The party's over?!

Business travel is not for the fainthearted. With heightened security, packed planes with germ-laden recirculated air and no meals, weather and traffic delays, and leaner companies trying to control travel costs to meet profit margins, "it's just not as much fun as you think," said Marilynn T. Mobley, senior vice president with Edelman, a global public relations firm.

If you think that a business trip is your chance to get away from the boss, cut loose and go a little wild, think again. Aside from the ethical prohibitions and the threat of losing your job, you may be too tired.

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Mobley, who has been traveling for business for 28 years, described her trip to give a 1:30 p.m. speech in Chicago on Aug. 10, the day the British uncovered a terrorist plot involving flights to the United States.

"When I heard the news, I checked out the TSA [Transport Security Administration] site to see about new travel regulations, and I got to the Atlanta airport way ahead of schedule -- and waited, like everyone else," she said.

By the time she got through Hartsfield-Jackson International Airport, navigated Chicago traffic and then made the trip in reverse, she had spent 21 hours traveling to give a one-hour speech. "It was no picnic, but I never lost my cool. I kept telling myself it wasn't so bad. At least I wasn't traveling with a toddler!

"Business travel is all about attitude and can be enjoyable. I look at it as an opportunity to be by myself and think. I read things I don't normally read and get some great ideas. If there's downtime in the evenings, I might see a little of the city or catch up with an old friend who lives there.

"Travel is a chance to learn something new, but it helps to know the rules."

Know before you go

"Most companies have a written policy on travel expenses -- what you can charge and not charge -- and many large companies have a policy on conduct as well," said Gary Wheeler, principal with Human Resource Business Partner Consultant. "Just because you're not in the office doesn't mean that you're not on the clock. If they're paying the bill, you're still representing the organization."

Before you book a flight or a hotel room, ask "what are the reasonable and customary expenses that the company allows," Wheeler advised. Ask your boss, the human resources department, the company comptroller or financial department, and your co-workers. Check the company intranet site for guidelines, and make sure you follow them.

"Corporate travel has become more difficult," said Peggy Newfield, president of Personal Best Inc. and the American School of Protocol, a leading consultant in business etiquette. "A major change is that most companies are no longer flying their employees first-class. Even people with six-figure incomes are in coach, with the exception of international flights and people who have frequent-flyer miles and can upgrade at no cost."

"Most companies also want you to find the most cost-efficient means of transportation to and from meetings and your lodging," Wheeler said. That might be MARTA in Atlanta, a cab in New York or a rental car in Des Moines.

Also know what the cost limit is on meals and whether room service (generally more expensive) is acceptable. When entertaining clients, choose restaurants where the most expensive item is within company limits. Does the company pay for dry cleaning or in-room movies? What are the charges for hotel phone calls or Internet connections? Is breakfast included? What's the policy on alcohol?

"The days of the three-martini lunch are long past in the States. Most companies have policies that disallow drinks at lunch. It cuts down on afternoon productivity," Newfield said. Her company offers seminars and videos to teach executives dining and social skills.

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Marilynn T. Mobley, senior vice president with Edelman, a global public relations firm, travels often for the company. She says the old image of business travelers carousing in other cities no longer seems accurate. "Business travel is all about attitude and can be enjoyable. I look at it as an opportunity to be by myself and think. . . . Travel is a chance to learn something new, but it helps to know the rules," she said.

"Indulging in alcohol at a business dinner is usually acceptable within reason. If you're planning on overindulging, run a separate tab. And dinner should include food, not just drinks," Wheeler said. "A dinner at a strip club might be cheaper than a nice restaurant, but that doesn't mean your company considers it a reasonable expense."

If you're traveling internationally, you really need to do your homework.

"Some companies provide etiquette training for international travel, but not all," Newfield said. "Our culture is very laid-back, slap-you-on-the-back, everyone on a first-name basis -- but that's not the way it is in the rest of the world."

She advises executives to contact the embassy in the city they are about to visit, to read books and to check the Internet for resources about the culture. Some recommendations include "Do's and Taboos Around the World" and "Do's and Taboos Around the World for Women in Business" by Roger Axtell and "Multicultural Manners: New Rules of Etiquette for a Changing Society" by Norine Dresser.

"You need to know the local traditions as well as the culture of your client's company. Business casual may be fine in the States but not in India or China. And sharing a beer at lunch may be standard business practice in Germany," Wheeler said. "Learn to use chopsticks. Don't expect air conditioning, smokeless environments or American cuisine. Broaden your horizons."

Have a 'nice' trip

If the company has provided a BlackBerry, laptop and cellphone, expect to stay in touch while you're away.

"It's polite and good business practice to leave out-of-the-office messages on your e-mail and voicemail boxes," Mobley said. "Someone could contact you for the first time, and his impression will be influenced by how fast you respond. If you can't return calls until the end of the day, put that in your message."

Be considerate of fellow travelers and business associates. When you're going through security checkpoints at the airport, "you know you have to remove your laptop from its case, so don't wait until the last minute to do it. And know exactly what you're allowed to take on board," Mobley said. "Don't wear bulky buckles and jewelry that will set off the sensors. Someone could miss a connection because you were inconsiderate and held up the line."

Cellphones are a great source of rudeness, Newfield said. "Don't drive while talking; you could be held liable for an accident. Mute them during business dinners and events, and, if you must take a call, excuse yourself and go outside. We don't need to know your business," she said.

Wear business attire. Like it or not, people form impressions based on how you look. "If you dress up, you're treated better, and, if you're young, you'll be taken more seriously," Mobley said.

Make meetings count

Ask about company policy and expense reporting before including your spouse on a business trip. If you want to sightsee, book it before the meeting or after business hours.

"If your company has planned an evening social function as part of a meeting, participate," Wheeler said.

"Be purposeful about attending conventions," Mobley said. "Know what you want to get out of it and map out the sessions you'll attend ahead of time."

Some companies expect employees who travel to report on what they've learned when they come back to the office, so that everyone gets a return on the investment, she said. "You don't want to be accused of boondoggling, because you skipped the session and went to the ballgame."

Expect to make new contacts, and take plenty of business cards with you, Wheeler said.

When it comes to conduct, keep all of your business relationships professional.

"People will always gossip about what happens on business trips. Most of it is exaggerated, so keep that in mind and use good judgment," Mobley said.

"If someone crosses the line, tell your co-worker that it is unwanted behavior. If it happens again, report it. There are stiff penalties today for sexual harassment, and companies know them," Wheeler said.

Wrap up the details

Send thank-you notes to hosts of business dinners, and follow up with new contacts. Fill out your expense report, including incidentals such as tips to valets, and turn in all your receipts.

"The company has to have a receipt for any payment over $25 for tax purposes, so keep everything," Wheeler said. "Make sure your account is not inflated. Honesty is the best policy."