increase visibility of travel expenditure and ensure consistent service across the organisation.

Business Traveller

What is a business traveller?

What is the difference between business travel and leisure travel?

A business traveller is someone who travels away from their usual place of work for professional purposes, such as attending meetings, visiting clients, participating in conferences or working at another business location. Unlike leisure travel, business travel is primarily undertaken for work-related reasons, with arrangements and expenses often managed or funded by an employer.

C

Carbon Emissions

What are carbon emissions in business travel?

How can companies reduce carbon emissions from business travel?

Carbon emissions are the greenhouse gas emissions associated with business travel activities, particularly flights, rail journeys, hotel stays and ground transport. Businesses can reduce their travel-related emissions by choosing lower-emission transport, avoiding unnecessary journeys and making more informed travel decisions.

Carbon Offsetting

What is carbon offsetting in business travel?

Does carbon offsetting make business travel carbon neutral?

Carbon offsetting involves purchasing carbon credits associated with projects that reduce or remove greenhouse gases, with the intention of compensating for emissions generated by activities such as business travel. Offsetting does not eliminate the emissions produced by a journey, and claims of carbon neutrality require robust evidence and appropriate accounting.

Carbon Reporting

What is carbon reporting in business travel?

How do companies measure and report business travel emissions?

Carbon reporting is the process of measuring, recording and disclosing greenhouse gas emissions generated by an organisation's activities, including business travel. Travel management companies can provide emissions data and reporting tools to help businesses understand their environmental impact, identify opportunities for reduction and support sustainability reporting requirements.

Codeshare

What is a codeshare flight?

What does codeshare mean when booking business travel?

A codeshare is an arrangement between airlines in which one airline sells seats on a flight operated by another airline, allowing the same flight to appear under multiple airline flight numbers. Business travellers should check which airline operates their flight, as check-in arrangements, baggage policies and onboard services may differ from those of the airline selling the ticket.

CO₂e – Carbon Dioxide Equivalent

What does CO₂e mean in business travel?

How is CO₂e used to calculate travel emissions?

Carbon dioxide equivalent (CO₂e) is a standard measurement that expresses the climate impact of different greenhouse gases as an equivalent amount of carbon dioxide, based on their global warming potential. In business travel, CO₂e enables companies to measure and compare the estimated greenhouse gas emissions associated with flights, hotels and other travel activities.

Content Aggregation

What is content aggregation in business travel?

How does travel content aggregation improve corporate travel booking?

Content aggregation is the process of combining travel information, fares and availability from multiple sources, including airlines, hotels, Global Distribution Systems (GDS) and direct supplier connections, into a single booking platform. It helps travel management companies provide business travellers with a wider selection of travel options while supporting consistent booking processes and corporate travel policies.

Continuous Pricing

What is continuous pricing in the airline industry?

How does continuous pricing affect business travel fares?

Continuous pricing is an airline pricing approach that allows fares to be offered at more granular price points rather than being limited to traditional, predefined booking classes. It enables airlines to adjust prices more precisely according to demand and other commercial factors, potentially giving business travellers access to a wider range of fare options.

Corporate Fare

What is a corporate airfare?

Are corporate flight fares cheaper than standard airline tickets?

A corporate fare is an airline ticket price or fare arrangement negotiated specifically for a business or group of businesses, often through a travel management company. Corporate fares may offer discounted pricing, greater flexibility, additional benefits or more favourable booking conditions, although they are not necessarily cheaper than every publicly available fare.

Corporate Hotel Rate

What is a corporate hotel rate?

How do businesses obtain negotiated hotel rates?

A corporate hotel rate is a room price negotiated between a hotel or hotel group and a business, often based on anticipated booking volumes or an established commercial relationship. These rates may provide savings, flexible cancellation conditions, breakfast, Wi-Fi or other benefits designed to meet the needs of business travellers.

Corporate Travel

What is corporate travel?

What is the difference between corporate travel and business travel?

Corporate travel refers to journeys undertaken by employees or representatives of an organisation for professional purposes, including meetings, conferences, client visits and other work-related activities. The terms corporate travel and business travel are generally interchangeable, although corporate travel is often associated with organisations that operate structured travel policies and managed travel programmes.

Credit Account

What is a credit account in business travel?

How does a corporate travel credit account work?

A business travel credit account allows an organisation to book approved travel services through a travel management company and receive invoices for payment under agreed credit terms, rather than paying for each booking immediately. This arrangement can simplify administration, centralise travel expenditure and improve financial reporting and cash flow management.

D

Data Consolidation

What is data consolidation in business travel?

How does travel data consolidation help companies manage travel costs?

