Travel Policy Archives

How a travel risk management plan protects your employees on the move

When it comes to business travel, the safety of your employees is what matters the absolute most. And journeying across borders introduces a number of risks, from health emergencies to natural disasters. A well-crafted travel risk management plan is your best defence, ensuring their well-being and demonstrating your commitment to their safety. But what exactly goes into such a plan and how does it actually protect your team on the road? Whether you manage a few trips a year or a large mobile workforce, understanding the key elements of risk management is of utmost importance. This guide will equip you with the knowledge you need to keep your employees safe, wherever their work takes them. What is travel risk management? Simply put, travel risk management is a plan to safeguard your employees from the unexpected while they’re on business trips. It involves identifying and addressing potential hazards like severe weather conditions or everyday travel hiccups such as flight delays. A solid travel risk management plan isn’t a one-size-fits-all solution. It’s about understanding the unique risks associated with each destination your employees visit, like local healthcare, security and cultural norms. From there, you can create policies and procedures tailored to those specific risks, making sure your team is well-prepared and well-protected. Effective travel risk management also empowers your employees with the knowledge and tools to handle emergencies, from accessing real-time information while they’re abroad to training them on what to do if something goes wrong. This proactive approach reduces the chances of travel disruptions and helps your team confidently deal with unexpected situations, keeping them safe and your business running smoothly. Key components of an effective travel risk management plan A well-rounded travel risk management plan needs a few core ingredients to safeguard your employees on business trips. Here’s what your plan should have to keep your team safe and sound: Pre-travel risk assessment Before anyone packs their bags, take a good look at where they’re headed and ask yourself: – What’s the political situation like? – Are there any health concerns to be aware of? – How safe is the area? Understanding these risks in advance can help you plan a smoother journey. Crisis management initiative In the event of an emergency, you need a clear plan. Consider the following: – Who should your employees call? – How do they get out of a dangerous situation? – What kind of support can they access if they need it? Having these protocols in place can make all the difference when things start to go awry. Communication and real-time updates It’s crucial to keep the lines of communication open with your travelling employees. That means tracking where they are, sending them alerts about potential risks and checking in regularly to make sure they’re doing well. By incorporating these elements into your travel risk management plan, you’re not just protecting your employees you’re giving them the confidence to travel knowing they’re supported. It’s a win-win: a safer, more confident workforce means smoother business operations, even when faced with the unpredictable nature of travel. Crafting a custom travel risk management plan All businesses are, of course, different, so it takes a bit of know-how to craft a travel risk management plan that fits your company like a glove. Here’s how you can build a plan that’s both effective and adaptable: Get to know the risks Start by diving into the specifics of where your employees are heading. Keep in mind the following: – What’s the political climate like? – Are there any laws or customs they need to be aware of? – What are the health risks and what’s the environment like? Use travel advisories, health alerts and security reports to get a complete picture. Set clear rules Once you’ve assessed all the potential risks, you should create clear guidelines for your travelling team members. They’ll need to know details like how to book their trip and stay within budget, as well as practical tips on staying safe and respecting local customs. You should also make sure that this information is easy for them to access and understand. Train your team It’s important to give your team the knowledge and tools they need to handle anything that comes their way. Start with destination-specific briefings that cover the essential details: health and safety risks, cultural norms and any legal requirements they should be aware of. For instance, if your team is heading to a warmer climate, fill them in on any recommended vaccinations or precautions to take against local health risks. Equipping them with first-aid training is also a smart move, especially for handling those minor medical issues that don’t require a trip to the hospital. Knowing how to deal with a twisted ankle or heat exhaustion can go a long way in ensuring their comfort and safety. Security awareness is just as important, so teach them how to protect their belongings, avoid common travel scams and stay informed about the political climate to steer clear of any trouble spots. Make sure they know about safe transportation options and have emergency contact information, including the local embassy or consulate, in an easy-to-access place. Keep your plan up to date It’s a good idea to get into the habit of reviewing your travel policies every year to make sure you’ve included the latest travel advice, safety trends and health regulations. For example, if the visa requirements for a frequent destination change, or new health guidelines like vaccination requirements pop up, make sure your plan reflects these updates. Chatting with your team members about their experiences on the road is also advisable. What aspects of the travel plan worked well for them? What could have been better. Did the travel insurance cover everything they needed? Was the accommodation comfortable and in a good location? You can’t beat real-world feedback when improving your strategy and making each trip smoother and safer than the last. By following these steps, you can create a travel..

