Booking policy

This policy applies to all corporate clients utilizing Travel Bug's Travel Agency for their business travel needs.
1. Travel Authorization:

• All travel requests must be pre-approved by the client's designated travel coordinator or manager.
• Travel requests should be submitted at least two weeks in advance through Travel Bug’s booking portal or by contacting our travel consultants.
• Emergency travel requests with shorter notice periods will be accommodated but require immediate approval from the client’s senior management.

2. Booking Procedures:

• Travel bookings should be made through Travel Bug’s designated travel agents or online booking platform.
• Clients are encouraged to book travel at least 14 days in advance to secure the best rates.
• Any deviations from the standard booking procedures must be authorized by the client’s travel coordinator. 
• To make changes to your booking 

3. Air Travel:

• Travel Bug will book economy class for all flights under 5 hours unless otherwise specified by the client.
• Business class travel may be booked for flights over 5 hours or if the client requires the traveler to work immediately upon arrival.
• We will utilize the client’s preferred airlines whenever possible to maximize loyalty benefits.

4. Accommodation:

• Travel Bug will book accommodations that offer reasonable comfort and proximity to the business location.
• Standard accommodations will be single rooms in 3- or 4-star hotels unless the client requests otherwise.
• Any upgrades or special accommodation requests must be approved by the client’s travel coordinator.

5. Ground Transportation:

• Travel Bug will arrange the most economical mode of transportation available.
• Rental cars will be booked when public transportation is not feasible, with options for standard or compact vehicles unless otherwise requested.
• Ride-sharing services and taxis will be arranged as necessary.

6. Meals and Incidental Expenses:

• Travel Bug can provide recommendations for dining options and will arrange for meal allowances as per the client’s policy.
• We will assist with the reimbursement process by providing detailed receipts and expense reports.

7. Travel Advances:

• Travel Bug can facilitate travel advances for anticipated expenses upon request from the client’s travel coordinator.
• Advances must be reconciled with actual expenses within 14 days of return from travel.

8. Travel Insurance:

• Travel Bug offers travel insurance options for all business trips.
• Our travel consultants will ensure clients have the necessary documentation and emergency contacts.

9. Health and Safety:

• Travel Bug prioritizes the health and safety of travelers and will adhere to all relevant guidelines and advisories.
• We will provide information on necessary vaccinations or medications for the destination.

10. Expense Reporting:

• Travel Bug will assist clients in documenting and submitting travel expenses within 14 days of trip completion.
• Detailed receipts will be provided for all expenses. In the absence of a receipt, a detailed explanation will be given.

11. Non-Compliance:

• Failure to comply with the client’s travel policy may result in non-reimbursement of expenses and notification to the client’s management.

12. Review and Amendments:

• Travel Bug will review and update this policy annually to reflect changes in travel practices and client requirements.

Contact Information:

• For any questions or clarifications regarding this policy, clients should contact their assigned Travel Bug travel consultant or our customer service department.

By adhering to this policy, Travel Bug Travel Agency ensures that all business travel for our clients is managed efficiently, economically, and safely.