Data consolidation is the process of combining business travel information from multiple sources, including booking systems, expense platforms and travel suppliers, into a single, consistent dataset. It helps organisations monitor travel expenditure, identify savings opportunities, improve reporting accuracy and make informed decisions about their corporate travel programme.

Direct Booking

What is direct booking in business travel?

What are the advantages and disadvantages of booking business travel directly?

Direct booking refers to purchasing flights, hotels or other travel services directly from an airline, hotel or supplier rather than through a travel management company or third-party booking platform. While direct booking may offer access to specific rates or benefits, it can make it harder for businesses to consolidate travel data, enforce corporate travel policies and maintain visibility of employee travel arrangements.

Duty of Care

What does duty of care mean in business travel?

What are an employer's duty of care responsibilities towards business travellers?

Duty of care is an employer's responsibility to take reasonable steps to protect the health, safety and wellbeing of employees travelling for work. In business travel, this includes assessing travel risks, providing appropriate information and support, monitoring potential disruptions and establishing procedures to assist travellers during emergencies.

Dynamic Hotel Rate

What is a dynamic hotel rate?

How do dynamic hotel rates work for corporate travel bookings?

A dynamic hotel rate is a room price that changes according to factors such as demand, availability, seasonality and booking conditions, rather than remaining fixed throughout the year. In corporate travel, businesses may negotiate dynamic discounts linked to a hotel's Best Available Rate (BAR), allowing them to benefit from changing market prices while maintaining agreed commercial terms.

Dynamic Pricing

What is dynamic pricing in the travel industry?

How does dynamic pricing affect business travel costs?

Dynamic pricing is a pricing strategy in which airlines, hotels and other travel suppliers adjust their prices in response to factors such as demand, availability, booking patterns and market conditions. In business travel, dynamic pricing means that fares and accommodation rates can fluctuate frequently, making booking timing, price comparisons and effective travel management important for controlling costs.

E

e-Ticket

What is an e-ticket in business travel?

How does an electronic airline ticket work?

An e-ticket (electronic ticket) is a digital record of a flight booking that replaces a traditional paper airline ticket, containing details of the passenger's journey and ticket entitlement. In business travel, e-tickets simplify booking administration, enable electronic check-in and provide travellers with convenient access to their flight information.

Emergency Travel Support

What is emergency travel support for business travellers?

How can a travel management company help during a travel emergency?

Emergency travel support is assistance provided to business travellers experiencing unexpected situations such as flight cancellations, medical emergencies, natural disasters or security incidents while travelling for work. Travel management companies can provide 24-hour assistance, help arrange alternative travel and accommodation, and support employers in fulfilling their duty of care responsibilities.

Expense Management

What is expense management in business travel?

How can businesses improve travel expense management?

Expense management is the process of recording, reviewing, approving and reimbursing costs incurred by employees during business activities, including travel, accommodation, meals and other work-related expenditure. Effective travel expense management helps organisations control spending, enforce corporate policies, reduce administrative work and maintain accurate financial records.

Expense Management Software

What is expense management software?

How does expense management software simplify business travel expenses?

Expense management software is a digital system that automates the recording, submission, approval and reimbursement of employee expenses, including business travel costs. It can integrate with corporate travel booking platforms and accounting systems to reduce manual administration, improve expenditure visibility and help businesses enforce their travel and expense policies.

F

Fare Class

What is a fare class on an airline ticket?

How do airline fare classes affect business travel bookings?

A fare class is a category used by airlines to identify the pricing, availability and conditions of a particular ticket, often represented by a letter code. In business travel, fare classes can determine ticket flexibility, eligibility for upgrades, frequent flyer rewards and the rules governing changes or cancellations.

Fare Rules

What are airline fare rules?

How do fare rules affect changes and cancellations to business flights?

Fare rules are the conditions set by airlines that govern how a flight ticket can be purchased, used, changed, cancelled or refunded. For business travellers, understanding fare rules is important when comparing ticket prices, as cheaper fares may carry restrictions or additional charges that increase the overall cost of travel.

Flexible Fare

What is a flexible airline fare?

Are flexible flight tickets worth the extra cost for business travel?

A flexible fare is an airline ticket that allows changes or cancellations under more favourable conditions than a standard restricted fare, often with reduced or waived change fees. Flexible fares can benefit business travellers whose schedules may change, although fare differences and other conditions may still apply.

FOP – Form of Payment

What does FOP mean in business travel?

What forms of payment can companies use for corporate travel bookings?

Form of Payment (FOP) refers to the method used to pay for travel services, such as a corporate credit card, virtual payment card, lodge card or an approved credit account. In business travel, selecting appropriate payment methods helps organisations centralise expenditure, simplify reconciliation and maintain control over travel-related transactions.

Frequent Flyer Programme

What is an airline frequent flyer programme?

