Why your travel policy deserves a makeover 

Sure, an effective travel policy sets the rules, but it also creates a roadmap that makes business travel smooth and stress-free. It ensures your employees travel safely, keeps corporate travel budget in check, and prevents those unwanted out-of-policy bookings.

Here's the catch though: outdated or vague policies can cause more harm than good. Poorly defined rules with lots of grey area lead to confusion, unnecessary spending that can blow up your business travel budget, and frustrated travellers. That's where a revamped travel program with clear guidelines steps in to save the day.

How a business travel policy = better compliance 

• An airtight travel policy helps you manage the 3 C's of business travel with ease: costs, control, and compliance. Here's how:
• Clear rules, less guesswork: A well-structured corporate travel policy sets clear guidelines on bookings, budgets, and approvals, so business travellers know exactly what’s allowed.
• Built-in compliance controls: A travel management company (TMC) can integrate policy rules into the online booking tool (OBT), automatically steering travellers toward approved options for flights, accommodation, and transport.
• Approval process without the hassle: Automated approval processes ensure managers sign off on trips quickly while keeping costs in check. No more chasing approvals last minute.
• Data-driven decision-making: TMCs provide reporting on travel expenses, policy compliance, and booking trends, helping businesses ensure compliance and refine their policy over time.
• Better traveller experience: When a policy is easy to follow (especially with a visual travel policy), employees travel with confidence—less stress, smoother trips, and no out-of-pocket surprises.

The secret ingredients of a fab travel policy

1. Keep it clear and concise 

Forget the jargon and legalese. The best corporate travel policies are simple, easy to understand, and ideally fit on one page. Shorter, snappier documents mean your business travellers will actually read (and follow!) them.

2. Be visual

Breathe life into your policy with visuals. Charts, icons, and quick-reference sections can transform a dull document into something your team won’t dread. After all, a picture is worth a thousand words.

3. Cover all bases 

A solid travel policy should leave no stone unturned. At a minimum, it should include:

• Booking methods: Online booking tool or dedicated travel manager?
• Flights: Preferred airline partners, domestic and international flight considerations, etc.
• Accommodation guidelines: Preferred hotels, booking standards and platforms.
• Transport details: Approved ground transportation, car hire policies, and expense claims.
• Traveller safety: Emergency contacts, travel insurance, and duty of care practices.
• Expenses: Preferred payment methods, reimbursements, per diem travel allowances, and more.
• Sustainability or corporate social responsibility (CSR) goals, if applicable.
• A streamlined approval process to prevent bottlenecks in the booking process.
• Bleisure: Any rules around mixing business travel and leisure travel, what is and isn't considered business travel expenses, etc. 

4. Build in flexibility

Modern business travellers need options. Rigid rules often lead to "rogue" bookings out of policy, and can also impact traveller wellbeing and productivity. So, make sure to balance structure with flexibility, and regularly review and monitor your policy to meet real-world travel needs. 

5. Get input from key stakeholders 

A truly effective corporate travel policy isn't created in a vacuum. Work with finance, HR, your dedicated travel manager(if you have one), and even your frequent travellers. For example, when is it acceptable for a traveller to book business class? Who gets to access travel credits? Are there periods when your budget wouldn't allow travel? Getting input from your key stakeholders will ensure everyone's on the same page. 

6. Make sure it's accessible 

Your corporate travel policy shouldn't gather dust in an inbox. Make it common practice to communicate updates regularly, whether it's through effective use of technology, pinned messages on key communication channels (like Slack or Teams), or on a cloud platform ensuring employees can access it with ease. 

Addressing common business travel challenges

Every business trip comes with its own unique hurdles. A thoughtful corporate travel policy can tackle these head-on: 

• After-hours emergencies: Know who to call, fast.
• Last-minute bookings: Stay prepared without overspending.
• Expense claims: Clearly outline what’s reimbursable and how to submit claims.
• Travel disruptions: Include travel insurance details and contingency plans.
• Group bookings: Streamline complex itineraries with a trusted corporate travel management company. 

By addressing these pain points upfront, your travel program becomes a safety net—not a source of stress. 

Ready to see the magic in action? 

Wondering what a fabulous business travel policy looks like? Here at Corporate Traveller, we're big fans of a visual travel policy. A visual travel policy is a clear, engaging, easy-to-understand guide that simplifies your travel policy so your travellers are more likely to follow, which could boost policy compliance too. 

DOWNLOAD: Visual travel policy sample

How partnering with a travel management company makes all the difference 

If you're reading this and thinking, "That's good, but there's so much to do," then you're in luck. The best solution is engaging an experienced business travel partner like Corporate Traveller.

In fact, creating an airtight business travel policy is one of the first challenges we tackle with you when you come on board. Or, if you already have one in place, our team of business travel experts will assess your existing travel policy in line with your business needs and suggest improvements.

With an experienced onboarding team, and a dedicated travel manager in your corner, we will help you:

• Tailor your travel policy to meet all your business travel needs.
• Simplify your booking process and approvals.
• Negotiate better deals on airline, accommodation and transport.
• Access additional benefits for loyalty programs, travel insurance, and more.
• Ensure compliance while optimising corporate travel expenses.