What should you include in your employee relocation program? A practical guide for travel managers looking to simplify relocation and support mobile teams Source: Pexels {Alt text: Person in Black Leather Boots Lying on Brown Cardboard Boxes.} Relocating employees can be one of the most complex parts of workforce management. Between sourcing accommodation, managing budgets, and making sure staff feel supported in new environments, there are plenty of moving parts – and not a lot of margin for error. For HR, procurement, and travel managers, the challenge is building a consistent approach that works across departments, locations, and job types. Too often, relocation processes are improvised – bookings spread across different platforms, policies unclear, and costs difficult to track until well after the fact. An effective employee relocation program changes that. With the right structure, it becomes easier to manage costs, reduce admin, and provide employees with the support they need to stay productive during the transition. An effective employee relocation program changes that. With the right structure — and increasingly, with AI-powered relocation tools — it becomes easier to manage costs and compliance. In this guide, we explore what to include in a strong relocation policy, common issues to watch out for, and how platforms like Roomex help bring everything into one place – from booking accommodation to managing compliance and expenses. Table of contents What to include in your employee relocation program 2 Accommodation that suits mobile teams 3 Travel and transport logistics 3 Temporary living allowances 3 Duty of care and ongoing support 4 Policy structure and compliance 4 What should your relocation policy include? 4 How Roomex helps enforce policy and maintain control 5 Common mistakes to avoid in relocation planning 6 Failing to involve all key stakeholders early 6 Overcomplicating the process 6 Neglecting real-time visibility 6 Focusing only on cost – not experience 6 Relying on outdated tools 7 The role of accommodation in successful relocations 7 More than a place to stay 7 The true cost of disorganised bookings 7 Bringing consistency to accommodation with Roomex 8 Supporting decentralised, distributed teams 9 Building flexibility into your relocation programme 9 Why flexibility matters 9 Roomex helps you stay agile – without losing control 9 A future-proofed relocation strategy 10 Tracking and managing relocation costs 10 The hidden costs of employee relocation 10 Real-time tracking with Roomex 11 Helping your people move with clarity and confidence 11 What to include in your employee relocation program Every effective employee relocation program is built on the same core principle: clarity. When expectations are aligned, budgets are defined, and processes are centralised, the experience becomes smoother for everyone involved – from the relocating employee to the finance and procurement teams managing the logistics behind the scenes. Below are the essential components to include, with flexibility depending on your company’s size, workforce needs, and relocation frequency. 1. Accommodation that suits mobile teams Accommodation is one of the most critical (and costly) elements of relocation. It’s not just about where an employee stays, but how that experience supports their ability to settle into a new environment and get to work quickly. Key considerations: Proximity to worksite or office – Minimises commute and maximises productivity. Access to flexible, workforce-suitable options – From extended-stay hotels to serviced apartments. Pre-vetted, compliant providers – Helps ensure safety, reliability, and policy adherence. Centralised booking and payment – So employees aren’t left out-of-pocket. Roomex simplifies this by offering direct access to thousands of suitable hotels and apartments worldwide, along with automated invoicing and policy enforcement. 2. Travel and transport logistics Whether relocating across the country or to a neighbouring region, employees need support getting from point A to point B – and everything in between. Elements to consider: Transport to the new location (e.g. flights, train, car hire) Local transportation options (e.g. fuel cards, public transport passes, company vehicles) Travel booking and expense tools that streamline reservations and remove manual tracking When your travel management software integrates with relocation planning, you eliminate common pain points like receipt collection and reimbursement delays. 3. Temporary living allowances Before an employee fully settles, they often face a transitional phase – living out of a suitcase, eating out more frequently, and juggling logistics. Providing per diem allowances or prepaid virtual cards guarantees: No personal financial burden on employees Spend limits are enforced at point of sale Finance teams have full visibility over outgoings Tools like RoomexPay remove the need for traditional reimbursements, saving time and reducing admin. Looking for comfortable accommodation and simple expense management tailored specifically for the mobile workforce? Discover how Roomex can streamline your travel needs, offering hassle-free booking and expense solutions designed to keep your team focused on the job. Try Roomex today and experience the difference in efficiency and convenience for your mobile workforce. Request a Demo 4. Duty of care and ongoing support Relocation can be a stressful experience – personally, professionally, and logistically. Your employee relocation program should include a clear framework for duty of care. This may include: Emergency support and check-in protocols Well-being resources, including mental health access or transitional coaching A live travel map, like Roomex’s Duty of Care feature, for visibility of all mobile staff Employees who feel supported are more likely to settle quickly, remain productive, and stay with the business longer. With AI-enhanced duty of care, companies can monitor employee locations in real-time and proactively respond to risks. 5. Policy structure and compliance Without clearly defined and consistently applied policies, even the best-intentioned relocation plans can unravel. From overspending on accommodation to misaligned expectations around allowances, ambiguity is the quickest route to confusion – and cost. A well-crafted employee relocation program should be underpinned by a structured policy that’s clear, accessible, and enforceable. It’s not just about creating a document, instead, it’s about building a framework that protects your budget, supports your people, and keeps procurement processes compliant. 6. What should your relocation policy include? At minimum, your policy should clearly outline: Eligibility criteria Who qualifies for..