How do frequent flyer programmes benefit business travellers?

A frequent flyer programme is an airline loyalty scheme that rewards passengers with points, miles or status benefits based on eligible flights and other qualifying activities. Business travellers can use these programmes to earn rewards, access airport lounges, receive priority services and potentially obtain upgrades, subject to airline rules and company travel policies.

G

GBTA – Global Business Travel Association

What is the Global Business Travel Association (GBTA)?

How does GBTA support the business travel industry?

The Global Business Travel Association (GBTA) is an international trade association representing the business travel industry, including corporate travel buyers, travel management companies and suppliers. It provides industry research, education, networking opportunities and advocacy to help organisations improve business travel management and respond to developments affecting corporate travel.

GDS – Global Distribution System

What is a Global Distribution System (GDS) in business travel?

How do travel management companies use Global Distribution Systems?

A Global Distribution System (GDS) is a technology platform that connects travel suppliers, including airlines, hotels and car hire companies, with travel agencies and travel management companies. GDS platforms enable travel professionals to search availability, compare fares, make reservations and manage bookings through a centralised system, helping businesses streamline corporate travel arrangements.

Group Travel

What is group travel in business travel?

How can a travel management company organise corporate group travel?

Group travel involves arranging transport, accommodation and other travel services for multiple people travelling together for business purposes, such as conferences, meetings, exhibitions or corporate events. A travel management company can coordinate group bookings, negotiate suitable rates, manage individual traveller requirements and provide support to ensure efficient and cost-effective travel arrangements.

H

Hotel Bill Back

What is hotel bill back in business travel?

How does hotel bill back work for corporate travellers?

Hotel bill back is a payment arrangement in which accommodation costs are invoiced directly to an employer or its travel management company, rather than being paid by the business traveller at the hotel. It simplifies corporate travel expense management, reduces the need for employee reimbursement and provides businesses with greater visibility and control over accommodation expenditure.

Hotel Cancellation Policy

What is a hotel cancellation policy?

Can business travellers cancel hotel bookings without paying a fee?

A hotel cancellation policy sets out the terms and conditions under which a reservation can be cancelled or amended, including any applicable deadlines, penalties or refund restrictions. In business travel, understanding cancellation policies helps companies avoid unnecessary charges, particularly when meetings change or travel plans are disrupted.

Hotel Loyalty Scheme

What is a hotel loyalty scheme?

How do hotel loyalty programmes benefit business travellers?

A hotel loyalty scheme is a rewards programme operated by a hotel or hotel group that allows guests to earn points, receive benefits or achieve membership status through eligible stays. Business travellers may benefit from room upgrades, complimentary breakfast, late check-out and other privileges, depending on the programme and their membership level.

Hotel Programme

What is a corporate hotel programme?

How can a managed hotel programme reduce business travel costs?

A corporate hotel programme is a structured arrangement through which a business selects preferred hotels, negotiates accommodation rates and establishes booking conditions for employees travelling on business. An effective hotel programme helps organisations control accommodation expenditure, improve traveller safety, maintain consistent service standards and increase compliance with corporate travel policies.

Hotel Rate

What is a hotel rate in business travel?

What is included in a corporate hotel room rate?

A hotel rate is the price charged for accommodation, usually quoted per room per night, with the total cost depending on factors such as room type, availability, booking conditions and included services. In business travel, hotel rates may be publicly available or negotiated specifically for corporate customers, with inclusions such as breakfast, Wi-Fi, taxes and cancellation flexibility varying between bookings.

Hotel Prepayment

What does hotel prepayment mean?

How does hotel prepayment work for business travel bookings?

Hotel prepayment is an arrangement in which some or all of the accommodation cost is paid before the guest arrives, rather than at check-out. In business travel, prepayment can simplify payment administration and reduce the need for employees to use personal funds, although prepaid hotel rates may have more restrictive cancellation and refund conditions.

I

IATA – International Air Transport Association

What is IATA in the airline industry?

What role does IATA play in business travel?

The International Air Transport Association (IATA) is a global trade association representing airlines and developing industry standards for aviation safety, security, ticketing and airline distribution. In business travel, IATA supports standardised processes for airline bookings, payments and ticketing, helping travel management companies and airlines operate efficiently across international markets.

Implementation

What does implementation mean in business travel management?

How does a travel management company implement a corporate travel programme?

Implementation is the process of introducing a new business travel management service, including configuring booking systems, establishing travel policies, setting up payment arrangements and training employees. A structured implementation helps organisations transition smoothly to a new travel management company while minimising disruption and ensuring that their corporate travel requirements are met.

Interline Agreement

What is an interline agreement between airlines?

How do airline interline agreements benefit business travellers?

