Business Travel and Expense Definitions
AI-Powered Travel Assistant
An AI-Powered Travel Assistant is a smart, automated tool that helps business travelers plan, book, and manage trips efficiently. It uses artificial intelligence to provide personalized recommendations, automate expense tracking, and ensure policy compliance.
ATM Withdrawal Fee
An ATM withdrawal fee is a charge incurred when withdrawing cash from an ATM, especially when using a machine outside your bank’s network. These fees can vary based on location, bank policies, and card provider agreements.
Accounts Payable
Accounts Payable (AP) refers to the money a business owes to suppliers and vendors for goods and services received but not yet paid for, typically recorded as a liability on the balance sheet.
Accrual Accounting
Accrual accounting is a financial method where revenues and expenses are recorded when they are earned or incurred, rather than when cash is exchanged. This approach provides a more accurate picture of a company's financial health.
Actual Expense
Actual expense refers to the real, out-of-pocket costs incurred for business-related activities, such as travel, meals, and lodging. These expenses are reimbursed based on receipts and documented expenditures.
Adoption Rate
Adoption rate refers to the percentage of users or employees who start using a new tool, technology, or process within a company. It is a key metric in measuring the success of corporate travel and expense management solutions.
Advance Booking
Advance booking refers to reserving flights, hotels, or other travel services ahead of the actual travel date, often securing better rates and availability. It helps businesses control travel costs and ensure compliance with corporate travel policies.
Advance Purchase Excursion (APEX) Fare
An Advance Purchase Excursion (APEX) Fare is a discounted airline ticket that requires booking and payment well in advance of travel. These fares offer lower prices but often come with restrictions like limited changes and non-refundable policies.
Air Miles
Air Miles are reward points earned by travellers when they book flights with participating airlines or use affiliated credit cards. These miles can be redeemed for free flights, upgrades, hotel stays, or other travel-related benefits.
Airfare Rules
Airfare rules are the terms and conditions set by airlines that govern ticket pricing, cancellations, refunds, and itinerary changes. These rules vary based on fare class, booking conditions, and airline policies.
Airline Alliances
Airline alliances are partnerships between multiple airlines that allow them to share routes, offer seamless connectivity, and provide joint benefits to travelers. Major alliances include Star Alliance, oneworld, and SkyTeam, offering perks like shared frequent flyer programs and coordinated flight schedules.
Airline Joint Venture
An airline joint venture is a strategic partnership between two or more airlines that collaborate on routes, pricing, and revenue sharing while maintaining separate operations. These agreements help airlines expand their networks, offer seamless travel, and enhance customer benefits.
Airline Lounge Access
Airline lounge access allows travelers to enter exclusive airport lounges offering premium amenities such as comfortable seating, complimentary food and beverages, Wi-Fi, and business facilities. Access is typically granted through elite frequent flyer status, premium-class tickets, or paid membership programs.
Airline Policy
An airline policy refers to the rules and regulations set by airlines regarding ticket bookings, cancellations, refunds, baggage, upgrades, and passenger conduct. These policies vary by airline and fare class, affecting flexibility, fees, and overall travel experience.
Airline Regulations
Airline regulations are rules and standards set by aviation authorities and governments to ensure passenger safety, operational efficiency, and compliance in air travel. These regulations cover areas such as flight operations, baggage restrictions, security protocols, and passenger rights.
Airlines Reporting Corporation (ARC)
The Airlines Reporting Corporation (ARC) is a U.S.-based company that facilitates financial transactions between airlines and accredited travel agencies. ARC streamlines airline ticket sales, reporting, and settlement, ensuring secure and efficient payments within the travel industry.
Airlines Reservation System (ARS)
An Airlines Reservation System (ARS) is a digital platform used by airlines and travel agencies to manage flight bookings, ticketing, and passenger details. It allows travelers to search for flights, book tickets, and modify reservations efficiently.
Airport Access Fee
An airport access fee is a charge imposed by airports on transportation services, such as taxis, rideshares, and rental cars, for using airport facilities. These fees help airports maintain infrastructure and manage ground transportation operations.
Airport Code
An airport code is a unique three-letter or four-letter identifier assigned to airports worldwide by organizations like the International Air Transport Association (IATA) and the International Civil Aviation Organization (ICAO). These codes help travelers, airlines, and booking systems identify airports efficiently.
Airport Lounge
An airport lounge is a premium waiting area within an airport that offers travelers comfortable seating, complimentary food and beverages, Wi-Fi, and other exclusive amenities. These lounges are accessible through airline memberships, credit card perks, or one-time passes.
Airport Lounge Access
Airport lounge access allows travelers to enter exclusive airport lounges, offering premium amenities like comfortable seating, Wi-Fi, refreshments, and workspaces. Access is granted through airline memberships, credit cards, business class tickets, or paid lounge programs.
Airport Transfer
An airport transfer is a pre-arranged transportation service that takes passengers between an airport and their destination, such as a hotel, office, or another airport. These transfers can be private, shared, or provided by hotels, airlines, or corporate travel programs.
Aisle Seat
An aisle seat is a seat located next to the walkway in an airplane, allowing easy access to the restroom, overhead bins, and quicker boarding and deplaning. It is often preferred by business travelers for convenience and extra legroom in some aircraft configurations.
Allocation
Allocation refers to the process of distributing resources, costs, or budgets to specific categories, departments, or projects. In corporate travel and expense management, it ensures proper assignment of travel costs to the right teams or business units.
Alternate Airports
Alternate airports are secondary airports near a traveler's primary destination, often offering lower fares, fewer delays, and less congestion. They are a strategic option in corporate travel to reduce costs and improve travel efficiency.
Amortization
Amortization is the process of gradually reducing a financial obligation or asset value over time through scheduled payments. In corporate finance, it applies to loan repayments and the depreciation of intangible assets.
Ancillary Fees
Ancillary fees are additional charges imposed by airlines, hotels, and travel providers for extra services beyond the base fare. These fees can include baggage charges, seat selection, Wi-Fi, and priority boarding.
Ancillary Services
Ancillary services refer to additional travel-related offerings beyond the base fare, such as baggage handling, priority boarding, in-flight meals, and hotel Wi-Fi. These services enhance the travel experience and generate extra revenue for airlines, hotels, and car rental companies.
Annual Travel Budget
An annual travel budget is the total allocated funds a company sets aside for employee travel expenses over a year. It includes costs for flights, accommodation, meals, transportation, and other business-related travel needs.
Approval Workflow
An approval workflow is a structured process that ensures business travel and expense requests are reviewed and approved before execution. It helps companies control costs, enforce policies, and maintain compliance.
Arrival Gate
An arrival gate is the designated terminal gate where a flight lands and passengers disembark after reaching their destination. It is where travelers exit the aircraft and proceed to baggage claim, customs, or onward connections.
Artificial Intelligence (AI)
Artificial Intelligence (AI) refers to the simulation of human intelligence in machines, enabling them to learn, analyze data, and make decisions. AI is widely used in corporate travel and expense management to enhance efficiency and personalization.
Audit Trail
An audit trail is a detailed record of financial transactions, system activities, or user actions that ensures transparency, security, and compliance. In corporate travel and expense management, it helps track approvals, modifications, and reimbursements.
Auditing
Auditing is the systematic review and examination of financial records, processes, and compliance measures to ensure accuracy and transparency. In corporate travel and expense management, auditing helps verify policy adherence, detect fraud, and optimize spending.
Automated Check-In
Automated check-in is a digital process that allows travelers to check into flights, hotels, or events without manual intervention. It enhances convenience by enabling seamless, contactless check-ins via mobile apps, emails, or kiosks.
Automated Expense Reporting
Automated expense reporting is a digital system that streamlines the process of tracking, submitting, and approving business expenses. It reduces manual data entry, improves accuracy, and enhances compliance with corporate travel and expense policies.
Baggage Allowance
Baggage allowance refers to the weight or number of bags a passenger is permitted to check in or carry onboard, as specified by an airline. It varies by airline, ticket class, and frequent flyer status.
Baggage Claim
Baggage claim is the designated airport area where passengers retrieve their checked luggage after a flight. It is typically located in the arrivals section and marked by baggage carousels or conveyor belts.
Balance Sheet
A balance sheet is a financial statement that provides a snapshot of a company’s assets, liabilities, and shareholders’ equity at a specific point in time. It helps businesses assess their financial health and make informed decisions.
Bank Charges on Foreign Transactions
Bank charges on foreign transactions are fees imposed by financial institutions when processing payments in a currency different from the account’s base currency. These fees typically include conversion charges, international transaction fees, and processing costs.
Bank Reconciliation
Bank reconciliation is the process of matching a company’s financial records with its bank statements to ensure accuracy and identify discrepancies. It helps detect errors, fraudulent transactions, and unrecorded expenses.
Base Fare
Base fare is the fundamental cost of an airline ticket, excluding taxes, fuel surcharges, and additional fees. It represents the starting price before extra charges like baggage fees or airport taxes are added.
Basic Economy
Basic Economy is the most budget-friendly fare class offered by airlines, providing essential flight services with limited flexibility. It usually excludes perks like seat selection, baggage allowance, and ticket changes.
Benchmarking
Benchmarking is the process of comparing business performance metrics, costs, and best practices against industry standards or competitors. It helps organizations identify improvement areas and optimize their strategies for better efficiency.
Benchmarking Travel Costs
Benchmarking travel costs involves comparing a company's travel expenses against industry standards, competitors, or internal benchmarks to identify cost-saving opportunities and improve travel budget efficiency.
Bespoke Travel Policy
A bespoke travel policy is a customized set of guidelines tailored to a company’s specific travel needs, ensuring cost efficiency, compliance, and traveler satisfaction. Unlike generic policies, bespoke policies align with business objectives, employee preferences, and budget constraints.
Best Available Rate (BAR)
Best Available Rate (BAR) is the lowest publicly available rate for a hotel room at a given time, based on demand and market conditions. It is a dynamic pricing model used by hotels to adjust room rates in real time.
Bill of Expenses
A Bill of Expenses is a detailed summary of costs incurred during a business trip or project, including transportation, accommodation, meals, and other travel-related expenses. It serves as a record for reimbursement and accounting purposes.
Billable Expense
A billable expense is a cost incurred by a business or employee on behalf of a client that can be charged back to the client. These expenses are tracked separately and reimbursed as part of the service or project costs.
Billback
Billback is a payment arrangement where a business or travel management company initially covers expenses, and the costs are later charged to the client or employer. This simplifies financial reconciliation and improves expense tracking.
Blackout Dates
Blackout dates are specific days when promotional fares, discounts, or loyalty program redemptions are restricted by airlines, hotels, or travel service providers due to high demand. These dates typically coincide with holidays, major events, or peak travel seasons.
