Role-Based Programme
RB1729

AI-Powered Travel & Expense Coordination

Smarter Booking Support, Policy Compliance & Expense Management

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Duration
8 Hours
Level
Basic
Delivery
Instructor-Led
Format
Workshop

Programme Objectives

  • Understand how AI can support Travel and Expense Coordination across planning, booking support, communication, expense review, and reporting.
  • Apply AI-assisted techniques for itinerary preparation, travel requests, policy interpretation, expense categorisation, and reimbursement coordination.
  • Use structured prompting to create travel plans, traveller communication, checklists, summaries, and exception reports.
  • Explore AI-supported approaches for analysing travel spend, identifying policy exceptions, tracking pending claims, and improving administrative efficiency.
  • Build practical travel and expense workflows while maintaining privacy, policy compliance, approval controls, accuracy, and human oversight.

Tools covered

Generative AI AssistantsAI Search & ResearchDocument AISpreadsheet & Data AnalysisCommunication AITravel Planning AIWorkflow Automation

Who should attend

  • Travel Coordinators
  • Travel Desk Executives
  • Expense Coordination Executives
  • Administration Executives
  • Administrative Assistants
  • Office Coordinators
  • Corporate Travel Professionals
  • Expense Management Professionals
  • Executive Assistants
  • Corporate Services Executives
  • Administration Managers
  • Finance Support Professionals
  • Travel & Expense Operations Professionals
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Basic understanding of corporate travel or expense coordination activities
  • Familiarity with travel requests, bookings, receipts, reimbursement, or expense policies is helpful
  • Basic computer, email, spreadsheet, and document-handling skills
  • No AI or programming knowledge required
  • No previous AI training required

TOC Modules

Concepts
  • Understanding Generative AI and its relevance to corporate travel and expense operations
  • Identifying AI applications across travel planning, communication, expense review, and reporting
  • Understanding AI assistance versus traveller, manager, Finance, and Administration responsibility
  • Recognising risks such as outdated travel information, incorrect calculations, and unsupported assumptions
Practical activities
  • Mapping a typical Travel & Expense workflow
  • Identifying repetitive coordination activities suitable for AI assistance
  • Comparing a manual travel or expense task with an AI-assisted approach

Scenarios

Business Travel Request to Completed Trip

Travel Request → Approval → AI-Assisted Itinerary → Traveller Communication → Booking Coordination → Travel Updates → Trip Completion

Participants use AI to convert an approved business travel requirement into a structured itinerary, prepare traveller communication, and coordinate key trip activities while validating live travel information through authorised sources.

Expense Claim to Management Insight

Expense Submission → AI-Assisted Categorisation → Policy Check → Missing Information → Employee Follow-Up → Approval Support → Spend Analysis → Management Report

Participants use AI to review sample expense information, identify incomplete or exception items, coordinate follow-up, and prepare a concise Travel & Expense performance summary.

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