An interline agreement is a commercial arrangement between airlines that allows them to cooperate in handling passengers and, where agreed, baggage across connecting flights operated by different carriers. For business travellers, interline agreements can simplify multi-airline journeys by enabling connecting flights to be issued on a single ticket and potentially allowing baggage to be transferred between airlines.

ISO 31030

What is ISO 31030 in business travel?

How does ISO 31030 help companies manage business travel risks?

ISO 31030 is an international guidance standard for travel risk management, providing organisations with a framework for identifying, assessing and managing risks affecting employees travelling for work. It helps businesses develop travel risk policies, improve traveller safety, prepare for emergencies and support their duty of care responsibilities.

L

Last Room Availability (LRA)

What does Last Room Availability (LRA) mean in corporate hotel bookings?

How does Last Room Availability benefit business travellers?

Last Room Availability (LRA) is a negotiated hotel rate condition that allows corporate travellers to book rooms at their agreed corporate rate for as long as eligible rooms remain available, subject to the contract's terms. LRA can help businesses control accommodation costs during periods of high demand, when standard hotel prices may be significantly higher.

Lead Time

What does lead time mean in business travel?

How does booking lead time affect business travel costs?

Lead time is the period between making a travel reservation and the date of departure or arrival, commonly used to measure how far in advance flights and hotels are booked. Longer booking lead times can help businesses secure lower fares, improve availability and reduce travel expenditure, although savings depend on demand and booking conditions.

Leakage

What is travel leakage in corporate travel management?

How can businesses reduce travel programme leakage?

Travel leakage occurs when employees book flights, hotels or other business travel services outside their company's approved booking channels or managed travel programme. It can reduce visibility of travel expenditure, weaken compliance with corporate travel policies and make it harder for employers to fulfil their duty of care responsibilities.

Lodge Card

What is a lodge card in business travel?

How does a corporate lodge card simplify travel payments?

A lodge card is a centrally held corporate payment account used to pay for business travel bookings, typically managed through a travel management company rather than issued to individual employees. Lodge cards help organisations consolidate travel expenditure, simplify invoicing and reconciliation, and improve financial reporting and control over corporate travel costs.

Low-Cost Carrier (LCC)

What is a low-cost carrier (LCC) in the airline industry?

Are low-cost airlines suitable for business travel?

A low-cost carrier (LCC) is an airline that typically offers lower base fares by operating a simplified service model and charging separately for optional extras such as checked baggage, seat selection and onboard refreshments. Low-cost airlines can provide cost-effective options for business travellers, although companies should consider additional charges, flight schedules, flexibility and the total cost of travel when comparing fares.

M

Managed Travel

What is managed travel in business travel?

How does managed travel help companies control travel costs?

Managed travel is a structured approach to organising and overseeing corporate travel through agreed policies, booking processes, preferred suppliers and professional travel management services. It helps businesses control expenditure, improve traveller safety, streamline administration and gain greater visibility of their travel activity.

Management Fees

What are management fees in corporate travel?

How do travel management companies charge management fees?

Management fees are charges paid by a business to a travel management company for services such as booking administration, account management, reporting and traveller support. These fees may be structured as a fixed monthly charge, a percentage of travel expenditure or another agreed pricing arrangement, depending on the services provided.

Management Information (MI)

What is Management Information (MI) in business travel?

How does travel management information help businesses reduce costs?

Management Information (MI) refers to the reports and data used to monitor, analyse and evaluate an organisation's business travel activity, including expenditure, booking patterns, supplier usage and policy compliance. Effective MI reporting helps businesses identify savings opportunities, improve travel policies, monitor performance and make informed decisions about their corporate travel programme.

Marine Fares

What are marine fares in the airline industry?

Who is eligible for marine airfares when travelling for work?

Marine fares are specialist airline fares designed for eligible maritime industry personnel, such as seafarers and offshore workers, travelling to or from vessels, offshore installations or other qualifying assignments. They may offer additional baggage allowances, flexible ticket conditions and other benefits suited to the operational requirements of crew travel, subject to airline eligibility rules.

M&E – Meetings & Events

What does M&E mean in business travel?

How does Meetings & Events management benefit businesses?

Meetings & Events (M&E) refers to the planning, organisation and management of corporate meetings, conferences, exhibitions, incentive trips and other business-related events. Professional M&E management helps organisations coordinate venues, group travel, accommodation, suppliers and budgets while delivering efficient, well-organised events.

MICE – Meetings, Incentives, Conferences and Exhibitions

What does MICE mean in business travel?

What is the difference between MICE and corporate travel?

MICE stands for Meetings, Incentives, Conferences and Exhibitions, a sector of the business travel industry focused on organising professional gatherings, corporate events and incentive travel programmes. Unlike individual corporate travel, MICE typically involves coordinating group travel, accommodation, venues and event logistics to support business objectives.