Blanket Purchase Order
A Blanket Purchase Order (BPO) is a long-term agreement between a buyer and a supplier for recurring purchases over a specified period at pre-negotiated terms. It streamlines procurement by reducing the need for multiple approvals and contracts.
Bleisure Travel
Bleisure travel is a combination of business and leisure travel, where employees extend their corporate trips for personal leisure activities. It allows professionals to explore new destinations while optimizing work travel expenses.
Blended Travel
Blended travel is a combination of business and personal travel within a single trip, allowing professionals to mix work commitments with leisure activities. It offers flexibility and cost-saving benefits for both employees and companies.
Boarding Pass
A boarding pass is a travel document issued by an airline that grants passengers access to the airport security checkpoint and allows them to board their flight. It contains essential flight details such as the passenger’s name, flight number, departure gate, and boarding time.
Booking Confirmation
A booking confirmation is an official document or email from a travel provider that verifies a reservation for a flight, hotel, or other travel services. It contains key details such as the reservation number, traveler’s name, itinerary, and payment status.
Booking Engine
A booking engine is an online platform or software that allows users to search, compare, and book travel services such as flights, hotels, and car rentals. It automates the reservation process by integrating with travel providers and payment gateways.
Boutique Hotels
Boutique hotels are small, stylish, and uniquely designed accommodations that offer personalized services and an intimate atmosphere. They often feature distinctive themes, upscale amenities, and a strong emphasis on customer experience.
Budgeting
Budgeting is the process of planning and managing financial resources to control spending and maximize efficiency. It helps businesses allocate funds wisely, track expenses, and achieve financial goals.
Business Class
Business Class is a premium airline seating category offering enhanced comfort, priority services, and exclusive amenities for business travelers. It provides extra legroom, superior dining, and dedicated workspaces compared to Economy Class.
Business Continuity
Business Continuity refers to an organization's ability to maintain essential operations during disruptions, such as natural disasters, cyberattacks, or travel disruptions. It includes strategies, policies, and plans that ensure minimal impact on business activities.
Business Expense
A business expense is a cost incurred while running a company, including travel, office supplies, meals, and client entertainment. These expenses are often tax-deductible and must be tracked for accurate financial reporting.
Business Travel Insurance
Business travel insurance is a policy that provides financial protection for employees traveling for work, covering risks such as trip cancellations, medical emergencies, and lost luggage. It helps companies safeguard their workforce and minimize unexpected travel-related expenses.
CLEAR
CLEAR is a biometric identity verification service that allows travelers to bypass standard TSA security lines using fingerprint or iris scans. It speeds up the airport screening process by verifying identities quickly and securely.
Cab Allowance
Cab allowance is a travel reimbursement provided by companies to employees for taxi or ride-hailing expenses incurred during official business travel. It ensures cost-effective and hassle-free local transportation for work-related activities.
Cabin Crew
Cabin crew are airline employees responsible for ensuring passenger safety, comfort, and in-flight service. They assist travelers, enforce safety procedures, and enhance the overall flight experience.
Cabin Pressure
Cabin pressure is the controlled air pressure inside an aircraft, maintained to ensure passenger and crew comfort at high altitudes. It prevents altitude sickness and allows for normal breathing during flights.
Capital Expense (CapEX)
Capital Expense (CapEX) refers to the funds a company spends on acquiring, upgrading, or maintaining physical assets such as property, equipment, or technology. These are long-term investments that help businesses grow and operate efficiently.
Capitalization
Capitalization refers to the total value of a company's financial resources, including equity, debt, and retained earnings. It determines the financial stability and investment potential of a business.
Car Rental Agreement
A car rental agreement is a legal contract between a rental company and a customer outlining the terms for renting a vehicle. It includes details like rental duration, fees, insurance coverage, and liability terms.
Carbon Emissions
Carbon emissions refer to the release of carbon dioxide (CO₂) and other greenhouse gases into the atmosphere, primarily from burning fossil fuels. In corporate travel, carbon emissions are generated by flights, car rentals, and other transportation modes.
Carbon Footprint
A carbon footprint measures the total greenhouse gas emissions produced directly or indirectly by an individual, organization, or activity. In corporate travel, it includes emissions from flights, hotels, and ground transportation.
Carbon Offsetting
Carbon offsetting is the practice of compensating for carbon emissions by funding environmental projects that reduce greenhouse gases, such as reforestation and renewable energy initiatives. It helps businesses and travelers balance their environmental impact.
Carry-On Luggage
Carry-on luggage refers to the small bags or suitcases that passengers are allowed to bring into the aircraft cabin. Airlines have size and weight restrictions for carry-ons to ensure they fit in the overhead bin or under the seat.
Carry-On Policy
A carry-on policy outlines the rules and restrictions set by airlines regarding the size, weight, and number of bags passengers can bring into the aircraft cabin. These policies vary by airline and can impact corporate travel costs and convenience.
Cash Advance
A cash advance is a short-term loan provided to employees for business-related expenses before they incur the costs. It helps cover travel, lodging, and other work-related expenditures without using personal funds.
Cash Basis Accounting
Cash basis accounting is a financial method where income and expenses are recorded only when cash is received or paid. It offers a simple way to track cash flow but does not account for outstanding invoices or future obligations.
Categorization
Categorization is the process of organizing expenses, transactions, or data into predefined groups for better tracking, analysis, and reporting. In corporate travel and expense management, it helps businesses streamline financial oversight and compliance.
Centralized Billing
Centralized billing is a financial management system where all transactions and expenses are consolidated into a single invoice for streamlined payments and reconciliation. It simplifies accounting processes and enhances cost control in corporate travel and expense management.
Centralized Travel Booking
Centralized travel booking is a system where all corporate travel arrangements—flights, hotels, and car rentals—are managed through a single platform or service provider. This approach streamlines bookings, ensures policy compliance, and enhances cost control.
Chain Discounts
Chain discounts are tiered price reductions offered by suppliers or service providers based on volume, partnerships, or multiple transactions within a corporate agreement. Businesses use these discounts to optimize travel costs and maximize savings.
Change Fee
A change fee is a charge imposed by airlines, hotels, or travel providers when a traveler modifies a booking after confirmation. These fees vary based on factors like fare class, timing, and provider policies.
Chargeback Dispute
A chargeback dispute occurs when a customer or business challenges a credit card transaction, claiming unauthorized charges, billing errors, or service-related issues. The dispute process involves banks, merchants, and payment processors to determine the transaction’s validity.
Chart of Accounts
A Chart of Accounts (COA) is an organized list of a company’s financial accounts, categorized into assets, liabilities, income, expenses, and equity. It serves as the foundation for accurate financial reporting and budgeting.
Charting
Charting refers to the process of visually representing data or information using graphs, tables, or diagrams to analyze trends and make informed decisions. In corporate finance and travel management, charting helps track expenses, budgets, and performance metrics.
Checked Baggage
Checked baggage refers to luggage that passengers hand over to the airline at check-in, which is stored in the aircraft's cargo hold during a flight. Airlines impose weight and size limits, and additional fees may apply for excess baggage.
City Pair Program (CPP)
The City Pair Program (CPP) is a U.S. government travel program that provides discounted, pre-negotiated airfare rates for federal employees traveling on official business. It ensures cost-effective and flexible travel options between designated city pairs.
City Pairs
City pairs refer to a designated set of origin and destination cities frequently traveled between, often used in airline pricing, corporate travel planning, and government travel programs like the City Pair Program (CPP).
Claim Submission Deadline
The claim submission deadline is the final date by which an employee or traveler must submit expense claims for reimbursement. Missing this deadline may result in claim rejection, delayed payments, or policy non-compliance.
Class of Service (COS)
Class of Service (COS) refers to the different seating categories available on flights, such as Economy, Business, and First Class. It determines the level of comfort, amenities, and pricing for passengers.
Code Red Flight
A "Code Red Flight" refers to an emergency situation on an aircraft that requires immediate attention, such as severe weather, technical failures, or security threats. Airlines and air traffic control use this designation to prioritize safety and emergency response.
Codeshare
A codeshare is a partnership between two or more airlines that allows them to share the same flight under different flight numbers. This arrangement enhances connectivity, expands route options, and improves convenience for travelers.
Compliance
Compliance refers to adhering to laws, regulations, policies, and industry standards within an organization. In corporate travel and expense management, compliance ensures that employees follow company policies and financial regulations.
Computer Reservation System (CRS)
A Computer Reservation System (CRS) is an automated software platform used by travel agencies and corporations to book flights, hotels, car rentals, and other travel services. It centralizes travel inventory, pricing, and reservations in real time.
Connecting Flight
A connecting flight is a flight itinerary where a traveler takes two or more flights with a layover at an intermediate airport before reaching their final destination. It differs from a direct or nonstop flight by requiring a change of aircraft.
Consortia Rate
A Consortia Rate is a special discounted hotel rate negotiated by travel consortia—groups of travel agencies that leverage their collective buying power to secure better rates for their clients. These rates offer businesses cost savings on accommodations while maintaining access to premium services.
Content
Content refers to any information, media, or material created and shared online to engage audiences, educate users, or promote products and services. It includes text, images, videos, infographics, and other digital assets used to communicate a brand’s message.
Corporate Card
A corporate card is a payment card issued by companies to employees for business-related expenses, such as travel, meals, and client entertainment. It streamlines expense tracking and improves financial management for organizations.
Corporate Negotiated Rate (CNR)
A Corporate Negotiated Rate (CNR) is a specially discounted rate that businesses secure with hotels, airlines, or car rental companies based on their travel volume. These agreements help companies save on travel costs while ensuring preferred services for their employees.
Corporate Travel Policy
A Corporate Travel Policy is a set of guidelines established by a company to regulate employee travel, ensuring cost control, compliance, and efficiency. It outlines approved booking channels, expense limits, reimbursement processes, and travel safety protocols.
Corporate Travel Program
A Corporate Travel Program is a structured framework that companies use to manage employee business travel efficiently. It includes travel policies, preferred vendors, expense management, and duty of care measures to ensure cost savings and compliance.
Cost Allocation
Cost allocation is the process of assigning business expenses to specific departments, projects, or cost centers. It helps companies track spending, manage budgets, and ensure accurate financial reporting.
Cost Center
A cost center is a business unit, department, or function within an organization where costs are tracked but that does not generate direct revenue. It helps businesses monitor expenses and improve financial accountability.
Cost Control
Cost control is the process of monitoring and managing expenses to ensure they stay within budget and align with financial goals. It helps businesses optimize spending and maximize profitability.
Credit Card Authorization (CCA)
Credit Card Authorization (CCA) is the process of verifying a credit card’s validity and available funds before approving a transaction. It helps prevent fraud and ensures businesses receive payment securely.
