Some of the following scenarios will probably sound all too familiar to you in your current position:
- Your Executive Team and colleagues take the liberty of booking their flights and accommodation themselves without much thought for the time it takes to get a business trip organised.
- You work at a fast-growing startup and you’ve realised it’s time to get organised. You want to implement a travel policy but you have no idea where to start.
- You work for a larger organisation with a PDF travel policy that’s mostly ignored by employees because it’s as outdated as VHS.
If even one of these touch on your current situation then the answer is yes, you absolutely need to write or update your travel management policy! But figuring out where to start and how to get your colleagues to engage with it is another thing entirely. A travel management policy that doesn’t get read is useless; you need a policy that works.
I’ve been there and can testify that it’s an uphill challenge to get people to accept a company travel policy – everyone likes what they like, and wants to travel the way they want. However, creating a company travel management policy doesn’t have to turn you into a control freak.
While a travel management policy might seem like a total turn off, the truth is that it actually fosters fairness and transparency. A policy provides travellers with the freedom and autonomy they want without sacrificing governance and control. Ultimately, you’ll find employees would rather have a place to turn for answers than waste your time asking repetitive questions.
How to create a Travel Management Policy that is useful and effective
I want to introduce you to this free eBook from TravelPerk – The Modern Guide to Writing a Company Travel Policy. It is a comprehensive guide that will give you everything you need to know about creating modern, working travel policies that will benefit your entire organisation, from employee up to Finance Manager and especially you!
The eBook also covers travel management styles that can work for every business and tips to increase compliance with no micromanagement whatsoever. Here are a few of my highlights from it.
Five simple steps to implement your travel management policy
Putting together a travel management policy that is effective doesn’t take that much work. TravelPerk suggests these five simple steps in their eBook.
- Setting priorities and identifying stakeholders: Start off with clear priorities, whether that’s to reduce employee confusion or curb spending. It’s also essential to know upfront whose input you need to make the whole process faster
- Choosing a method and management style: Decide if you will create a travel policy document, an automated travel policy, or both. Also, decide how strict or lenient your approval process will be.
- Determining what to include: Brainstorm and list out everything that needs to be included, from cost limits to reimbursement procedures.
- Draft the travel policy: Use the template included in the eBook to make it faster.
- Implement company-wide: Share the travel policy with the team and implement the use of a travel management tool.
What should you include in your travel management policy?
Again, from the eBook here are a few of TravelPerk’s suggestions that you can include in your Travel Management Policy. There is a comprehensive list in the eBook and a checklist template that you should check out.
How trips are booked and approval process
- Who books trips
- Approval requirements and workflow
- What booking tools are used, and are they required
Limits on airline travel
- Maximum cost per flight without approval
- Most importantly, the minimal amount of time to book in advance
Limits on lodging
- The maximum spend per night per city
- Use of corporate hotel rates
Limits on ground transportation
- Preferences on use of ground transportation (public transportation over a taxi, for example)
- Maximum cost per rail ticket
- Guidelines on the use of personal vehicle and gas reimbursements
- Guidelines on the use of rental vehicles
Expense reporting requirements
- What tool is used for submitting expense reports
- What information is required
The Modern Guide to Writing a Company Travel Policy
If you would like a comprehensive guide to writing a travel policy, then this is the eBook for you. Remember within the eBook you will also find a handy template for your travel policy. If your business doesn’t have a travel policy, I recommend you create one. You will be adding so much value and saving yourself and your organisation time and money!
Learn how to write a travel policy employees want to read and truly controls travel spend by downloading the TravelPerk eBook.
TravelPerk’s business travel platform allows you to keep your travel booking, management and finance all in one place. They are on a mission to revolutionise business travel management and make your life and your travellers’ lives easier!
- TravelPerk is the #1 rated business travel platform in customer satisfaction
- They have the world’s largest inventory (Skyscanner, Airbnb, Kayak, Booking AND Expedia all in one platform)
- They offer 24/7, expert premium support for free
- Just one monthly invoice
Learn more about how you can simplify your business travel management processes with TravelPerk.