N

NDC – New Distribution Capability

What is NDC in business travel?

How does NDC benefit corporate travel bookings?

New Distribution Capability (NDC) is an airline distribution standard developed by the International Air Transport Association (IATA) that enables airlines to provide richer fare information, additional services and more flexible offers through travel booking systems. In business travel, NDC can give travel management companies access to airline fares, products and booking options that may not be available through traditional distribution channels.

Negotiated Fare

What is a negotiated airline fare?

How can businesses benefit from negotiated airfares?

A negotiated fare is a specially agreed airline ticket price or set of booking conditions offered to a company, travel management company or group of travellers under a commercial agreement. Negotiated fares may provide discounted prices, greater flexibility or additional benefits, helping businesses manage travel expenditure and improve value.

Negotiated Hotel Rate

What is a negotiated hotel rate in business travel?

How can companies secure discounted corporate hotel rates?

A negotiated hotel rate is a room price agreed between a hotel or hotel group and a business, often based on expected booking volumes, travel patterns or an established commercial relationship. These rates may offer lower prices, flexible cancellation conditions or additional benefits such as breakfast and Wi-Fi, helping organisations control accommodation costs.

No-Show

What does no-show mean in travel bookings?

What happens if a business traveller misses a flight or hotel reservation?

A no-show occurs when a traveller fails to arrive for a booked flight, hotel stay or other travel service without cancelling or changing the reservation within the required timeframe. No-shows can result in financial penalties, forfeited payments or cancellation of subsequent travel arrangements, depending on the supplier's terms and conditions.

NLRA – Non-Last Room Availability

What does Non-Last Room Availability (NLRA) mean in hotel bookings?

How does NLRA affect negotiated corporate hotel rates?

Non-Last Room Availability (NLRA) is a corporate hotel rate condition that allows a hotel to restrict access to a negotiated rate when availability is limited or demand is high, even if rooms remain available for sale. Unlike Last Room Availability (LRA), NLRA does not guarantee access to the agreed corporate rate, potentially requiring business travellers to book at a higher price.

O

OBT – Online Booking Tool

What is an Online Booking Tool (OBT) in business travel?

How does an Online Booking Tool help companies manage corporate travel?

An Online Booking Tool (OBT) is a digital platform that allows employees to search, compare and book flights, hotels and other business travel services within their company's approved travel policy. OBTs help organisations streamline bookings, control travel expenditure, improve policy compliance and provide greater visibility of employee travel arrangements.

Offline Booking

What is offline booking in business travel?

When should business travellers use an offline booking service?

Offline booking refers to travel reservations made with the assistance of a travel consultant rather than through an online booking platform. It is particularly useful for complex itineraries, group travel, specialist fares or bookings requiring personalised advice and support.

Online Adoption

What does online adoption mean in corporate travel management?

How can businesses increase online booking adoption?

Online adoption refers to the proportion of eligible business travel bookings made through an organisation's approved Online Booking Tool (OBT), rather than through offline booking channels. Increasing online adoption can help businesses reduce transaction costs, improve booking efficiency, strengthen travel policy compliance and streamline travel administration.

Online Booking

What is online booking in business travel?

What are the benefits of booking corporate travel online?

Online booking is the process of reserving flights, hotels, rail journeys or other travel services through a digital platform without requiring direct assistance from a travel consultant. In business travel, online booking enables employees to arrange straightforward journeys efficiently while allowing organisations to apply travel policies, manage expenditure and maintain visibility of bookings.

Open Booking

What is open booking in corporate travel?

How does open booking affect business travel policy compliance?

Open booking is a corporate travel approach that allows employees to make reservations through a range of booking channels, including supplier websites and third-party platforms, rather than exclusively through an approved travel management system. While it provides greater booking flexibility, open booking can make it harder for organisations to consolidate travel data, monitor employee locations and maintain consistent travel policy compliance.

Open-Jaw Ticket

What is an open-jaw airline ticket?

How does an open-jaw flight booking work for business travel?

An open-jaw ticket is an airline itinerary in which a traveller flies into one destination but returns from a different location, or returns to a different airport from the original departure point. Open-jaw tickets can be useful for business travellers visiting multiple cities, helping them avoid unnecessary return journeys and potentially reduce travel time and costs.

Out-of-Hours Travel Support

What is out-of-hours travel support?

How can business travellers get assistance outside normal office hours?

Out-of-hours travel support is assistance provided to business travellers outside standard working hours, including evenings, weekends and public holidays. Travel management companies offering this service can help with urgent booking changes, flight disruptions, cancellations and other travel emergencies, ensuring employees have access to professional support when needed.