Credit Card Reconciliation
Credit Card Reconciliation is the process of matching credit card transactions with financial records to ensure accuracy and prevent discrepancies. It helps businesses track expenses, detect fraud, and maintain compliance.
Cross-Platform Search
Cross-Platform Search is the ability to search for content, data, or services across multiple digital platforms or systems from a single interface. It enhances efficiency by consolidating results from various sources, improving accessibility and decision-making.
Customer Channels
Customer Channels refer to the various communication and interaction touchpoints businesses use to engage with customers, such as websites, mobile apps, email, social media, and support centers. Effective customer channels ensure seamless communication, enhancing user experience and satisfaction.
Daily Allowance
Daily Allowance is a fixed per diem amount provided to employees for meals, transportation, and other travel-related expenses during business trips. It helps streamline expense management and ensures compliance with corporate travel policies.
Data Analytics in Travel
Data Analytics in Travel refers to the use of big data, artificial intelligence, and machine learning to optimize travel planning, cost management, and customer experience. It helps businesses make data-driven decisions for improved efficiency and savings.
Data Integration
Data Integration is the process of combining data from multiple sources into a unified view, enabling seamless access, analysis, and reporting. In corporate travel, it ensures synchronized data across booking platforms, expense systems, and financial reports.
Deadhead
A "Deadhead" refers to a flight segment where a crew member or an aircraft travels without passengers or paying cargo. In corporate travel, deadheading can also apply to employees traveling without an official work purpose but as part of logistics planning.
Delayed Flight Compensation
Delayed flight compensation refers to the financial reimbursement or benefits passengers receive when their flight is delayed beyond a certain threshold. Compensation varies based on airline policies, travel regulations, and the length of the delay.
Departure Gate
A departure gate is the designated boarding area at an airport where passengers wait to board their flight. It is assigned by the airline and displayed on boarding passes and airport screens.
Depreciation
Depreciation is the process of allocating the cost of a tangible asset over its useful life, reflecting its gradual reduction in value. In corporate travel and expense management, depreciation impacts budgeting for assets like company vehicles, office equipment, and travel-related resources.
Designated Booker
A Designated Booker is an authorized employee responsible for making travel and accommodation arrangements on behalf of others within an organization. This role helps streamline corporate travel by ensuring compliance with company policies and optimizing cost savings.
Destination Airport
A Destination Airport is the final arrival point of a flight, where passengers disembark after completing their journey. It plays a crucial role in business travel, affecting flight selection, layovers, and overall trip planning.
Digital Wallet Integration
Digital Wallet Integration allows businesses and travelers to securely store, manage, and process payments using digital payment platforms like Apple Pay, Google Pay, or PayPal. This enhances convenience, speeds up transactions, and improves expense tracking in corporate travel.
Dine & Stay Packages
Dine & Stay Packages are hotel deals that combine accommodation with dining benefits, offering travelers a seamless and cost-effective experience. These packages are popular among corporate travelers looking for convenience and value during business trips.
Direct Billing Agreement
A Direct Billing Agreement is a financial arrangement between a company and a service provider, such as a hotel or airline, where expenses are billed directly to the company instead of requiring employee reimbursement. This simplifies corporate travel expense management and ensures compliance with company policies.
Direct Cost
A direct cost is an expense that can be directly traced to a specific product, service, or business operation, such as employee travel, airfare, or hotel accommodations. In corporate travel, direct costs help businesses allocate expenses efficiently and maintain budget control.
Direct Flight
A direct flight is a flight that travels between two destinations with the same flight number, but it may have one or more stopovers without requiring passengers to change planes. Unlike a non-stop flight, a direct flight can include layovers where passengers remain on the aircraft or briefly disembark.
Discounted Corporate Fares
Discounted corporate fares are specially negotiated airline ticket prices offered to businesses for employee travel. These fares provide cost savings, flexibility, and additional perks compared to standard ticket prices.
Discretionary Expense
A discretionary expense is a non-essential cost that businesses or employees choose to spend on, such as entertainment, travel upgrades, or dining. Unlike fixed expenses, these costs are flexible and can be adjusted based on budget priorities.
Distribution Platforms
A distribution platform is a system or network that enables the delivery of travel inventory, such as flights, hotels, and car rentals, to corporate travelers and travel agencies. These platforms connect suppliers with buyers, streamlining bookings and transactions.
Dunning
Dunning is the process of systematically communicating with customers to collect overdue payments for goods or services. It involves reminders, follow-ups, and escalations to ensure timely payments and reduce financial risk.
Duplicate Expense Detection
Duplicate Expense Detection is the process of identifying and flagging repeated or duplicate claims within expense reports. This helps companies avoid reimbursement errors, prevent fraud, and maintain accurate financial records.
Duty of Care
Duty of Care refers to a company’s legal and ethical responsibility to ensure the health, safety, and well-being of employees during work-related activities, including business travel. It involves proactive risk management and support services in case of emergencies.
E-Ticket
An E-Ticket (Electronic Ticket) is a digital version of a traditional paper ticket used for air travel, stored and accessed electronically. It simplifies travel booking, check-in, and record-keeping for corporate travelers.
Economy Class
Economy Class refers to the standard and most budget-friendly seating on flights, offering basic amenities and services, commonly used in corporate travel for cost control.
Edifact
EDIFACT is a UN-developed international standard for automated electronic data exchange, widely used in corporate travel to streamline bookings, ticketing, and invoicing.
Electronic Fund Transfer (EFT)
Electronic Funds Transfer (EFT) is the digital movement of money from one bank account to another, commonly used for corporate travel payments, reimbursements, and settlements.
Electronic Receipts
Electronic receipts are digital versions of traditional paper receipts used in corporate travel for efficient expense tracking, reporting, and auditing.
Emergency Exit Row
An Emergency Exit Row refers to aircraft seating near emergency doors, offering more legroom and requiring passengers to assist during evacuations.
Esta
The Electronic System for Travel Authorization (ESTA) is a U.S. government system for pre-approving travelers under the Visa Waiver Program for short business or tourism visits.
Exchange Rate Fluctuation
Exchange rate fluctuation refers to the ongoing change in currency values, which impacts international travel costs, reimbursements, and budget planning.
Expense Accrual
Expense accrual is the accounting practice of recording costs when incurred, not paid, for accurate corporate travel expense reporting.
Expense Allocation
Expense allocation assigns business costs to departments, projects, or cost centers for better budgeting, reporting, and financial control.
Expense Analytics
Expense analytics is the process of analyzing and visualizing expense data to uncover insights, control costs, and improve compliance.
Expense Approval
Expense approval is the formal process of validating employee-submitted costs to ensure they meet company policies before reimbursement.
Expense Approval Process
The expense approval process is a structured workflow used to review and authorize employee expenses for compliance and financial control.
Expense Automation
Expense automation uses technology to digitize and streamline expense submissions, approvals, and reimbursements—saving time and improving accuracy.
Expense Categories
Expense categories are predefined labels used to classify business costs—like travel, meals, and lodging—for better reporting and control.
Expense Claim
An expense claim is a formal request by an employee to be reimbursed for business-related costs incurred out of pocket.
Expense Forecasting
Expense forecasting estimates future business costs using historical data and trends, enabling better budgeting and travel planning.
Expense Fraud
Expense fraud is the act of submitting false or inflated claims for reimbursement, often causing financial and compliance risks.
Expense Fraud Prevention
Expense fraud prevention involves strategies and tools to detect and stop false claims, protecting company resources and ensuring compliance.
Expense Management
Expense management is the process of tracking, submitting, and analyzing business expenses to control costs and ensure policy compliance.
Expense Management Software
Expense management software automates the tracking, approval, and reimbursement of employee expenses to improve compliance and reduce effort.
Expense Policy
An expense policy outlines the rules employees must follow when spending company money, helping ensure compliance and cost control.
Expense Reconciliation
Expense reconciliation is the process of verifying employee-submitted expenses against receipts and records to ensure accuracy and compliance.
Expense Reimbursement
Expense reimbursement is the process of repaying employees for valid business expenses like travel, meals, and lodging.
Expense Report
An expense report is a document employees use to record and claim reimbursement for business-related costs, supported by receipts.
Expense Report Software
Expense report software automates how employees submit and track expenses, helping finance teams ensure compliance and faster reimbursements.
Expense Tracking
Expense tracking is the real-time monitoring and recording of business-related costs to improve compliance, accuracy, and financial planning.
Fair Market Price
Fair Market Price refers to the standard rate at which a good or service is exchanged between a willing buyer and seller in an open, competitive market. In travel and expense, it represents the benchmark cost for flights, hotels, or car rentals.
Fare Basis Code
A Fare Basis Code is an alphanumeric code on airline tickets that indicates fare rules, restrictions, and pricing conditions.
Fare Class
Fare Class is an airline ticket category indicated by a letter code that defines fare rules, flexibility, and loyalty benefits.
Fast Track Security
Fast Track Security is a premium airport service allowing faster screening for eligible travelers, improving efficiency and convenience.
Financial Close
Financial Close is the process of finalizing accounting records for a period, ensuring accurate reporting and analysis of business expenses.
Fintech
Fintech, short for financial technology, refers to digital tools that automate and improve financial services like banking, payments, and expense management.
First Class
First Class is the highest travel class on airlines, offering premium services such as extra space, fine dining, and personalized attention—especially on long-haul flights.
Fiscal Year
A Fiscal Year is a 12-month accounting period used by businesses and governments to report financial performance. It’s key for budgeting, taxation, and expense reporting.
Fixed Expense
A Fixed Expense is a recurring cost that remains constant regardless of travel volume, helping companies forecast and manage travel budgets effectively.
Fixed-Rate Negotiations
Fixed-Rate Negotiations involve locking in consistent pricing for travel services like flights and hotels, ensuring budget control and predictability.
Flag Carrier
A flag carrier is an airline designated by a country's government to represent it internationally, often operating key global routes with premium service.
Flat-Rate Per Diem
A flat-rate per diem is a fixed daily allowance for business travel expenses, simplifying reimbursement by removing the need for itemized receipts.
Flexible Booking Policy
A flexible booking policy allows business travelers to cancel or reschedule travel with little or no penalty, improving adaptability and cost control.
Flight Delay Compensation
Flight delay compensation offers reimbursement or benefits to passengers affected by delayed flights, helping reduce financial and operational impact.
Flight Disruption Compensation
Flight disruption compensation offers reimbursement or assistance for delays, cancellations, and rescheduling, helping travelers and companies recover costs.
Foreign Currency Exchange
Foreign Currency Exchange is the process of converting one country’s currency into another, essential for accurate corporate travel expense reporting and reimbursement.
Foreign Exchange Fee
A Foreign Exchange Fee is a charge applied when corporate transactions are made in a foreign currency, impacting total international travel costs.
