What Does a Good Travel Compliance Policy Look Like?

Key Requirements Of A Travel Compliance Policy

  • Flexibility — While it’s important for companies to ensure employees use preferred travel partners, giving them autonomy to make some decisions based on personal taste and preferences is important for staff morale and empowerment.
  • Clearly defined boundaries — Documentation outlining spending limits, reporting procedures, approval timing and any other requirements of travel as determined by the company should be clearly available to employees. It should be part of any induction for new employees, and staff should be told immediately when updates are made.
  • Easy to understand — If there’s one way to ensure employees have no understanding of the company’s travel policy, make it long and difficult to understand. It should take no more than a few clearly articulated pages of rules and regulations to cover what’s required when travelling for business.
  • Approval — While it was mentioned briefly above, getting the approval process right is worth going into more detail. Ensure staff understands when travel requests need to be submitted and who needs to approve them. The earlier travel is organised, the cheaper it will be for the company.
  • Expense recording and reimbursement — Current online tools should have the capacity to document expenses easily, such as using your Smartphone camera to take photos of receipts. Employees need to know what expenses will and won’t be covered, and understand that expenses may take time to be reimbursed. However, it’s important to clearly define how long it will take, otherwise you will have angry staff demanding to know where their money is.
  • Travel booking procedure — Modern online booking tools provide the perfect environment for companies to control the travel booking process. It ensures travel partners are used, approval processes are followed, expenses are recorded and accounted for, and reports are generated. Provide staff training opportunities to make certain the tool is used correctly.

What Happens When The Travel Policy Isn’t Followed?

  • Further training
  • Additional levels of approval requirements
  • Restricted travel privileges

Getting The Travel Compliance Policy Right Is A Balancing Act

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