Out-of-Policy Booking

What is an out-of-policy booking in business travel?

How can companies reduce out-of-policy travel bookings?

An out-of-policy booking is a business travel reservation that does not comply with an organisation's established travel policy, such as exceeding permitted spending limits, selecting an unapproved supplier or booking without the required authorisation. Monitoring out-of-policy bookings helps businesses identify compliance issues, control travel expenditure and improve the effectiveness of their corporate travel programme.

P

PNR – Passenger Name Record

What is a Passenger Name Record (PNR) in business travel?

What information is stored in an airline PNR?

A Passenger Name Record (PNR) is an electronic booking record containing details of a traveller's reservation, including their name, itinerary, contact information and ticketing details. In business travel, PNRs enable travel management companies and airlines to access, manage and update reservations, particularly when flights are changed or disrupted.

Policy Compliance

What is travel policy compliance?

How can businesses improve corporate travel policy compliance?

Travel policy compliance refers to the extent to which employees follow their organisation's established rules and procedures when booking and undertaking business travel. High levels of compliance help companies control travel expenditure, maintain consistent booking practices, improve traveller safety and maximise the benefits of negotiated supplier agreements.

Preferred Hotel

What is a preferred hotel in business travel?

Why do companies use preferred hotels for corporate travel?

A preferred hotel is a property selected by an organisation for business travel based on factors such as location, pricing, service standards, safety and negotiated booking conditions. Using preferred hotels helps businesses manage accommodation costs, maintain consistent traveller experiences and improve compliance with corporate travel policies.

Preferred Supplier

What is a preferred supplier in corporate travel?

How do preferred supplier agreements benefit business travellers?

A preferred supplier is an airline, hotel, car hire company or other travel provider selected by an organisation as a recommended or approved choice for business travel. Preferred supplier agreements can offer negotiated rates, additional benefits and consistent service standards while helping businesses control costs and consolidate travel expenditure.

Pre-Trip Approval

What is pre-trip approval in business travel?

How does a corporate travel approval process work?

Pre-trip approval is a process requiring employees to obtain authorisation from a manager or designated approver before confirming business travel arrangements. It helps organisations control expenditure, ensure bookings comply with travel policies and assess the necessity, cost and potential risks of proposed journeys.

Published Fare

What is a published airline fare?

What is the difference between a published fare and a negotiated fare?

A published fare is an airline ticket price made publicly available through airline websites, Global Distribution Systems (GDS) or other authorised booking channels, subject to the applicable fare conditions. Unlike negotiated fares, which are offered under specific commercial agreements, published fares are generally available to any eligible traveller and may vary according to demand, availability and booking restrictions.

R‍ ‍

RDG – Rail Delivery Group

What is the Rail Delivery Group (RDG)?

What role does the Rail Delivery Group play in UK business travel?

The Rail Delivery Group (RDG) is a British rail industry organisation that brings together passenger train operators and supports the development of shared services, ticketing systems and industry standards. In business travel, RDG helps facilitate rail ticket distribution and booking arrangements, enabling travel management companies to provide corporate customers with access to UK rail services.

RFP – Request for Proposal

What is an RFP in business travel management?

How does a Request for Proposal help companies choose a travel management company?

A Request for Proposal (RFP) is a formal document issued by an organisation inviting travel management companies or other suppliers to submit detailed proposals for providing specified services. In corporate travel, an RFP enables businesses to compare potential providers based on pricing, technology, service standards, reporting capabilities and their ability to meet the organisation's travel requirements.

Room Rate

What does room rate mean in hotel bookings?

What is included in a hotel room rate for business travellers?

A room rate is the price charged by a hotel for accommodation, usually quoted per room per night, with the amount varying according to factors such as room type, demand, availability and booking conditions. In business travel, room rates may include or exclude breakfast, taxes, Wi-Fi and other services, making it important to compare the total cost and inclusions when selecting accommodation.

S

SAF – Sustainable Aviation Fuel

What is Sustainable Aviation Fuel (SAF)?

How can Sustainable Aviation Fuel reduce emissions from business travel?

Sustainable Aviation Fuel (SAF) is an alternative aviation fuel produced from eligible renewable or waste-derived materials, or through synthetic processes, that can reduce lifecycle greenhouse gas emissions compared with conventional jet fuel. In business travel, SAF can help companies address the environmental impact of flying, although its emissions benefits depend on how the fuel is produced and used.

Scope 3 Emissions

What are Scope 3 emissions in business travel?

How can companies measure and reduce Scope 3 travel emissions?

Scope 3 emissions are indirect greenhouse gas emissions generated across an organisation's value chain, including business travel undertaken using transport and accommodation services provided by third parties. Measuring business travel emissions helps companies understand their environmental impact, identify opportunities for reduction and support corporate sustainability reporting.