Fraudulent Expense Claim
A Fraudulent Expense Claim is a fake or inflated business expense request submitted to gain unauthorized reimbursement.
Frequent Flyer Miles
Frequent Flyer Miles are loyalty points earned through airline programs and redeemed for travel perks like free flights or upgrades.
Frequent Flyer Number
A Frequent Flyer Number is a unique ID code assigned by airlines to track miles earned and unlock loyalty rewards.
Frequent Flyer Program
A Frequent Flyer Program is a loyalty scheme by airlines that lets travelers earn points for flights and redeem them for travel perks.
Fringe Benefits
Fringe benefits are non-wage perks like travel reimbursements or meal allowances offered by companies to boost employee satisfaction and retention.
Fuel Surcharge
A fuel surcharge is an extra fee added to travel costs to offset rising fuel prices, often applied by airlines and car rental companies.
Full-Service Carrier (Fsc)
A Full-Service Carrier (FSC) is an airline offering inclusive services like meals, baggage, and seat selection as part of the ticket price.
Full-Service Hotel
A Full-Service Hotel provides a wide range of amenities like dining, meeting rooms, and concierge services, ideal for business travelers.
Gate Agent
A Gate Agent is an airline representative responsible for assisting passengers at the departure gate, managing boarding procedures, seat assignments, and flight updates. They ensure smooth pre-flight operations and resolve last-minute travel issues.
Gated Fare
A Gated Fare is a special airfare offered through private channels like corporate travel tools or agencies, not visible to the general public.
Gds (Global Distribution System)
A Global Distribution System (GDS) connects travel suppliers with agencies and platforms to enable real-time booking, pricing, and inventory access.
General Ledger
A General Ledger (GL) tracks all financial transactions across various accounts and forms the foundation for financial reporting in any business.
Geo-Fencing In Travel
Geo-fencing in travel uses GPS-based virtual boundaries to manage, monitor, and secure business travel within defined zones for compliance and safety.
Global Entry
Global Entry is a CBP program that provides expedited U.S. immigration clearance for pre-approved, low-risk international travelers via automated kiosks.
Government Travel Policy
A Government Travel Policy sets formal guidelines for official travel bookings, expenses, and reimbursements in public sector organizations to ensure compliance and cost control.
Ground Transportation
Ground transportation includes all land-based travel options like taxis, buses, trains, and rental cars—essential for connecting the dots in a corporate travel itinerary.
Group Booking
Group booking refers to reserving travel services—like flights, hotels, or transport—for multiple travelers under one reservation. It's ideal for corporate events or team travel.
Gst Reclaim
GST Reclaim is the process by which businesses recover the Goods and Services Tax paid on eligible business travel and expenses, helping reduce overall travel costs.
Guaranteed Hotel Rate
A Guaranteed Hotel Rate is a fixed, pre-negotiated room price between a company and a hotel, ensuring availability and consistency in corporate travel budgets.
Hand Luggage
Hand luggage, also known as carry-on baggage, refers to the small bags or suitcases that passengers are allowed to carry with them into the airplane cabin. It typically includes essential items and complies with airline size and weight restrictions.
Hidden Travel Fees
Hidden travel fees are unexpected or undisclosed charges that arise during or after a trip, such as baggage fees, resort charges, or booking surcharges, often increasing corporate travel costs.
Hopper Flight
A hopper flight is a short-distance flight that stops at multiple destinations before reaching the final one, often used in regional travel to connect smaller airports.
Hotel Brands
Hotel brands are distinct identities under which hotel chains operate, offering various levels of service, amenities, and price points to help travelers anticipate the type and quality of accommodation.
Hotel Category Rating
A Hotel Category Rating is a standardized system ranking hotels from 1 to 5 stars (or equivalent tiers) based on quality, services, and amenities, helping travelers quickly assess expected comfort and service levels.
Hotel Chains
Hotel chains are groups of hotels under the same brand and ownership or franchise system, providing consistent quality, pricing, and loyalty rewards across multiple locations.
Hotel Loyalty Program
A Hotel Loyalty Program is a rewards system offered by hotel chains to encourage repeat bookings by providing points, perks, and exclusive benefits to frequent guests. These programs are widely used in business travel to reduce costs and enhance traveler experience.
Hotel No-Show Fee
A Hotel No-Show Fee is a charge incurred when a guest fails to check in for a confirmed reservation without canceling in advance. Hotels apply this fee to recover lost revenue due to the unoccupied room.
Hotel Prepayment Policy
A Hotel Prepayment Policy outlines the terms under which a guest must pay partially or fully for a room in advance before their stay. It secures the reservation and often comes with stricter cancellation rules.
Hotel Program
A Hotel Program is a corporate travel initiative where companies negotiate preferred rates, amenities, and policies with select hotels. It helps optimize travel spend, improve traveler experience, and ensure policy compliance.
Hotel Rate Audit
A Hotel Rate Audit is the process of verifying that hotel bookings are charged at the correct, negotiated corporate rates. It helps ensure rate compliance, avoid overbilling, and optimize travel spend.
Hotel Tax Reimbursement
Hotel Tax Reimbursement refers to the process by which companies reclaim or are reimbursed for taxes paid on hotel stays during business travel. It helps reduce travel expenses and ensures compliance with tax regulations.
Hourly Hotel Booking
Hourly hotel booking allows travelers to reserve a hotel room for a few hours instead of a full day, offering cost-effective and flexible accommodation options. It is ideal for layovers, day-use, or short stays during business trips.
Hub Airport
A hub airport is a central airport that airlines use as a transfer point to get passengers to their final destinations. It acts as a focal point for connecting flights on regional, national, or international routes.
In-Flight Entertainment (IFE)
In-flight entertainment (IFE) refers to the media options provided to passengers during a flight, including movies, music, games, and other entertainment content accessible through personal screens or seatback devices.
In-Flight Internet Charges
In-flight internet charges refer to the fees passengers incur for using Wi-Fi services on board an aircraft. These charges can vary based on the airline, flight duration, and internet package chosen.
In-Flight Meal
An in-flight meal refers to the food provided to passengers during a flight, which may vary based on the airline, flight class, and route. Meals can be complimentary or available for purchase.
In-Flight Wi-Fi
In-flight Wi-Fi refers to the internet connectivity available to passengers while traveling on an airplane, allowing them to browse the web, send emails, or use apps during the flight. Availability and pricing vary by airline and flight route.
Incidental Expenses
Incidental expenses refer to small, everyday costs incurred during travel that are not part of major travel expenses like airfare or hotel accommodation. These expenses typically include tips, snacks, and other minor costs related to the trip.
Independent Hotels
Independent hotels are privately owned lodging establishments not affiliated with large hotel chains or franchises. They offer unique, personalized experiences and are often locally operated, distinguishing them from branded hotel properties.
Indirect Cost
Indirect costs are expenses that are not directly attributable to a specific product, project, or service. They include overhead costs such as utilities, administrative salaries, and office supplies that support business operations.
Indirect Travel Costs
Indirect travel costs are expenses associated with business travel that are not directly linked to specific travel services like flights or accommodations. They include overhead costs such as administrative fees and travel management system expenses.
Intelligent Trip Recommendations
Intelligent trip recommendations use AI-powered algorithms to suggest personalized travel options based on individual preferences, past behaviors, and real-time data. These recommendations aim to optimize the travel experience for cost, convenience, and efficiency.
Intercontinental Travel
Intercontinental travel refers to trips that involve crossing continents, typically requiring long-distance flights between countries or regions separated by oceans. It’s often associated with international business or leisure travel between distant global destinations.
Interline
Interline refers to agreements between airlines that allow them to share services, such as connecting flights, baggage handling, and ticketing, for passengers traveling on multi-leg journeys. This collaboration enhances travel convenience and efficiency.
Internal Travel Spend Report
An internal travel spend report is a document that tracks and analyzes a company’s travel-related expenses. It provides insights into spending patterns, helps ensure budget compliance, and supports more efficient corporate travel management.
International Air Transport Association (Iata)
The International Air Transport Association (IATA) is a global trade association for airlines, representing over 290 airlines worldwide. It establishes industry standards, regulations, and best practices to ensure safe, efficient, and reliable air travel.
International Airline Travel Agent Network (Iatan)
The International Airline Travel Agent Network (IATAN) is an organization that accredits travel agencies and agents to sell airline tickets and provide related services. It ensures that travel agents meet the industry’s standards for customer service and professionalism.
International Business Travel Policy
An international business travel policy outlines the guidelines and procedures for employees when traveling abroad for work. It ensures compliance with company rules, cost efficiency, safety standards, and a streamlined booking process.
International Driver’S License
An International Driver’s License (IDL) is an official document that allows a driver to operate a vehicle in foreign countries. It serves as a translation of a person’s domestic driver’s license and is recognized by most countries for driving purposes.
Intracontinental Travel
Intracontinental travel refers to travel within the same continent, typically between different countries or regions within a specific continent. It involves shorter distances and different regulations compared to international travel.
Inventory Control In Travel
Inventory control in travel refers to the management and tracking of available travel resources, such as flights, hotels, and rental vehicles, to optimize availability, minimize overbooking, and ensure cost-effective use of resources.
Invoice Matching
Invoice matching is the process of comparing an invoice with related documents (such as purchase orders and receipts) to ensure that the charges are correct before processing payments. This step helps prevent errors and discrepancies in financial records.
Irregular Operations (Irop)
Irregular Operations (IROP) refer to any disruptions in the normal flight schedule due to unforeseen events such as weather, technical issues, or other operational problems. These disruptions often lead to delays, cancellations, or diversions.
Itemized Receipt
An itemized receipt is a detailed list of purchased items or services, showing the individual costs for each item, taxes, and any applicable discounts. It is often required for expense reporting and reimbursement.
Jet Fuel Surcharge
A jet fuel surcharge is an additional fee imposed by airlines to cover the fluctuating costs of fuel. This surcharge is often added to ticket prices and can vary based on fuel price changes.
Jet Lag
Jet lag is a temporary sleep disorder that occurs when a person travels across multiple time zones, disrupting their body’s natural circadian rhythm. Symptoms include fatigue, difficulty sleeping, and general discomfort.
Jet Lag Management
Jet lag management refers to strategies and techniques used to minimize the effects of jet lag on travelers, especially those crossing multiple time zones. These practices help improve recovery time and ensure peak performance during business activities.
Jit (Just-In-Time) Travel Booking
JIT (Just-In-Time) travel booking refers to the practice of booking travel arrangements as close to the travel date as possible. This method helps optimize costs, flexibility, and convenience for business travelers and travel managers.
