A strategic guide to business travel ‘add-ons’ that are actually worth your budget
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Johannesburg – From early boarding to fluffy hotel robes, ancillary fees – those optional extras added to your base travel price – have become a cornerstone of the modern travel experience.
For airlines especially, ancillaries represent a massive revenue stream. These add-ons now account for billions in annual revenue globally, fundamentally reshaping how carriers price and package their services. What started as simple baggage fees has evolved into an entire ecosystem of upgrades, from seat selection to Wi-Fi access.
For business travel bookers this means navigating an increasingly complex landscape of choices (and hidden costs). And while some ancillaries genuinely enhance your journey, others simply drain your budget without delivering meaningful value. And left unchecked, these extras can make a significant dent in corporate travel spend – turning what seemed like a reasonable base fare into something far more expensive.
So, which extras should you say “yes please” to – and which should you simply smile, and swipe left on? Let’s break it down.
What Are Ancillary Fees, Really?
“Ancillaries are any charges outside the base price of a ticket or room. And they’re not going anywhere,” says Herman Heunes, GM of Corporate Traveller South Africa. “Some offer comfort and productivity, but others quietly overspend your budget.”
From choosing a seat to checking out of a hotel, you and your employees face endless offers for optional add-ons. A few hundred rands here and there might seem harmless, but across an organisation they can snowball into tens – or hundreds – of thousands in hidden costs annually.
Airlines: Holding the Title for Ancillary Kings
Gone are the days when a ticket came with all the perks. Today’s airlines – especially low-cost carriers that now account for 31% of global capacity – have embraced unbundled pricing. Some make up to 50% of their revenue from extras, and full-service carriers are following suit.
Common airline ancillaries include:
- Seat selection and extra legroom
- Flexi fare upgrades and change fees
- Checked baggage (sometimes carry-on)
- In-flight meals, drinks and Wi-Fi
- Priority boarding and fast-track access
- Lounge or shower access
- Bidding systems for upgrades
Heunes recommends bundled fare classes: “Business travellers should book tickets that already include essentials – luggage, meals, and flexibility. It’s often cheaper than adding services later.”
For long-haul or overnight trips, paying for premium economy – or even business class – can lead to more productive workers upon landing, potentially saving on hotel nights too.
Hotel Ancillaries: The Hidden Cost of Comfort
Hotel extras are equally pervasive, and often unexpected. You may find fees for:
- Early check-in or late check-out
- Wi-Fi and streaming access
- Valet or on-site parking
- Minibars and in-room dining
- Charges for guests, amenities, or cleaning fees in rentals
- Spa, gym, or workspace access
To reduce expenses, Heunes suggests partnering with a travel management company (TMC) – especially one with global buyer power – that can negotiate inclusions like breakfast, parking, and Wi-Fi in your corporate hotel contracts. Regular travellers should also leverage loyalty programmes, which often offer upgrades, free Wi-Fi and late check-outs.
“Some charges like resort fees or short-term rental cleaning fees only appear at checkout. A good booking tool will highlight these ahead of time, while a TMC will negotiate hard on your behalf,” Heunes notes.
Ground Transport: When a Car Isn’t Just a Car
Once straightforward, car hire now includes a menu of add-ons:
- Insurance tiers (basic to premium)
- Fees for extra drivers
- GPS or added equipment
- Refuelling surcharges
- Roadside assistance or toll plans
- After-hours pickup/drop-off fees
“Most companies already have insurance that covers rentals, so double-paying at the counter is unnecessary,” says Heunes. “We’ve helped clients reduce disputes and reimbursement claims by bundling in essentials like insurance and fuel terms.”
Extras to Avoid (or Use Sparingly)
- Minibar and in-room dining: Typically overpriced and generally covered by per diems anyway
- Hotel “resort” or facilities fees: If you’re not using the extras, question the charge upfront
- Premium seat selection on short-haul flights: Unnecessary for quick trips
- Redundant car rental insurance: Check your existing coverage first
- Overpriced airport Wi-Fi or snacks bought on the fly: Often better to plan ahead or bundle
And one worth fighting for?
Late check-outs and early check-ins are important for business travellers, especially when long-haul flights arrive at stupid-o-clock. Not only can you grab a shower, but the ability to rest – or fire up your laptop and start working – is often invaluable and well worth including in your corporate contract.
5 Strategies to Minimise Spend
When every rand counts, it’s key to stay in control of extras. Here are five best practices:
1. Bundle the Basics: It often pays to choose fare classes or hotel deals that include standard services – like baggage, Wi-Fi, and meals – upfront, rather than add them à la carte later.
2. Track and Report: Use your travel platform’s reporting tools to identify where ancillary spending is spiking – by supplier, destination or trip type. Visibility is the first step to savings.
3. Update Your Policy: If employees routinely opt for certain ancillary services – such as extra baggage, airport transfers or Wi-Fi – consider including them in your travel policy, as well as negotiating them up front as part of your corporate agreement.
4. Negotiate With Suppliers: Through a travel management company (TMC), you can often secure better-value packages with bundled ancillaries – including premium perks like lounge access or early check-in.
5. Educate Your Travellers: A quick chat about unnecessary upgrades and snack bar raids can go a long way. Informed travellers make smarter decisions – and fewer expense claims.
Knowing When to Say “Yes” to Extras
Herman sums it up simply: “The question isn’t if should we use extras, rather it’s which ones offer real value in terms of ease, productivity and traveller wellbeing.”
If a changeable ticket helps navigate shifting meetings, pay the fee. If premium seating ensures your team arrives fresh and focused, consider it an investment. If a bundled hotel rate saves you time and hassle? Go for it.
“Travellers who are comfortable, informed and well-supported deliver more value when they land,” Heunes concludes. “Extras done right boost returns far more than they hurt the budget.”
-ENDS-
MEDIA CONTACT
For more information about Corporate Traveller, or to interview Corporate Traveller South Africa GM Herman Heunes, call Sonnette Fourie on 081 072 2869 or email sonnette@bigambitions.co.za.
About Corporate Traveller
Corporate Traveller is a division of the Flight Centre Travel Group, dedicated to saving businesses across Southern Africa time and money. Corporate Traveller has the benefit of being part of the world’s third-largest travel retailer, leveraging its global negotiating strength. It has access to over 50 of the world’s leading airlines and deals with more than 100 000 hotels around the world to guarantee savings for clients. Corporate Traveller provides clear, consolidated reporting of all its clients’ travel activities, helping them to control travel spend and identify opportunities to save costs.
Issued by:
Big Ambitions
Sonnette Fourie
+27 81 072 2869