SBT – Self-Booking Tool

What is a Self-Booking Tool (SBT) in business travel?

How does a Self-Booking Tool help companies manage corporate travel?

A Self-Booking Tool (SBT) is an online platform that enables employees to search, compare and book their own business travel arrangements within their organisation's approved travel policy. Also known as an Online Booking Tool (OBT), it helps businesses streamline reservations, reduce administration, control travel expenditure and improve compliance with corporate travel policies.

SLA – Service Level Agreement

What is a Service Level Agreement (SLA) in travel management?

What should a travel management company's SLA include?

A Service Level Agreement (SLA) is a formal agreement between a business and its travel management company defining the expected standards of service, performance measures and responsibilities of each party. In corporate travel, SLAs commonly cover booking response times, traveller support, emergency assistance, reporting requirements and procedures for monitoring service performance.

Split Ticketing

What is split ticketing in rail travel?

How can split ticketing save money on business rail journeys?

Split ticketing is a rail booking method in which a journey is covered by two or more separate tickets rather than one ticket for the entire route, potentially reducing the total fare. In UK business travel, split ticketing can deliver savings without requiring passengers to change trains, provided the train calls at the stations where the tickets change and all relevant ticket conditions are met.

SSO – Single Sign-On

What is Single Sign-On (SSO) in business travel?

How does SSO improve security and access to corporate travel booking systems?

Single Sign-On (SSO) is an authentication technology that allows employees to access multiple approved applications, including corporate travel booking platforms, using one set of login credentials. In business travel, SSO simplifies access to booking tools, reduces password-related administration and helps organisations manage user permissions and security centrally.

Sustainable Business Travel

What is sustainable business travel?

How can companies make business travel more sustainable?

Sustainable business travel involves managing work-related journeys in ways that reduce environmental impact while balancing commercial requirements, traveller wellbeing and operational efficiency. Businesses can improve travel sustainability by avoiding unnecessary journeys, choosing lower-emission transport, selecting suitable accommodation and measuring travel-related greenhouse gas emissions.

T

T&E – Travel & Expense

What does T&E mean in business travel?

How can companies manage travel and expense costs more effectively?

Travel & Expense (T&E) refers to the costs associated with employee business travel, including transport, accommodation, meals and other work-related expenses. Effective T&E management helps organisations control expenditure, streamline expense reporting, enforce corporate policies and improve visibility of travel-related costs.

TMC – Travel Management Company

What is a Travel Management Company (TMC)?

What are the benefits of using a travel management company?

A Travel Management Company (TMC) is a specialist business that manages corporate travel arrangements, including flights, hotels, rail journeys, travel policies, reporting and traveller support. Using a TMC helps organisations control travel expenditure, access negotiated rates, improve booking efficiency and fulfil their duty of care responsibilities.

Transaction Fee

What is a transaction fee in business travel?

How do travel management companies charge transaction fees?

A transaction fee is a charge applied by a travel management company for processing a travel-related service, such as making, changing or cancelling a booking. Transaction fees may vary according to the type of service, booking channel or level of assistance required, providing businesses with a transparent way to understand their travel management costs.

Travel Approval

What is travel approval in corporate travel?

How does a business travel approval process work?

Travel approval is the process through which employees obtain authorisation to undertake work-related journeys, usually from a manager or designated approver. It helps organisations control expenditure, assess travel requirements, enforce corporate travel policies and ensure that proposed trips are appropriate and necessary.

Travel Booker

What is a travel booker in business travel?

What does a corporate travel booker do?

A travel booker is someone responsible for arranging flights, accommodation, rail journeys and other travel services on behalf of employees or colleagues travelling for work. Travel bookers, including personal assistants, executive assistants and dedicated travel coordinators, help ensure reservations meet company travel policies, budgets and individual traveller requirements.

Travel Compliance

What is travel compliance in business travel?

How can businesses improve compliance with corporate travel policies?

Travel compliance refers to the extent to which business travel arrangements follow an organisation's established policies, approval procedures and applicable regulatory requirements. Effective travel compliance helps companies control costs, maintain accurate travel records, improve traveller safety and reduce financial and operational risks.

Travel Management

What is travel management?

How can professional travel management benefit businesses?

Travel management is the planning, organisation and oversight of business travel activities, including transport, accommodation, booking processes, travel policies and traveller support. Professional travel management helps organisations reduce costs, improve efficiency, manage travel risks and maintain greater control over corporate travel expenditure.

Travel Management Fee

What is a travel management fee?

How are travel management company fees calculated?

A travel management fee is a charge paid by an organisation to a Travel Management Company (TMC) for providing corporate travel services, including booking administration, account management, reporting and traveller assistance. Fees may be calculated per transaction, as a fixed recurring charge or through another agreed pricing structure, depending on the services and commercial arrangement.