Job-Related Travel Expenses
Job-related travel expenses refer to the costs incurred by an employee while traveling for work purposes, which are typically reimbursed by the employer. These expenses include transportation, lodging, meals, and other necessary work-related costs during business trips.
Joint Corporate Travel Agreement
A Joint Corporate Travel Agreement is a contract between multiple companies and a travel service provider to obtain discounted rates and benefits for business travel. These agreements are designed to help businesses save on travel costs by consolidating bookings and negotiating bulk discounts.
Joint Travel & Expense Dashboard
A Joint Travel & Expense Dashboard is an integrated platform that allows businesses to track and manage both travel and expense data in real-time. It combines travel bookings, expenses, and reporting into a single view, helping businesses streamline their corporate travel processes.
Journal Entry
A journal entry is a record in accounting used to track financial transactions, including both debits and credits. It is a crucial part of the accounting process, ensuring accurate financial reporting and documentation.
Journey Cost Breakdown
Journey Cost Breakdown refers to the detailed breakdown of expenses incurred during a trip, including transportation, accommodation, meals, and other travel-related costs. It provides clarity on how the overall travel budget is allocated.
Journey Insurance
Journey Insurance, also known as travel insurance, covers unexpected events or disruptions during a trip, such as cancellations, medical emergencies, or lost luggage. It provides financial protection for travelers against various travel-related risks.
Jumpseat Travel
Jumpseat travel refers to the practice where airline employees or eligible individuals are allowed to travel in a seat reserved for airline crew members, often as a benefit of employment. It offers reduced or free travel options for those associated with the airline industry.
Junk Fees In Travel
Junk fees in travel refer to hidden or additional charges added to travel services, often for services that are not clearly disclosed or seem unnecessary. These fees are typically added by airlines, hotels, or travel agencies and can significantly increase the total cost of a trip.
Keep-the-Change Travel Reimbursement
Keep-the-change travel reimbursement is a practice where employees are reimbursed for travel expenses up to a certain amount, with the excess balance allowed to be kept by the employee. It simplifies the reimbursement process by eliminating the need for exact cost tracking.
Keycard Deposit Fee
A keycard deposit fee is a refundable charge that hotels require guests to pay at check-in as a security deposit for the use of a room keycard. It is typically refunded when the keycard is returned in good condition.
Keyless Hotel Entry
Keyless hotel entry allows guests to access their hotel rooms without the need for a physical keycard. This is typically done through a mobile app, enabling secure and convenient room access with a smartphone.
Kickback Travel Schemes
Kickback travel schemes involve illegal or unethical practices where service providers, such as travel agents or hotels, offer bribes or commissions in exchange for booking business travel through specific channels. These schemes typically result in inflated costs for businesses and violate corporate policies.
Kilometer Allowance Policy
A Kilometer Allowance Policy is a reimbursement system in which companies compensate employees for using their personal vehicles for business-related travel based on the number of kilometers driven. The policy ensures fair reimbursement for fuel, maintenance, and wear-and-tear costs.
Kilometer-Based Travel Reimbursement
Kilometer-Based Travel Reimbursement is a system where employees are compensated for using their personal vehicles for business travel, based on the number of kilometers driven. The reimbursement rate is typically set by the company to cover fuel, maintenance, and vehicle depreciation.
Kiosk Check-In
Kiosk Check-In is an automated self-service system at airports that allows travelers to check in for their flights, select seats, and print boarding passes without the need for assistance from airline staff.
Knock-On Effect In Travel Delays
The Knock-on Effect in travel delays refers to the chain reaction caused when a delay in one part of a travel process (like a flight or train) causes subsequent delays or disruptions to other connected activities or schedules.
Knowledge-Based Authentication For Travel
Knowledge-Based Authentication (KBA) for travel is a security method used to verify a traveler’s identity by asking questions based on personal or historical data. It is commonly employed during the booking or expense reporting process to prevent fraud and unauthorized access.
Known Traveler Number (Ktn)
A Known Traveler Number (KTN) is a unique identifier assigned to individuals who are enrolled in trusted traveler programs, allowing expedited security screening at airports. This number helps facilitate quicker passage through security checkpoints for business and leisure travelers.
Land Arrangements
Land arrangements refer to the services and logistics related to ground transportation and accommodations during travel, excluding air travel. These include hotel bookings, car rentals, transfers, and guided tours, typically arranged for travelers' convenience.
Last Room Availability (Lra)
Last Room Availability (LRA) is a hotel policy guaranteeing that a corporate client or travel manager will receive the last available room at a specific rate, even during high-demand periods. This ensures priority booking and favorable terms for businesses.
Last-Minute Booking
Last-minute booking refers to reserving travel accommodations, such as flights or hotels, close to the departure or check-in time, often leading to higher costs and limited availability. It is commonly associated with urgent business travel needs.
Late Check-Out Fee
A late check-out fee is a hotel charge applied when a guest checks out after the standard check-out time. This fee compensates the hotel for scheduling disruptions and room turnover delays.
Layover
A layover is a scheduled stop between connecting flights, where passengers wait before boarding the next leg of their journey. It can range from a short stop of under an hour to an overnight stay.
Lcc (Low-Cost Carrier)
A Low-Cost Carrier (LCC) is an airline that offers budget-friendly airfares by minimizing traditional services and focusing on cost efficiency. LCCs are widely used in corporate travel for short-haul and regional trips.
Leakage
Leakage in corporate travel refers to expenses incurred outside the company’s approved travel booking channels, leading to reduced policy compliance and loss of cost control. It impacts visibility, data tracking, and negotiated vendor savings.
Lease Accounting
Lease accounting is the process of recording and reporting leased assets and liabilities in a company’s financial statements, in compliance with accounting standards like IFRS 16 or ASC 842. It ensures transparency in financial reporting for leased travel assets like vehicles or office spaces.
Leisure Travel
Leisure travel refers to trips taken for relaxation, recreation, or personal enjoyment rather than for business purposes. It includes vacations, family visits, and adventure travel, often booked through personal funds or travel rewards.
Liability
Liability in corporate travel and expense refers to the financial or legal responsibility a company or traveler holds for costs, damages, or obligations incurred during a trip. It includes risks related to travel expenses, insurance claims, duty of care, and compliance with company policies.
Limited-Service Hotel
A limited-service hotel is a type of accommodation that offers essential amenities like lodging, Wi-Fi, and breakfast but lacks full-service features such as a restaurant, concierge, or extensive meeting spaces. These hotels are budget-friendly and commonly used for short business trips or cost-conscious corporate travel.
Liquidation
Liquidation in corporate travel and expense refers to the process of settling outstanding travel-related debts, reimbursements, or unused assets by converting them into cash or writing them off. This can include unused airline tickets, hotel credits, or the closure of travel budgets in financial reporting.
Local Travel Policy
A local travel policy is a company's set of rules and guidelines for managing business-related travel within a specific city, region, or country. It defines allowable expenses, transportation options, reimbursement limits, and compliance requirements for short-distance work trips.
Lodge Card
A lodge card is a centrally billed corporate payment card used to manage and consolidate travel expenses, such as flights, hotels, and car rentals, without issuing individual cards to employees. It helps companies streamline payments, improve expense tracking, and enhance travel policy compliance.
Lodging Expense Cap
A lodging expense cap is the maximum amount a company allows employees to spend on hotel accommodations during business travel. It helps control travel costs, enforce compliance with corporate travel policies, and ensure budget-friendly lodging choices.
Long-Term Car Rental
A long-term car rental is a vehicle rental for an extended period, typically 30 days or more, used by businesses to provide employees with cost-effective, flexible transportation for work-related travel. It offers an alternative to leasing or company-owned vehicles, reducing administrative costs and maintenance concerns.
Long-Term Corporate Housing
Long-term corporate housing refers to furnished accommodations rented for extended business stays, typically 30 days or more, offering a cost-effective alternative to hotels. It provides business travelers with fully equipped apartments or homes for comfort, convenience, and a more residential experience.
Loss Damage Waiver (LDW)
A Loss Damage Waiver (LDW) is an optional rental car coverage that relieves renters from financial responsibility for theft, loss, or damage to the vehicle. It is not insurance but a waiver provided by the rental company, covering repair costs up to certain limits.
Lost Baggage Compensation
Lost baggage compensation refers to the financial reimbursement or coverage provided to travelers when their checked luggage is lost, delayed, or permanently missing. Airlines, travel insurance providers, or corporate travel policies may offer payouts, replacement funds, or reimbursements for essential items.
Low-Cost Carrier (LCC) or Low-Cost Airline
A Low-Cost Carrier (LCC) or Low-Cost Airline is an airline that offers budget-friendly fares by minimizing operational costs and providing basic, no-frills services. These airlines typically charge extra for add-ons like checked baggage, seat selection, and in-flight meals, making them a cost-effective option for business and leisure travelers.
Lowest Logical Fare (LLF)
Lowest Logical Fare (LLF) refers to the most cost-effective airfare that aligns with a company’s travel policy, trip requirements, and reasonable booking conditions. It ensures businesses save money while allowing travelers to select convenient and practical flight options based on routing, timing, and fare rules.
Loyalty Program
A loyalty program is a rewards system offered by airlines, hotels, and travel providers to encourage repeat business by offering points, miles, or perks for frequent travelers. These programs help corporate travelers save on future bookings, earn upgrades, and access exclusive benefits like priority boarding and lounge access.
Loyalty Program Status Matching
Loyalty Program Status Matching allows travelers to transfer their elite status from one airline, hotel, or car rental loyalty program to another, gaining similar benefits without meeting new qualification requirements. This helps corporate travelers enjoy premium perks like upgrades, lounge access, and priority services across multiple providers.
Luxury Business Travel
Luxury business travel refers to premium corporate travel experiences that include first-class flights, five-star hotels, private transfers, and exclusive services. It is designed for executives, VIPs, and high-value employees who require comfort, efficiency, and personalized amenities during work trips.
Machine Learning
Machine learning (ML) is an AI-driven technology that enables systems to learn from data and improve over time without explicit programming. In corporate travel, ML is used for predictive analytics, fraud detection, personalized recommendations, and automated expense management to enhance efficiency and cost savings.
Managed Travel
Managed travel refers to a structured approach to corporate travel where companies enforce policies, use approved vendors, and leverage technology to optimize bookings, expenses, and compliance. It ensures cost control, duty of care, and streamlined travel experiences for employees.
Managed Travel Program
A managed travel program is a structured system where companies centralize corporate travel bookings, enforce policies, and optimize costs through technology and vendor partnerships. It ensures efficiency, compliance, and duty of care while providing employees with seamless travel experiences.
Materiality
Materiality in corporate travel and expense refers to the significance of a financial transaction or policy violation in relation to a company's overall budget and compliance standards. It helps businesses determine which expenses or discrepancies require attention based on their financial impact.
