How to Draft a Good Travel Policy & Increase Employee Compliance?

While online booking channels have made business travel management almost effortless, a good travel policy makes sure that these booking platforms are also efficiently utilised. A comprehensive business travel policy document ensures that it covers the budgetary allowances and travel arrangements one can raise as cost-to-company is clearly defined. Otherwise, it’s just higher expenses, less control, and more accounting.

Understanding Business Travel Compliance

In simple terms, business travel compliance is the process of adhering to a set business travel policy. Companies can measure compliance via business travel management tools that allow bookings and keep track of all employee expenses.

With measurable information, businesses can strike a balance when updating their policy so that the needs of both the company and the employees are covered. In case you want to update or create corporate travel guidelines that are easy to comply with, please read on!

Look for Flexibility

When creating a travel policy, companies should ensure that employees stick with designated travel partners, booking platforms, and vendors. However, when it comes to bookings, employees should be given the flexibility to make business travel arrangements as per their preferences. Companies can do this by employing an all-in-one business travel planning and management tool that only shows compliant hotels and flights, so it’s easier for employees to follow all guidelines.

Make it Easy to Understand

Most business travellers don’t understand the benefit or importance of corporate travel policy. And so, they often end up ignoring the policy, citing reasons like complicated terms, non-flexibility, and last minute bookings.

To ensure business travel compliance, a dedicated center should be arranged to answer any queries of the employees and lay out clear policies on the allowances for accommodation or travel options each employee can avail (according to their seniority and the department they belong to). Not just this, clarity on the reimbursement process should also be a part of this docket to ensure that proper paperwork (for accounting purposes) is maintained and recorded. Thus, the policy should include the names of reservation channels and have rules based on on-site spending, approvals, over-spends, etc.

This way, both the employers and employees are at a comfortable position to execute their official tasks, without any gap of communication.

Simplify Approvals

One of the best ways to make sure that employees abide by the business travel policy is to simplify the approval system. Instead of having your colleagues go through multiple back-and-forth emails, you can employ a business travel management tool that offers instant approval options and mobile support.

Automate Expense Records

Measuring business travel compliance lies at the heart of drafting a clear and effective corporate travel policy. With its help, you can ascertain whether or not the company’s policy is beneficial to both the business and the employees.

With a travel management tool, you can instantly download expense reports. These reports keep track of all booking expenses, as well as on-site spending. Automating expense tracking not only takes the burden off your employees but also gives you easy access to spends so you can update the policy accordingly.

Reap the Benefits of Business Travel Compliance

When the corporate travel policy is clear, readable, and comprehensive, you leave no room for non-compliance. Employees are able to understand the policy, use the available flexibility to make preferential bookings, and have more confidence in handling any additional expense.

Also Read: An Ultimate Guide on Corporate Travel Policy for Employees

myBiz, powered by MakeMyTrip, is a business travel management tool that seamlessly integrates with your travel policy and only shows a list of compliant hotels, flights, transportation, and more. It also helps companies create a travel policy, in case they don’t already have one. Want to know how?