Business Travel Basics for Beginners

10 Tips to Make Your First Business Trip a Success

Congratulations! You finally landed that new job.You've been promoted out of your cubicle and you're heading out for the friendly skies. Now, you're an official business traveler. While you may be dreaming of free frequent flier vacations to Hawaii, here are ten key tips that every beginning business traveler must know to make your first trip a success.

1. Don't waste your company's money and time on unnecessary trips because you want to rack up frequent flyer miles.The important part of "business travel" is business, not travel. Your company is spending megabucks to send you on the road to increase their profits, not to broaden your horizons. You will be judged on how your handle business travel.

2. Thoroughly review and understand your company's travel policy before you leave on your first trip. Read it and keep it with you. You should know what expenses are covered, and what you are expected to pick up on your own.

3. If something isn't clear, ask your boss to clarify it before you head out. Don't assume that because your colleague down the hall always flies business class, that you can also. Understand the restrictions on airlines, hotels, car rentals, meals, phone calls, laundry, minibars and all other expenses.

4. Meet - or at least phone - the people who staff your corporate travel department. These individuals usually book your flights, hotels and car rentals - and make the changes when you encounter delays and problems. Ask them to explain what they can do for you when something goes wrong - because something always goes wrong on a business trip. You better get used to that fact now.

5. How's your credit? Are you maxed out? Unless your company provides a company credit card, you may be expected to pay for all of your expenses up front, then file for reimbursement. Can your credit limit handle a 4-day trip to New York or London? Get this straight before you leave, or you may be very embarrassed taking your best client to dinner.

6. Understand how to get cash advances and the documentation you will need to turn in when you get back. Some companies are really picky about cash. Don't get stuck.

7. Introduce yourself to the people in accounting who will process your expense reports. They can be your best friends. Ask them what they need, how they like to receive information - then follow their advice. If you are spending thousands of dollars a year in travel expenses, you'll need a friend in accounting to get speedy reimbursement. It's no accident that arrogant executives often have problems and delays with expense checks.

8. Don't brag about your trips to non-travelers in your office. Play it cool, don't create travel envy. Remember when you were stuck in a cubicle all day and your colleague insisted on detailing every minute of his "tough" trip to San Francisco?

9. Buy a decent piece of luggage that can be used for carry-on. Don't go crazy spending a significant sum - travel is very hard on suitcases and even the high end models wear out. You may also find that after you travel a bit, your luggage preferences will change. Don't get stuck with trophy luggage.

10. Understand your corporate travel culture. These are the unwritten rules that supplement the official travel policies. When traveling with others, does everyone sit together on planes? Or sit apart? Eat breakfast together? Or grab coffee at the buffet? Do they come into the office on time the next day, even after a flight that arrives at 3 AM? These business travel styles vary wildly from company to company, and even within departments. Of course, business travel is also fun. Just be sure to cover all these basics before your leave.