Metal
In corporate travel, Metal is a term used to refer to the actual airline operating a flight, regardless of which airline sells the ticket. It is important in codeshare agreements and loyalty programs, where a ticket may be booked through one airline but flown on another.
Mid-Office Travel System
A Mid-Office Travel System is a software solution that automates the processing of travel bookings between front-office sales and back-office accounting. It handles ticketing, quality control, policy compliance, and reporting, ensuring seamless corporate travel management.
Mileage Allowance
Mileage Allowance is a reimbursement provided by companies to employees for business-related travel using their personal vehicle. It covers fuel, maintenance, insurance, and depreciation costs based on a set per-mile or per-kilometer rate.
Mileage Reimbursement
Mileage reimbursement is a payment made by employers to employees for using their personal vehicle for business travel. It is typically calculated based on a per-mile or per-kilometer rate set by the company or government regulations.
Mileage Run
A mileage run is a strategic trip taken by frequent travelers to earn airline miles or elite status without a specific destination goal. It often involves booking low-cost flights with maximum miles earned to maintain or reach a loyalty program tier.
Minimum Connect Time (Mct)
Minimum Connect Time (MCT) is the shortest allowable time between two connecting flights at an airport to ensure passengers and baggage transfer successfully. Airlines and airports set MCT standards to reduce the risk of missed connections and operational delays.
Mission-Critical Travel
Mission-Critical Travel refers to essential business trips that directly impact company operations, revenue, or strategic objectives. These trips are prioritized even during budget cuts, travel restrictions, or emergencies.
Mixed Payment Method
A Mixed Payment Method allows travelers to pay for business-related expenses using multiple payment sources, such as a combination of corporate cards, personal cards, travel credits, or reimbursements. It offers flexibility in managing corporate travel and expense transactions.
Mobile Boarding Pass
A Mobile Boarding Pass is a digital version of a flight boarding pass that passengers can access on their smartphones via an airline app, email, or wallet application. It streamlines check-in, security screening, and boarding while reducing the need for printed tickets.
Mobile Expense Reporting
Mobile Expense Reporting allows business travelers to track, submit, and manage expenses directly from a smartphone app. It streamlines expense management by enabling real-time receipt uploads, automated categorization, and policy compliance checks.
Modified Per Diem Rates
Modified Per Diem Rates are customized daily allowances for business travel expenses, adjusted from standard government or corporate per diem rates. Companies use them to align with travel budgets, regional costs, or employee-specific requirements.
Multi-Carrier Support
Multi-Carrier Support refers to the ability of a travel booking platform or expense management system to work with multiple airlines, rail operators, or other transport providers. It allows corporate travelers to compare fares, select the best routes, and optimize travel costs.
Multi-City Flight
A multi-city flight allows travelers to book multiple destinations in a single itinerary instead of a round-trip or one-way ticket. It is ideal for business travelers who need to visit multiple locations efficiently without booking separate tickets.
Negative Expense
A negative expense occurs when a company receives a refund, rebate, or credit that offsets a previous travel or expense transaction. In corporate travel, this can result from ticket refunds, vendor rebates, or incorrect charges being reversed.
Negotiated Airline Fares
Negotiated airline fares are discounted airfares that companies or travel management companies (TMCs) secure through agreements with airlines. These special rates help businesses save on travel costs, ensure fare stability, and provide added benefits like flexible booking and priority seating.
Negotiated Hotel Rates
Negotiated hotel rates are discounted room rates that companies or travel management companies (TMCs) secure through agreements with hotels. These rates provide cost savings, added perks, and flexible cancellation policies for corporate travelers.
Net Fare
Net fare is the base cost of an airline ticket before taxes, surcharges, and commissions are added. It is often used in corporate travel and by travel agencies to calculate final ticket prices while maintaining pricing flexibility.
Net Fare, Net Rate
Net fare refers to the base price of an airline ticket before taxes, commissions, and additional fees, commonly used in corporate and agency bookings. Net rate is a broader term applied to hotels, car rentals, and other travel services, indicating the wholesale price before markups.
Net Promoter Score (Nps)
Net Promoter Score (NPS) is a customer loyalty metric that measures how likely customers are to recommend a company’s product or service. It is based on a scale from 0 to 10, categorizing customers into Promoters, Passives, and Detractors.
New Distribution Capability (Ndc)
New Distribution Capability (NDC) is an airline industry standard developed by IATA to enhance communication between airlines and travel sellers through modern, XML-based APIs. It allows airlines to offer personalized fares, ancillary services, and real-time pricing directly to travel buyers.
Next Generation Storefront (Ngs)
Next Generation Storefront (NGS) is a new airline retailing standard that enhances fare transparency by displaying flights in a structured, easy-to-compare format. It enables corporate travelers to evaluate seat types, amenities, and pricing options more effectively across different airlines.
Nightly Hotel Tax
Nightly Hotel Tax is a mandatory charge imposed by local governments on hotel stays, usually calculated as a percentage of the room rate or a fixed fee per night. This tax varies by location and may be included in the hotel bill or added as a separate charge.
No-Frills Airline
A no-frills airline is a low-cost carrier that offers basic air travel without additional services like free meals, checked baggage, or seat selection. These airlines prioritize affordability by minimizing operational costs and charging extra for add-ons.
No-Show Fee
A no-show fee is a penalty charged when a traveler fails to cancel or show up for a booked flight, hotel stay, or rental car reservation. This fee helps travel providers recover lost revenue from unused bookings.
Nomadic Employee Policy
A nomadic employee policy is a corporate travel and expense guideline designed for employees who work remotely while frequently traveling. It outlines reimbursement rules, accommodation preferences, per diem allowances, and compliance requirements for digital nomads.
Non-Compliance Penalty
A non-compliance penalty is a financial or disciplinary consequence imposed on employees or vendors who fail to follow a company’s travel and expense policies. These penalties help enforce corporate guidelines, prevent overspending, and ensure policy adherence.
Non-Last Room Availability (Nlra)
Non-Last Room Availability (NLRA) is a hotel contract condition where corporate rates are not guaranteed for the last available rooms. This means a company’s negotiated rate may not apply if the hotel is nearly full.
Non-Refundable Ticket
A non-refundable ticket is an airline fare that cannot be canceled for a full refund once purchased. While usually cheaper than refundable fares, changes or cancellations may incur hefty fees or result in loss of the ticket’s value.
Non-Reimbursable Expense
A non-reimbursable expense is a cost incurred by an employee during business travel that is not eligible for reimbursement under company policy. These typically include personal purchases, luxury upgrades, or expenses outside approved guidelines.
Non-Rev (Non-Revenue Passenger)
A Non-Rev (Non-Revenue Passenger) refers to an airline employee, their family, or eligible travelers flying on a deeply discounted or free standby ticket. These passengers do not generate revenue for the airline and can only board if seats are available.
O&D (Origin and Destination)
O&D (Origin and Destination) refers to the complete journey a traveler takes, from the starting point (origin) to the final endpoint (destination), regardless of layovers or connections. Airlines and corporate travel managers use O&D data to analyze travel patterns, pricing, and route efficiency.
Occupancy Rate
Occupancy rate is the percentage of available rooms in a hotel or lodging facility that are occupied over a specific period. It is a key metric in corporate travel and hospitality management, helping businesses assess demand, pricing, and revenue performance.
Off-Peak Travel
Off-peak travel refers to traveling during times of lower demand, typically outside of holidays, weekends, or rush hours. Business travelers and companies can take advantage of lower prices, better availability, and a more relaxed travel experience by booking trips during off-peak periods.
Offline Booking
Offline booking refers to booking travel arrangements manually through phone calls, emails, or in-person interactions rather than using an online booking tool. Many corporate travelers and travel managers rely on offline booking for complex itineraries, special requests, or when online systems are unavailable.
Offline Connection
An offline connection occurs when a traveler switches between two flights that are operated by different airlines and requires rechecking baggage. This type of layover often involves exiting security, collecting luggage, and rechecking for the next flight.
Offsetting Business Travel Emissions
Offsetting business travel emissions refers to compensating for the carbon footprint of corporate travel by investing in environmental projects such as reforestation or renewable energy. Companies use carbon offset programs to balance emissions from flights, hotels, and transportation.
Offsite
An offsite refers to a business meeting, workshop, or event held outside the company's main office to encourage collaboration, creativity, and strategic planning. Offsites can take place at hotels, conference centers, or retreat locations for team-building and productivity.
One-Way Car Rental
A one-way car rental allows travelers to pick up a rental vehicle at one location and drop it off at another, rather than returning it to the original rental point. This is commonly used for business trips, relocations, or road trips that don’t require a round-trip journey.
Online Booking Tool
An Online Booking Tool (OBT) is a digital platform that allows businesses to book, manage, and track corporate travel while ensuring policy compliance and cost control. OBTs integrate with travel suppliers, expense systems, and company policies to streamline travel bookings for employees.
Online Check-In
Online check-in allows travelers to complete the check-in process for flights, hotels, or other travel services via a website or mobile app before arrival. It helps save time by enabling seat selection, baggage check, and digital boarding pass generation.
Online Travel Agency
An Online Travel Agency (OTA) is a digital platform that allows travelers to book flights, hotels, car rentals, and vacation packages online. OTAs provide price comparisons, customer reviews, and exclusive deals, making travel planning more accessible and convenient.
Onward Ticket Requirement
An Onward Ticket Requirement is a rule enforced by many countries, requiring travelers to show proof of a return or onward journey before entry. This ensures that visitors do not overstay their visa or enter a country without a clear departure plan.
Open Jaw Flight
An Open Jaw Flight is a type of airline ticket where a traveler flies into one city and departs from another, without a return flight from the original destination. It is commonly used for multi-city business trips, conferences, or extended travel itineraries.
Open Jaw Ticket
An Open Jaw Ticket is a flight booking where the traveler flies into one city and departs from another, without a return leg to the original destination. It is useful for business travelers and frequent flyers who need flexible, multi-city itineraries.
Operating Expense
An Operating Expense (OPEX) refers to the day-to-day costs a business incurs to maintain operations, such as travel, salaries, rent, and utilities. In corporate travel, OPEX includes airfare, hotel stays, meals, transportation, and other travel-related expenses necessary for business activities.
Operational Travel Costs
Operational Travel Costs refer to the expenses incurred by a business for employee travel that supports daily operations, such as client meetings, site visits, and conferences. These costs include airfare, hotel stays, transportation, meals, and other travel-related expenses necessary for business activities.
Out-Of-Pocket Expense
An out-of-pocket expense refers to any cost that an employee pays upfront for business-related travel or work activities, later seeking reimbursement. These expenses include meals, transportation, lodging, and other incidental costs not covered directly by the employer.
