Planning Your Trip

Plan your next business trip, and this time, travel by sea on a luxury ship. Like all business transactions, business travel by sea can generate wonderful results; however, careful planning is the key.

The first step is to advise BTO of the details of your business trip. Is your date flexible? Are you traveling for business or leisure? The next step is to contact your tax advisor to determine if your trip, by any means, is tax deductible. At that point we will supply your tax advisor with our Tax Packet to assist in researching the tax deductibility of business travel by ship. When you come to a decision with your tax advisor, we then place you in contact with one of our approved travel professionals to discuss travel alternatives. When you have made travel plans that are acceptable, we will review those plans. After we review your itinerary, your tax advisor can approve it.

Remember, Business Travel Only does not provide legal or tax advice. We do, however, provide you with all the information you'll need to discover the most luxurious way to travel on business, and also to determine whether traveling by sea is the best choice for you and your business.

Our Destinations

You may travel on business by ship anywhere in the world. If you are considering attending our seminars, they are only available in North America.

Why you need a Passport

You will need a valid passport in order to travel by sea. If the cruise stops outside of your home country for any reason, you will be required to have a valid form of identification. If you do not already have a valid passport, simply visit the U.S. Passport Application website at http://www.application-download/US/ For Canadian citizens, please visit http://www.ppt.gc.ca/

Booking airfare

If you must book airfare to reach the departing port of the ship, this expense is typically tax deductible. Most major airlines offer a Frequent Flyer Program to its customers. Many frequent business travelers find these programs to be very beneficial, since they allow passengers to collect frequent miles that can be exchanged for free travel, discounted travel or travel-related services. As useful as this beneficial program may be, it has raised a few eyebrows where business expenses and tax deductions are concerned.

Based on an announcement released February 20, 2005, "the IRS will not treat as taxable income an employee's personal use of frequent flyer miles and other promotional items received as the result of business travel". The agenda on this issue and other tax-related issues surrounding the personal use of the Frequent Flyer Program is still open and may see a different future.

We also suggest you discuss with your tax advisor the advantages of purchasing a 2-1 fare. Use the free ticket for your guest. You may be able to deduct the full fare you paid, less any tax on the free ticket.

For more information on this subject, please consult with your tax advisor.

Why we recommend travel insurance

BTO takes the risks of medical expenses while traveling quite seriously. While at sea the medical equipment and services are extremely limited. Ill passengers are transferred to land based facilities to receive greater attention and equipment than available aboard ship. In many cases you will prefer to be treated at home, and if ill, may not be able to be transported by commercial airlines. The cost of private transfer home could be $50,000-$150,000. Who would pay these costs? Unless you have purchased insurance in an amount sufficient to cover the cost, the expense rests upon you.

Travel insurance is as complex and as varied as any other form of insurance. You have many options to consider, based upon your concerns. The option is to purchase an additional endorsement, a business purpose cancellation endorsement. Expect a substantial addition premium and a deductible to apply. The option is cancel for any business reasons is available, at a substantial additional premium, and expect a deductible that might limit your recovery to 75-80% of your non-refundable expenses. If is important for you to determine if your medical/hospital insurance covers you when out of the U.S. Those using Medicare are unable to present claims arising out of travel out of the U.S. and you need to consider insurance, and in a sufficient amount to cover the extraordinary medical costs outside of the U.S. You may wish insurance in amount sufficient to return you to your home by private air carriers. In many cases travel insurance is excess insurance, meaning you must first present claims to your basic insurance companies.

Consider consulting with your individual insurance agent who will be familiar with the coverage you already purchase. Most business travelers find the coverage built into a travel policy for delays including baggage as insufficient to replace the clothing they will be required to purchase when the ship sails without their luggage. Note that when the airlines locates your baggage they will send it to the next port of call. Do not rely upon our travel agent for advice as to travel policies and options. You may speak to the insurance company prior to requesting coverage to determine your needs. In many cases, you must purchase a travel insurance policy within two weeks of making a deposit on a cruise, or lose certain benefits regarding prior conditions or options. While a loss of baggage results in the most inconvenience to a passenger, the greatest loss arises from not purchasing the higher limits of coverage, which never is of concern until a substantial medical claim occurs. Our advice is to consult with your insurance agent and purchase the travel insurance you require.