Travel Policy

What is a corporate travel policy?

What should a business travel policy include?

A travel policy is a set of guidelines established by an organisation to govern how employees book, pay for and undertake work-related travel, including permitted expenses, preferred suppliers and approval requirements. An effective corporate travel policy helps businesses control expenditure, improve traveller safety, ensure consistent booking practices and support compliance with organisational requirements.

Travel Programme

What is a corporate travel programme?

How does a managed travel programme help businesses?

A travel programme is a structured system for managing an organisation's business travel, combining booking processes, travel policies, supplier agreements, payment arrangements and traveller support. An effective corporate travel programme helps businesses control costs, improve operational efficiency, increase policy compliance and maintain visibility of employee travel activity.

Travel Reporting

What is travel reporting in business travel management?

How can corporate travel reporting help companies reduce costs?

Travel reporting is the process of collecting, analysing and presenting information about an organisation's business travel activity, including expenditure, booking patterns, supplier usage and policy compliance. It helps businesses identify savings opportunities, monitor travel programme performance, assess environmental impact and make informed decisions about future travel arrangements.

Travel Risk Management

What is travel risk management in business travel?

How can companies protect employees travelling for work?

Travel risk management is the process of identifying, assessing and mitigating potential threats to employees undertaking business travel, including health emergencies, security incidents, natural disasters and transport disruption. Effective travel risk management combines risk assessments, traveller information, monitoring and emergency response procedures to help organisations protect employees and fulfil their duty of care responsibilities.

Travel Spend

What does travel spend mean in business travel?

How can companies monitor their corporate travel expenditure?

Travel spend refers to the total amount an organisation spends on business travel, including flights, accommodation, rail journeys, ground transport and other travel-related expenses. Monitoring travel spend helps businesses understand expenditure patterns, identify cost-saving opportunities and evaluate the effectiveness of their corporate travel programme.

Travel Spend Management

What is travel spend management?

How can businesses reduce corporate travel expenditure?

Travel spend management is the process of monitoring, analysing and controlling an organisation's business travel expenditure through travel policies, booking systems, supplier agreements and financial reporting. Effective travel spend management helps companies identify savings, improve budget forecasting, reduce unnecessary costs and maximise the value of their corporate travel programme.

Traveller Profile

What is a traveller profile in business travel?

What information is stored in a corporate traveller profile?

A traveller profile is a digital record containing an employee's personal details, travel preferences and information required to arrange business travel, such as passport details, loyalty programme memberships and seating preferences. Traveller profiles help travel management companies streamline bookings, reduce administrative errors and provide a more personalised travel experience while supporting appropriate data protection and security measures.

Traveller Tracking

What is traveller tracking in business travel?

How does traveller tracking help companies fulfil their duty of care?

Traveller tracking is the process of monitoring the planned or known locations and itineraries of employees travelling for work, using booking information, travel management systems and other authorised data sources. It helps organisations identify employees who may be affected by emergencies or travel disruption, communicate important information and coordinate assistance when necessary.

Travelport

What is Travelport in the travel industry?

How do travel management companies use Travelport?

Travelport is a global travel technology company that provides distribution and booking solutions connecting airlines, hotels, car hire providers and other travel suppliers with travel agencies and travel management companies. Its Travelport+ platform enables travel professionals to search, compare, book and manage travel services, including traditional airline content and New Distribution Capability (NDC) offers.

U

Unused Airline Ticket

What is an unused airline ticket in business travel?

Can companies recover the value of unused airline tickets?

An unused airline ticket is a flight ticket that has been purchased but not used, either in full or in part, because the traveller cancelled or changed their journey. Depending on the airline's fare rules, unused tickets may be eligible for a refund or credit towards future travel, helping businesses recover costs and reduce wasted travel expenditure.

V

VAT Reclaim

What is VAT reclaim in business travel?

Can businesses reclaim VAT on travel and accommodation expenses?

VAT reclaim is the process through which VAT-registered businesses recover eligible Value Added Tax (VAT) paid on business expenses, including certain accommodation, meals and travel-related services. In the UK, VAT recovery depends on the type of expense, applicable tax rules and supporting documentation, with most domestic passenger transport fares being zero-rated for VAT.

Virtual Card / Virtual Payment Card

What is a virtual payment card in business travel?

How do virtual cards help companies manage corporate travel expenses?

A virtual payment card is a digitally generated payment card, often with a unique card number and configurable spending limits, used to pay for business travel services without issuing a physical card. Virtual cards help organisations control expenditure, improve payment security, simplify reconciliation and reduce the need for employees to use personal or corporate credit cards when booking travel.