Overbooking Compensation
Overbooking compensation is a reimbursement or benefit provided to passengers when an airline, hotel, or travel provider sells more seats or rooms than available, leading to denied service. Compensation may include cash refunds, travel vouchers, upgrades, or alternative accommodations.
P-Card (Procurement Card, Purchase Card)
A P-Card (Procurement Card or Purchase Card) is a company-issued credit card used for business-related purchases, such as travel expenses and office supplies. It streamlines expense tracking, reduces reimbursement processes, and enhances spending control.
Passenger Facility Charge
A Passenger Facility Charge (PFC) is a U.S. airport fee collected by airlines from passengers to fund infrastructure improvements, safety upgrades, and capacity expansions. It is capped at $4.50 per flight segment and remitted directly to airports.
Passenger Name Record
A Passenger Name Record (PNR) is a unique digital record created when a traveler books a flight, containing essential details like passenger information, itinerary, and payment details. Airlines and travel agencies use PNRs for ticketing, security screening, and customer service.
Passport Control
Passport control is an immigration checkpoint where travelers present passports, visas, and other documents to verify their eligibility to enter or exit a country. It ensures compliance with border regulations and enhances national security.
Peak Season Pricing
Peak season pricing refers to higher costs for flights, hotels, and travel services during periods of high demand, such as holidays, school vacations, and major events. Prices increase due to limited availability and increased traveler demand.
Peak Travel Times
Peak travel times are periods of high demand when airfares, hotel rates, and congestion at airports and transportation hubs increase, typically during holidays, weekends, and rush hours.
Penalty Fee For Changes
A penalty fee for changes is a charge applied by airlines, hotels, or travel providers when a confirmed booking is modified. Fees vary based on fare type, timing, and provider policies.
Per Diem
A per diem is a fixed daily allowance provided to employees for travel-related expenses, such as meals, lodging, and incidentals, simplifying expense management and ensuring compliance with corporate travel policies.
Per Diem Allowance
A per diem allowance is a fixed daily sum given to employees for travel-related expenses such as meals, lodging, and incidentals, simplifying reimbursement and reducing the need for detailed expense reporting.
Personal Effects Coverage
Personal effects coverage is an insurance policy that reimburses travelers for lost, stolen, or damaged personal belongings during a trip, commonly included in travel insurance or corporate travel plans.
Personal Expense
A personal expense is a cost incurred by an employee that is not related to business travel or work activities, such as shopping, entertainment, or personal meals, and is generally not reimbursable.
Personal Travel
Personal travel refers to trips taken for leisure, vacation, or non-business purposes. These trips are the responsibility of the traveler and are not reimbursed by the employer.
Personal Vs. Business Expense
Personal expenses are costs incurred for non-work-related activities and are not reimbursed. Business expenses are approved costs directly related to work, such as flights, hotels, and meals during corporate travel.
Petty Cash
Petty cash is a small company fund used for minor business expenses, such as office supplies, transportation, or emergency costs. It is tracked in financial accounts to ensure proper usage.
Phonetic Alphabet
The phonetic alphabet is a standardized system of words used to represent letters verbally, reducing confusion in communication over phone or radio. It is widely used in aviation, travel, and corporate operations.
Physical Corporate Card
A physical corporate card is a company-issued payment card for authorized business expenses like travel, meals, and office supplies. It streamlines expense tracking, reduces reimbursements, and enforces spending policies.
Pitch
In corporate travel, pitch refers to the distance between a seat and the one in front of it. A larger seat pitch provides more legroom, improving comfort and productivity on long-haul flights.
Point-To-Point
A point-to-point flight is a direct route between two cities without layovers or connections. This model is commonly used by low-cost carriers to reduce travel time and operational costs.
Points
Points are rewards earned in airline, hotel, and travel loyalty programs, redeemable for flights, hotel stays, upgrades, or other travel benefits. Business travelers accumulate points to help reduce future corporate travel costs.
Policy Compliance
Policy compliance refers to how well employees follow corporate travel and expense policies when booking flights, hotels, and submitting expenses. Ensuring compliance helps businesses control costs, protect employees, and optimize travel budgets.
Policy Compliance Monitoring
Policy compliance monitoring is the process of tracking and enforcing corporate travel and expense policies to ensure employees follow company guidelines. It uses automated tools, audits, and reporting systems to detect violations, reduce costs, and maintain travel efficiency.
Post-Trip Expense Report
A post-trip expense report is a detailed record of all business travel expenses submitted by an employee after a trip, including receipts, mileage, per diem claims, and policy compliance details to facilitate reimbursements and financial tracking.
Pre-Trip Approval Process
The pre-trip approval process is a structured workflow where employees seek managerial or finance team approval before booking business travel, ensuring policy compliance, cost control, and alignment with corporate travel budgets.
Preferred Supplier
A preferred supplier is a travel vendor—such as an airline, hotel chain, or car rental company—that a business has an agreement with for discounted rates and priority service, helping reduce costs and streamline corporate travel.
Preferred Vendor List
A preferred vendor list is a curated selection of approved suppliers that a company has negotiated contracts with for better pricing, service, and compliance, helping streamline corporate travel bookings.
Premium Location Charge
A Premium Location Charge (PLC) is an additional fee applied by car rental companies for vehicle pickups or drop-offs at high-demand locations like airports, city centers, or train stations.
Prepaid Expense
A prepaid expense is a business cost paid in advance for goods or services to be received in the future, such as flights, hotel bookings, or conference fees.
Prepaid Hotel Booking
A prepaid hotel booking is a reservation that requires full payment upfront, often at a discounted rate, with strict cancellation or modification policies.
Priority Boarding
Priority boarding is a service allowing passengers to board before general boarding, providing early access to overhead storage and a smoother travel experience.
Priority Pass
Priority Pass is a global airport lounge membership program offering access to over 1,300 lounges worldwide, with amenities like Wi-Fi, food, drinks, and quiet workspaces.
Pro Forma Invoice
A Pro Forma Invoice is a preliminary invoice sent before a transaction is finalized, outlining estimated costs, terms, and product or service details.
Procurement
Procurement is the process of sourcing, acquiring, and managing goods and services for a business, including vendor selection, contract negotiation, and cost control.
Pseudo City Code
A Pseudo City Code (PCC) is a unique identifier for travel agencies or corporate travel departments within a Global Distribution System, used to manage bookings and access negotiated travel rates.
Rack Rate
The Rack Rate is the standard, undiscounted price for a hotel room before any promotions, corporate rates, or negotiated discounts are applied. It serves as the base price that hotels publicly advertise but is rarely paid by most travelers.
Real-Time Reporting
Real-time reporting is the process of tracking, analyzing, and presenting data instantly as events occur, enabling faster decision-making in corporate travel and expense management.
Rebooking Fee
A rebooking fee is a charge imposed by airlines, hotels, or travel providers when a traveler modifies an existing reservation, covering administrative costs and fare differences.
Receipt Management
Receipt management is the process of collecting, organizing, and storing receipts for expense tracking and reimbursement, often using digital and AI-powered solutions for efficiency and compliance.
Reconciliation
Reconciliation is the process of matching and verifying financial records, such as expense reports, invoices, and payments, to ensure accuracy and compliance in corporate travel and finance.
Record Locator
A Record Locator is a unique alphanumeric code assigned to a flight reservation, helping travelers and airlines quickly retrieve booking details. It is also called a Passenger Name Record (PNR).
Recurring Expense
A recurring expense is a regularly occurring cost that businesses or individuals incur at fixed intervals, such as monthly, quarterly, or annually, including travel-related subscriptions and allowances.
Red-Eye Flight
A red-eye flight is an overnight flight departing late in the evening and arriving the next morning, allowing travelers to maximize daytime hours and save on travel time.
Refund Processing Time
Refund processing time refers to the duration it takes for a travel provider to return a refunded amount to the traveler’s payment method, varying by policy and payment method.
Refundable Ticket
A refundable ticket is a flight ticket that allows travelers to cancel their booking and receive a full or partial refund, offering flexibility at a higher fare.
Regional Business Travel Policy
A Regional Business Travel Policy is a set of corporate travel guidelines tailored to specific geographic regions to ensure compliance, cost control, and traveler safety.
Regional Hotel Chain
A Regional Hotel Chain is a group of hotels operating within a specific geographic area, offering consistent service and accommodations tailored to local business and leisure travelers.
Reimbursable Expense
A Reimbursable Expense is a business-related cost incurred by an employee that is eligible for repayment by the company, typically covering travel, lodging, meals, and other work-related expenditures.
Reimbursement
Reimbursement is the process of repaying employees, clients, or business partners for out-of-pocket expenses incurred on behalf of a company, typically including travel, meals, lodging, and other work-related costs.
Rental Car Insurance
Rental car insurance provides financial protection for renters in case of accidents, theft, or damage to the rented vehicle, with coverage options like collision damage, liability, and personal accident protection.
Restricted Airline Fares
Restricted airline fares are discounted flight tickets with limitations such as no refunds, change fees, or specific travel date requirements, often used to save on airfare costs.
Return Flight
A return flight is a round-trip ticket including both an outbound and a return journey to the original departure location, often booked for lower fares and travel flexibility.
Return On Investment (Roi)
Return on Investment (ROI) is a financial metric that measures the profitability of an investment by comparing net gain to initial cost, helping businesses assess the value of travel expenses.
Ridesharing Reimbursement
Ridesharing reimbursement is the process of reimbursing employees for business-related travel expenses incurred using rideshare services like Uber, Lyft, or Bolt, following company policies.
Room Block For Events
A room block for events is a group of hotel rooms reserved at a discounted rate for attendees of a specific event, ensuring availability, cost savings, and convenience.
Round-The-World (Rtw) Tickets
A Round-the-World (RTW) ticket is a special airfare that allows travelers to visit multiple destinations across different continents using a single airline alliance or ticketing system, offering flexibility and cost savings.
Round-Trip Ticket
A round-trip ticket is an airline booking that includes both an outbound flight to a destination and a return flight to the original departure location, offering convenience and cost savings.
Same-Day Change
A same-day change allows travelers to modify their flight to an earlier or later departure on the same day of travel, typically for a fee or at no cost depending on the airline's policy and fare class. This feature provides flexibility for business travelers with unpredictable schedules.
Satellite Office Travel Policy
A Satellite Office Travel Policy sets the rules and reimbursement guidelines for employee travel between headquarters and satellite offices, ensuring cost control and compliance.
Seasonal Fare Adjustments
Seasonal Fare Adjustments are changes in travel prices based on demand, peak seasons, and market trends, where providers raise fares during high-demand periods and lower them during slower seasons.
Seat Assignment
Seat assignment is the process of selecting or being allocated a specific seat on a flight, with some airlines offering free selection and others charging for preferred seating like extra legroom or window seats.
