Implementing a business travel policy is a practical and proven way to manage travel expenses, ensure traveller well-being and achieve overall business objectives in a positive way. Realistically though, ensuring the desired compliance with your travel policy is not always that simple. It must be remembered that travel is a very personal experience. Policy guidelines must be achievable and practical. In addition to driving business goals, they also need to account for a diverse range of personalities, cultures and the very dynamic nature of travel itself.

Let’s unpack some positive ways to achieve travel policy compliance:

Make travel policy accessible:

• A clearly articulated travel policy should be available and easy to find. Accessibility is key. Make it easy to find your travel policy, either through an intranet, company portal or physical copies. Include travel policy in employee handbooks, onboarding materials, and ongoing regular communications to all stakeholders. 
• All employees should be aware of the rules and understand what is expected of them when travelling for work.
• Regularly update travel policy documentation as policies change.

Communicate around travel policy regularly:

• Provide training sessions on travel policies and procedures. Include practical examples and address common questions to reinforce understanding.
• Create a way for employees to give feedback on travel policies and report any issues or confusion. Use this feedback to make necessary adjustments to policies and procedures.
• Ensure you take into account the input from all relevant stakeholders to increase buy-in and adoption.  

Create business processes that drive travel policy adherence:

• Implement a structured approval process for travel requests, including pre-trip authorisation and expense reports. Ensure employees know how to get the necessary approvals and submit the required documentation.  
• Set clear guidelines for expense reporting and reimbursement. Include specifics on what expenses are covered, limits on spending, and required documentation for claims.

Monitor adherence and enforce consequences:

• Monitor travel-related expenditures and compliance with policies. Use tools or audits to identify discrepancies and ensure adherence.
• Establish a process to address non-compliance, including clear consequences for violating travel policies. Communicate these consequences to employees.

There is no doubt that an effectively managed and robust travel policy is a powerful driver of cost containment, risk mitigation and positive employee well-being. Travel policies streamline business processes. A well-crafted travel policy also has the potential to simplify what can sometimes be perceived as an overwhelming aspect of an employee’s company duties. From the newbie traveller to the well-seasoned on-the-go nomad, your travellers will thank you for making it clear and accessible. From a financial perspective, the wins are obvious.

The challenge is to ensure that your travellers truly understand that spend tracking and duty-of-care often drive the mandated processes and that deviations can result in negative implications with far-reaching consequences, especially in times of crisis. With business travel on the rise again, NOW is an appropriate time to either implement a new travel policy or review your existing one and to make sure you have measures in place to encourage compliance.