What should you include in your employee relocation program?
A practical guide for travel managers looking to simplify relocation and support mobile teams
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{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
- Duty of care and ongoing support 4
- Policy structure and compliance 4
- What should your relocation policy include? 4
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- Relying on outdated tools 7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
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.
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 relocation support? Are there role- or location-specific conditions? What’s the threshold for triggering support? - Covered vs. non-covered expenses
Define exactly what the company will pay for – e.g., flights, moving costs, hotels, meals – and just as importantly, what it won’t. Clarity here helps reduce out-of-policy claims and awkward disputes. - Timeframes and deadlines
Include notice periods for relocation, expected booking windows, reimbursement claim cut-offs, and how long temporary accommodation will be provided. - Booking and approvals process
Is travel booked directly or through an internal team? Are there pre-approval steps? Which roles have sign-off authority, and how are exceptions handled? - Links to tools, platforms and support
Give relocating employees easy access to everything they need – from hotel booking portals like Roomex to HR contact details and policy documents. - Escalation paths for non-standard cases
Some relocations are more complex than others. Outline how edge cases should be handled – if due to location, family circumstances, or urgent timelines.
How Roomex helps enforce policy and maintain control
Having a policy is one thing, making sure it’s followed is another. This is where many organisations run into trouble, especially when processes are spread across spreadsheets, emails, and third-party providers.
Roomex simplifies compliance with built-in policy control features that:
- Automatically restrict bookings to pre-approved accommodation types, rates, and locations
- Apply department-specific rules and limits at the point of booking
- Flag non-compliant bookings in real time via the Compliance Centre
- Provide clear audit trails for finance and procurement teams
- Integrate with your existing approval workflows
- Offer tailored dashboards to track policy adherence over time
With Roomex Analytics, you also gain complete visibility into spending behaviour – from repeat offenders to budget outliers – so you can adapt policies where needed and identify training gaps before they become costly.
Common mistakes to avoid in relocation planning
Even well-intentioned employee relocation programs can fall short when planning is rushed, fragmented, or overly focused on cost. Here are some of the most common pitfalls that HR, procurement, and travel managers should look out for – and how to avoid them.
1. Failing to involve all key stakeholders early
Relocation often touches multiple departments – HR, finance, procurement, legal, and travel teams all have a role to play. But too often, one department leads in isolation, causing misalignment or gaps in delivery.
Solution: Involve all relevant teams from the start. Cross-departmental collaboration helps ensure policies are practical, budgets are realistic, and employee needs are met throughout the move.
2. Overcomplicating the process
Too many layers of approvals, inflexible booking tools, or manual claim forms can turn relocation into a bureaucratic nightmare. Employees may get frustrated, make mistakes, or bypass the system entirely.
Solution: Keep things simple. Use platforms like Roomex to centralise bookings, payments, and policy enforcement. With automated approvals and pre-configured allowances, employees can stay compliant without the paperwork.
3. Neglecting real-time visibility
Without clear data, it’s difficult to track if relocation budgets are being used efficiently – or whether certain policies are being ignored. Many companies only uncover issues months later, after costs have snowballed.
Solution: Real-time analytics should be a core part of your relocation program. With Roomex Analytics, procurement and finance teams can track spending by department, region, or employee – giving them the insight to optimise budgets and flag issues as they occur.
4. Focusing only on cost – not experience
Cost control is important, but cutting corners on accommodation quality, responsiveness, or employee autonomy can undermine the success of the entire relocation. Employees who feel unsupported during the move may underperform, or even leave the company.
Solution: Build employee wellbeing into your relocation program. Prioritise accessible, comfortable accommodation near worksites. Provide proactive support throughout the relocation, and allow employees to raise concerns without friction. A well-supported relocation often leads to faster onboarding and higher retention.
5. Relying on outdated tools
Managing relocation manually via email chains, spreadsheets, and legacy systems creates risk. Important details can be missed, invoices delayed, and reporting becomes a challenge.
Solution: Invest in a modern platform built for mobile workforces. Roomex is designed to streamline travel and relocation for field-based teams – consolidating booking, payment, analytics and duty-of-care support all in one place.