Seat Pitch
Seat pitch is the distance between one seat and the seat in front of it, typically measured in inches, with greater seat pitch providing more comfort and legroom.
Seat Upgrade
A seat upgrade is an enhancement to a higher-class seat, such as from economy to business class, offering more comfort, legroom, and premium amenities.
Seat Upgrade Policy
A Seat Upgrade Policy defines the rules and conditions under which employees can upgrade their airline seats during corporate travel, balancing comfort with company budgets.
Seat Width
Seat width refers to the measurement of an airline seat from armrest to armrest, determining the personal space available to passengers and affecting overall comfort.
Security Checkpoint
A security checkpoint is an airport-controlled screening area where passengers and luggage are inspected before entering the secure zone, ensuring compliance with safety regulations.
Security Checkpoint Wait Time
Security checkpoint wait time refers to the duration a traveler spends in line before completing airport security screening, influenced by traffic, staffing, and screening protocols.
Segment
A segment in travel refers to a single leg of a journey between two points, such as a non-stop flight or train ride, commonly used for pricing and policy tracking in corporate travel.
Self-Booking Tool
A Self-Booking Tool (SBT) is an online platform that allows travelers to book flights, hotels, and other travel services while enforcing corporate policies and enabling cost control.
Service Fee In Travel
A Service Fee in Travel is a charge applied by travel providers for booking, modifying, or canceling travel services, covering administrative costs and expertise.
Shoulder Season
Shoulder Season is the transitional period between peak and off-peak travel times, offering lower prices, fewer crowds, and favorable travel conditions.
Shuttle Service
Shuttle Service is scheduled transportation connecting key locations like airports, hotels, and business districts, offering cost-effective and convenient travel.
Siti, Sito, Soti, And Soto Tickets
SITI, SITO, SOTI, and SOTO are airline ticket classifications indicating where a ticket is sold and issued, affecting pricing, taxes, and fare rules.
Skycap
A Skycap is an airport porter who assists passengers with luggage, check-in, and terminal navigation, often working for tips.
Smart Card
A Smart Card is a plastic card with a microchip that securely stores and processes data for authentication, payment, or access control.
Spend Analysis
Spend Analysis is the process of collecting, categorizing, and analyzing corporate travel and expense data to identify cost-saving opportunities and improve spending efficiency.
Spend Control
Spend Control refers to the process of monitoring, managing, and regulating corporate travel and expense (T&E) spending to ensure compliance with budget policies.
Spend Cube
A Spend Cube is a multidimensional data analysis tool used in spend analysis to categorize and visualize company expenses across suppliers, departments, and expense types.
Spend Forecasting
Spend Forecasting is the process of predicting future expenses based on historical data, market trends, and business needs.
Spend Management
Spend Management is the process of tracking, analyzing, and optimizing company expenditures to maximize cost efficiency and ensure compliance with financial policies.
Spend Visibility
Spend Visibility is the ability to track, analyze, and understand company expenditures in real time across various categories, including corporate travel and expenses.
Spending Cap On Travel
A Spending Cap on Travel is a predefined limit set by companies to control employee travel expenses and prevent budget overruns.
Split Payment
A Split Payment allows travelers to divide a single transaction between multiple payment methods, such as a corporate card and a personal card.
Split Ticketing
Split Ticketing is a travel booking strategy where a journey is broken into multiple tickets instead of a single continuous fare to save costs or bypass fare restrictions.
Standby Passenger
A standby passenger is a traveler without a confirmed seat who waits for an available spot due to last-minute changes, cancellations, or flexible ticket options.
Stopover
A stopover is a layover lasting over 24 hours internationally or over 4 hours domestically, allowing travelers to rest, attend meetings, or explore a connecting city before reaching the final destination.
Stopover Paid By Carrier (Stpc)
A Stopover Paid by Carrier (STPC) is a service where an airline covers accommodation, meals, or transfers for passengers with long stopovers, enhancing the travel experience on eligible routes or ticket types.
Subscription-Based Expense
A Subscription-Based Expense is a recurring business cost for services or software billed periodically, commonly used for corporate travel tools, SaaS platforms, and airline lounge memberships.
Sundry Expenses
Sundry expenses are minor, miscellaneous business costs not classified under major expense categories, commonly including snacks, tips, parking fees, or small travel-related charges.
Supplier Negotiation For Travel
Supplier negotiation for travel is the process where businesses secure better rates, terms, and service levels with airlines, hotels, car rental companies, and other travel vendors to optimize corporate travel costs and benefits.
T&E (Travel and Expense)
T&E (Travel and Expense) refers to the costs incurred by employees for business-related travel, including transportation, lodging, meals, and other reimbursable expenses. Companies manage T&E through expense policies, approval workflows, and digital tools to control costs and ensure compliance.
Tax Compliance
Tax compliance refers to the adherence to tax laws, regulations, and reporting requirements set by government authorities.
Tax Reclaim On Travel
Tax reclaim on travel refers to the process of recovering taxes paid on business-related travel expenses, such as VAT, GST, or other refundable taxes on flights, hotels, and transportation.
Through Passenger
A through passenger is a traveler who remains on the same aircraft or within a transit area while continuing to their final destination, without needing to recheck baggage or clear immigration at layover points.
Ticket Change Fee
A ticket change fee is a charge imposed by airlines when travelers modify their flight details, such as date, time, or destination, after booking.
Ticket Deposit Receipt (Tdr)
A Ticket Deposit Receipt (TDR) is a document issued when a traveler cancels or modifies a refundable airline ticket, providing proof of funds held by the airline.
Ticketing Agreement
A Ticketing Agreement is a formal contract between airlines, travel agencies, or corporate travel programs that outlines the terms for issuing and managing tickets.
Tmc (Travel Management Company)
A Travel Management Company (TMC) is a professional service provider that helps businesses manage corporate travel, offering booking solutions, policy compliance, expense tracking, and cost optimization.
Transportation Security Administration (Tsa)
The Transportation Security Administration (TSA) is a U.S. government agency responsible for security screening at airports and ensuring the safety of air travel.
Travel Advisory
A Travel Advisory is an official notice issued by governments or organizations to inform travelers about safety risks, health concerns, or travel restrictions in specific destinations.
Travel Agency
A Travel Agency is a business that arranges and sells travel services, such as flights, hotels, car rentals, and tour packages, on behalf of suppliers.
Travel Agent
A Travel Agent is a professional who assists individuals and businesses in planning, booking, and managing travel arrangements, including flights, hotels, car rentals, and tours.
Travel Booking
Travel Booking is the process of reserving flights, hotels, car rentals, and other travel-related services for business or leisure trips.
Travel Compliance Audit
A Travel Compliance Audit is a systematic review of corporate travel expenses, bookings, and policies to ensure adherence to company guidelines and regulatory requirements.
Travel Expense Management (Tem)
Travel Expense Management (TEM) refers to the process of tracking, controlling, and reimbursing business travel expenses to ensure compliance with corporate policies.
Travel Expense Policy
A Travel Expense Policy is a set of company guidelines that define allowable business travel expenses, reimbursement procedures, and spending limits.
Travel Expenses
Travel expenses are costs incurred by employees or businesses for work-related travel, including transportation, lodging, meals, and incidental expenses.
Travel Insurance
Travel insurance is a policy that provides financial protection against unexpected travel-related risks, such as trip cancellations, medical emergencies, lost luggage, or flight delays.
Travel Itinerary
A travel itinerary is a structured plan outlining the details of a trip, including flights, hotel bookings, meetings, transportation, and activities.
Travel Management Software
A Travel Management Software (TMS) or Travel Management System is a digital platform that streamlines corporate travel booking, expense tracking, policy compliance, and reporting.
Travel Manager
A Travel Manager is a professional responsible for overseeing a company's corporate travel program, ensuring cost-effective travel bookings, policy compliance, and traveler safety.
Travel Mode Optimization
Travel Mode Optimization is the process of selecting the most efficient and cost-effective transportation method for business trips based on factors like distance, budget, time constraints, and environmental impact.
Travel Per Diem
Travel Per Diem is a daily allowance provided to employees for expenses such as meals, lodging, and incidental costs during business travel.
Travel Policy
A Travel Policy is a set of company guidelines that govern business travel, outlining rules for bookings, expenses, reimbursements, and compliance.
Travel Policy Compliance
Travel Policy Compliance refers to the adherence of employees to a company’s travel guidelines, ensuring that bookings, expenses, and reimbursements follow predefined corporate rules.
Travel Program
A Travel Program is a structured corporate strategy that manages business travel, including bookings, policies, preferred vendors, and expense management.
Travel Risk Management
Travel Risk Management (TRM) is a proactive strategy that helps companies identify, assess, and mitigate risks associated with business travel.
Travel Services
Travel Services encompass offerings that facilitate trip planning, booking, and management for corporate and leisure travelers, including flights, hotels, car rentals, and insurance.
Travel Voucher
A travel voucher is a prepaid credit or electronic document issued by airlines, hotels, or travel agencies to be used for future travel expenses, often as compensation or incentives.
Trip Approval Workflow
A trip approval workflow is a structured process for reviewing and approving employee travel requests before booking, ensuring policy compliance, budget control, and cost optimization.
Trip Cancellation Insurance
Trip cancellation insurance reimburses non-refundable travel expenses if a trip is canceled due to covered reasons like illness, emergencies, or unforeseen disruptions.
Trip Disruption Coverage
Trip disruption coverage reimburses travelers for unexpected costs due to interruptions like flight delays, cancellations, missed connections, or natural disasters.
Trip Interruption Insurance
Trip interruption insurance reimburses travelers for unexpected costs if a trip is cut short due to emergencies like illness, natural disasters, or airline strikes.
U.S. Customs and Border Protection (CBP)
U.S. Customs and Border Protection (CBP) is the federal agency responsible for securing U.S. borders, regulating international trade, and processing travelers entering the country. CBP enforces immigration laws, collects duties, and facilitates lawful travel and trade at airports, seaports, and land borders.
Vacation vs. Business Travel Expense
Vacation vs. Business Travel Expense refers to the distinction between personal and work-related travel costs, where only business-related expenses (flights, hotels, meals, and transport) are reimbursable, while personal expenses (sightseeing, leisure activities) are not.
Wage Garnishment for Travel Advances
Wage garnishment for travel advances occurs when an employer deducts money from an employee’s paycheck to recover unpaid or misused corporate travel advances. This process ensures compliance with company policies and financial accountability.
Z-Class Airline Fare
Z-Class airline fare refers to a specific booking class in airline ticketing, typically reserved for discounted or promotional business or first-class seats. It often offers flexibility in ticket changes and cancellations but may come with certain restrictions or limited availability.