Key Practices for Crafting an Effective Corporate Travel Policy

In today’s fast-paced business world, a well-thought-out corporate travel policy plays a crucial role in how we engage, hire, and retain employees. Developing, reviewing, and revising corporate travel policies is an ongoing process, that considers multiple perspectives and evaluates data. A business travel policy for employees should also adapt to changing patterns of travel, employee needs, and practical considerations.

To make business travel policy truly effective, here are a few practices to create a policy that benefits both our company and our employees.

1. Involve key stakeholders

The travel policy of the businesses will touch nearly every employee and department within the organization. Involving key stakeholders in human resources, payroll, finance, and operations ensures that the policy reflects their unique perspectives and needs. If there are departments that are frequent travelers, they too should be included in conversations. Bringing together major players allows for better collaboration and discussion of complex or controversial elements of the policy. Regular meetings among the stakeholders ensure a well-rounded policy and can ease the process of review and revisions when necessary.

2. Track expenses for reporting and analysis

To run a successful corporate travel program, an organization needs systems that will collect, report on, and analyze data related to the corporate travel program. These data points help leaders understand what’s working and not working within the program and provide insights that can guide revisions to the policy.

Having the right tools and applications provides those in charge of the policy with the information necessary to make important decisions. The company needs a standardized system for completing expenses to avoid data duplication and create a consistent reporting process for all employees. Accurate expense reporting helps to develop the actual return on investment of the corporate travel program, makes it easier for employees and managers to remain in compliance with the policy, and helps accelerate processing and approval.

3. Set clear booking and cost guidelines

Clear rules can help remove any confusion when it comes to corporate travel. Businesses should specify whether the employees must use a corporate travel agency or a specific website. It’s also important to establish expectations for expense report turnaround times and budgetary guidelines for airfare, accommodations, and transportation. Businesses should also clarify their stance on leisure travel (combining business and leisure), and how to handle rejected expense submissions or requests.

4. Understand the duty of care and reflect on the policy

Employers are responsible for the duty of care, and the legal obligation to research and develop a plan that reduces the risk for employers traveling on behalf of their employees. The policy should explain what duty of care is the employer’s commitment to its employees and how far that extends.

Begin by discussing any necessary changes to the policy with travelers who regularly must complete high-risk business travel and their managers. Examine global risk trends, discuss past experiences, and draft initial guidelines.

The policy needs a pre-travel process and a standardized risk assessment report, especially when traveling to high-risk areas. Incorporate travel alerts into the itinerary and ensure that the company has access to employee contact information and health records, if applicable. The policy needs to have multiple contingency plans detailed and ready to implement if needed. Be sure that employees have access to technology that can help them if problems occur while traveling.

5. Include travel risk management considerations

Travel risk management is the practice of anticipating, preventing, and reacting to issues that may arise while employees are traveling. The risk can run the gamut from weather issues and natural disasters to social unrest and terrorism.

The goal of travel risk management is to identify and prepare for potential risks and decrease the risk of those threats materializing, if possible. If threats do materialize, risk management also develops plans to address them. Travel risk management and duty of care are interrelated and often overlap. Both are critical to keeping employees safe.

Conclusion
A well-constructed corporate travel policy is a powerful tool that can shape how we engage with employees, hire new talent, and keep the team members happy. By involving our key stakeholders, communicating, gathering data, and prioritizing safety, the corporate travel policy will serve us well and contribute to our organization’s success.

SAP Concur helps businesses seamlessly integrate business travel, expense, and invoice management. The solutions simplify and automate travel mechanics, integrating real-time data and artificial intelligence to drive efficiency and accuracy.