The role of accommodation in successful relocations
Managing relocation manually via email chains, spreadsheets, and legacy systems creates risk. Important details can be missed, invoices delayed, and reporting becomes a challenge.
Solution: Invest in a modern platform built for mobile workforces. Roomex is designed to streamline travel and relocation for field-based teams – consolidating booking, payment, analytics and duty-of-care support all in one place.
More than a place to stay
Relocation is rarely just a logistical shift. It’s a human one too.
When employees are asked to uproot – whether temporarily for a project or permanently for a new role – accommodation plays a large role in how smoothly that transition goes. Poor accommodation can increase stress, reduce productivity, and create long-lasting dissatisfaction. On the other hand, well-selected lodging near project sites or offices can help employees settle faster, work more effectively, and feel more supported.
This is especially true for mobile workers and project-based teams who may be travelling to remote or unfamiliar locations. Without central guidance, workers often rely on booking whatever is available or convenient – not necessarily what is compliant, cost-effective, or even safe.
The true cost of disorganised bookings
Accommodation makes up a huge share of relocation budgets – accounting for up to 34% of total business travel spend. But the real cost isn’t just in nightly rates. Poor booking habits can lead to:
- Missed opportunities for negotiated discounts
- Duplicate bookings or unclaimed reservations
- Limited insight into employee locations for duty-of-care purposes
- Additional costs from out-of-policy spending
- Greater administrative burden from invoice chasing and reconciliation
In companies without centralised travel procurement, these issues are not the exception – they’re the norm. And when multiple departments or regions manage travel differently, it becomes almost impossible to get a full picture of total spend.
Bringing consistency to accommodation with Roomex
This is where RoomexStay delivers measurable value. Designed for businesses with mobile workforces, Roomex provides a single platform where employees, travel managers, and procurement teams can book, manage, and monitor accommodation in one place.
Some of the most valuable features for those managing relocation programmes include:
- A global inventory of workforce-suitable lodging: From budget hotels to long-stay apartments, Roomex gives you access to over 2 million properties worldwide.
- Exclusive Roomex Rates: Procurement teams benefit from industry-leading discounts, negotiated by Roomex’s dedicated Savings Team.
- Duty of care tools: Roomex’s live Duty of Care map tracks where staff are staying, making it easier to locate and support them in an emergency.
- Custom travel policies: Set maximum room rates by location, restrict booking windows, and enforce rules around minimum stay requirements.
- Consolidated invoicing: All bookings across departments roll up into a single monthly invoice, reducing reconciliation time and simplifying financial oversight.
In short: you don’t just control spend, you take back time.
Supporting decentralised, distributed teams
Not every employee relocation looks the same. Field workers may be travelling week to week, while managers relocate for months at a time. With Roomex, you can support both use cases – providing frontline teams with secure, convenient lodging near their worksites, and giving longer-term assignees flexible accommodation that meets both budget and comfort expectations.
Take Cairn Cross, for example – a leading civil engineering firm working across the UK. They needed a streamlined solution to support 50+ mobile workers booking around 10 rooms per week. With Roomex, they achieved full visibility over accommodation spend, eliminated disjointed bookings, and saved upwards of 10 minutes per booking – a time saving that adds up significantly across months of project work.
As Samantha Leathley, Office Administration Manager at Cairn Cross, puts it:
“The platform is intuitive and easy to navigate… What has been a real standout is the exceptional customer support. When I had a question about invoicing, the Roomex team responded quickly and provided clear, helpful guidance.”
Bottom line?
Accommodation is one of the most visible aspects of an employee’s relocation experience – and one of the most powerful levers for procurement teams aiming to control costs and enforce policy. With Roomex, you get a relocation-ready platform that balances employee satisfaction with procurement control.
Building flexibility into your relocation programme
No two relocations are ever the same. Some involve short-term assignments, others permanent moves. Some employees travel solo, while others bring families or dependents. That’s why a truly effective employee relocation program needs to prioritise flexibility – not just for employees, but for the business, too.
Why flexibility matters
Rigid relocation processes can increase the risk of failed assignments, overspend, or employee dissatisfaction. According to a recent EY mobility survey, 93% of global organisations say they’re rethinking traditional mobility models to offer more agility and personalised support. This includes reworking policies, expanding accommodation options, and using tech to support more fluid travel and relocation patterns.
For procurement and HR teams, flexibility doesn’t mean compromising on control – it means building a framework that adapts to each case while maintaining visibility on spend, compliance, and support.
Roomex helps you stay agile – without losing control
With Roomex, procurement and travel managers can offer employees greater choice while maintaining a clear, consistent framework for bookings and expenses. Here’s how.
- Variable policy controls
Tailor permissions and spend limits to suit the role or relocation type. For example, senior staff may be allowed a higher nightly rate or extended stay options. Roomex lets you build these policies into the platform, so bookings remain compliant by default. - Last-minute booking capabilities
When plans change (and they often do) Roomex allows employees to make urgent bookings on the go via mobile. This avoids expensive same-day reservations outside of policy and helps support teams during project delays or reassignments. - Location-specific filters
Whether relocating staff to major cities or remote work sites, Roomex allows teams to find accommodation based on proximity, amenities, and price – ensuring employees stay somewhere suitable and safe. - Custom reports for evolving needs
Use Roomex Analytics to understand which types of relocations are generating the most spend, which departments are booking more frequently, and where policy deviations are happening. This real-time insight helps you adjust processes before problems scale.
A future-proofed relocation strategy
In the wake of increased workforce mobility, flexible relocation programmes are becoming the norm rather than the exception. Global assignment durations are shrinking, project-based work is rising, and younger employees are actively seeking roles that offer movement and variety.
In fact, research from Graebel found that 80% of employees see international or domestic relocation as a benefit, not a burden. The takeaway? Employees want flexibility, and businesses that offer it are more likely to attract and retain top talent.
The future of relocation will combine flexibility with AI in workforce management, allowing policies to adapt dynamically as employee needs evolve.
Tracking and managing relocation costs
Relocation may offer long-term business value, but it often brings short-term complexity – especially when costs are spread across departments, platforms, or even countries. Without a centralised system, procurement and finance teams are left chasing receipts, reconciling fragmented data, and reacting to budget overruns after they’ve already happened.
Beyond the obvious (flights, accommodation, and per diems), relocation often comes with unpredictable expenses that are harder to monitor, such as:
- Temporary housing extensions due to project delays
- Last-minute changes to travel itineraries
- Out-of-policy bookings made in remote areas
- Currency conversion and foreign transaction fees
- Expense reimbursement claims filed late or inaccurately
These issues aren’t isolated. A recent GBTA study highlighted that business travel costs are climbing rapidly – with global spending expected to hit $2 trillion by 2028. Without smart controls, a portion of this spend will continue to fall outside policy or go unreported altogether.
Source: Pexels
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Real-time tracking with Roomex
Roomex gives procurement and finance teams a unified view of travel and expense data for relocations – before, during, and after the trip. Our platform includes:
- Real-time dashboards
See accommodation spend by project, department, or employee at a glance. - Compliance Centre
Identify policy breaches as they happen and track overspend by user or team. - Trip Hub reporting
Drill into specific booking behaviour, such as extended stays or frequent changes. - Custom reporting
Generate reports by cost centre, reason for travel, or relocation type to track ROI.
And because RoomexPay can be pre-loaded with allowances, employees can cover essential costs on the road without falling out of policy – eliminating the need for reimbursements and reducing finance team admin.
Helping your people move with clarity and confidence
Managing an employee relocation program involves more than logistics. It means supporting real people through real transitions – making sure every detail, from policy clarity to accommodation, runs smoothly.
Roomex helps simplify that process.
You’ll gain full visibility into travel spend, keep every relocation within policy, and remove stress from both your internal teams and mobile employees. From automated approvals to flexible booking tools, the platform is built to keep things moving, without the friction.
Ready to make relocation easier for everyone involved?
Book a demo and see how Roomex supports smarter, more streamlined workforce travel and mobility for your company today.
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