4 must-have features of a sustainable travel policy

As the world grapples with the urgent threat of climate change, businesses are facing growing scrutiny over their carbon footprint and the way their employees travel is a huge part of that. And the pressure isn’t only coming from environmental activists. Employees themselves are increasingly demanding eco-conscious options. Governments, too, are tightening regulations around carbon emissions, so there really is only one way forward. Companies are left with the complex challenge of maintaining essential business travel while minimising their environmental impact and complying with new rules. With this in mind, we’ve put together four essential features to make your travel policy truly sustainable. We’ll also take a look at how one company has totally greenified its business travel in a bid to slash its greenhouse gas emissions in half. What is a sustainable travel policy? A sustainable travel policy is all about weaving environmental considerations into the fabric of how your company travels. It’s a holistic approach, covering everything from the mode of transport to the hotel you choose. It’s about making sure every step of your journey aligns with your company’s commitment to protecting our cherished planet. Why should your company care about this? Well, it’s not just the right thing to do it’s a smart business move, too. A strong sustainability policy shows you’re serious about doing your part to combat climate change, which is a growing concern for consumers and employees alike. Here’s how a well-thought-out sustainable travel policy can make a real difference: Lightens your footprint: By choosing greener travel options like train travel or direct flights, you can significantly cut down on your company’s carbon emissions. Makes you a pioneer in your industry: As governments worldwide crack down on carbon emissions, having a solid sustainable travel policy keeps your company compliant and avoids potential penalties. Boosts your brand and your team’s spirits: Embracing eco-friendly practices improves your company’s reputation and raises employee morale by showing that your values align with theirs. Key features of a sustainable travel policy Crafting a truly sustainable travel policy is about incorporating sustainability into every decision your company makes regarding travel. Here are four must-have features that can transform your travel program into a force for good: 1. Encouraging greener travel choices Take the train or bus: Asking employees to use public transport, rather than driving or private taxis, is a great way to cut down on emissions. Choose electric: If a car is a must, try and go for electric or hybrid options. Share the ride: Another way to mitigate the impacts of driving, carpooling is a fun way to connect with colleagues and reduce your carbon footprint at the same time. Fly less, fly direct: When air travel is unavoidable, opt for direct flights and airlines with strong sustainability commitments. Stay green: Look for accommodation with eco-certifications and sustainable practices. 2. Greenify your insurance Offering company travel insurance that covers eco-friendly transport is important. Why? Because it gives your employees peace of mind knowing they’re protected no matter how they choose to travel, which can make them a lot more likely to go green. For example, if an employee cycles to a meeting instead of taking a taxi, you need to make sure they’re covered in case of an accident. The same goes for carpooling or using an electric vehicle. Your green travel insurance should extend to these situations, covering any mishaps along the way. This approach encourages eco-friendly travel while demonstrating your commitment to sustainability and your employees’ well-being. 3. Stay ahead of the eco curve with regular check-ins Making your business travel more sustainable is an ongoing process of improvement and adaptation. Regularly updating your travel policy keeps it relevant and improves its ability to reduce your company’s environmental footprint. Here’s how you can keep your policy up to par: Annual check-ups Once a year, take a deep dive into how your travel policy is performing and dig into the data. Look at things like how much you’ve cut your carbon emissions, if more employees are choosing greener travel options and how your partnerships with eco-friendly vendors are working out. Use this information to pinpoint areas where you can make your policy even stronger and keep it in line with the latest environmental standards. Stay in the know Keep up with the latest advancements, such as electric vehicles and green aviation initiatives. This will help you incorporate these innovations into your policy as they become available. Listen to your team Your employees are the ones using this policy on a regular basis, so their feedback is invaluable. Have regular chats with frequent travellers to find out what’s working and what’s not. Check if the eco-friendly hotels meet their expectations or ask if there are any pain points around using public transportation. This feedback can help you fine-tune your policy, making it easier to use and more effective at promoting sustainable choices. 4. Make sustainable travel fun and rewarding Everyone loves a little recognition or reward, so why not incorporate incentives into your policy to get your employees excited about sustainable travel? Shout-outs and kudos: Recognise employees who consistently choose greener travel options. Bonuses and perks: Offer financial incentives or travel upgrades for low-carbon travel. Extra time off: Give employees who consistently meet sustainability goals some extra annual leave. By taking these steps, you reduce your impact on the planet and foster a culture of responsibility and innovation within your workforce. To jumpstart your company’s sustainable practices, consider using an environmental policy template designed for travel. These can be found on platforms such as the HSBC Business website. How a sustainable travel policy can transform your business Adopting a sustainable travel policy is about more than just helping the planet it’s a smart business move with far-reaching benefits. It saves money Sustainable travel doesn’t have to mean expensive travel. In fact, it can often be more budget-friendly. Choosing local conferences over those across the globe or taking the train instead..

How to encourage travel policy adoption amongst staff

You spend months researching it, weeks writing it, and a lifetime trying to promote it. So why let your business travel policy go to waste? If you’re one of the progressive organised companies that has a well-thought out travel policy and procedure, then congratulations you’re half-way there. Half-way, because a policy is only useful if colleagues use it. So then, how can you ensure that your travel policy for employees is widely adopted? Glad you asked, here’s eight ways to ensure every member of the team adopts your HR travel policy today. TL;DR: Eight essential steps to ensure employee adoption of your HR travel policy Write a clear policy: You need a concise, easy-to-understand document covering all FAQs regarding expenses, bookings, behaviour expectations, and safety protocols. Engage stakeholders: Invite feedback to ensure widespread buy-in and enforcement. Ensure accessibility: Make the policy available on the intranet, laptops, and in printed form. Incorporate into onboarding: To establish adherence from the start. Conduct mandatory training: To reinforce policy knowledge among existing employees. Use online travel platforms: Which help streamline booking processes and enforce policy requirements efficiently. Update your policy regularly: Bi-annually is ideal. Recognise compliance: Incentivise adherence through rewards. Make sure it’s well written One of the most important factors in policy adoption is making sure you have an appropriate well-written document that’s easy to understand. If you’re wondering how to write a corporate travel policy, there are plenty of templates available online. However, the best policies are those that cover all FAQs in a clear and concise way. It doesn’t need to be War and Peace, in fact the more compact it is, the more likely it will be read. Keep points brief, using headers and sub-sections, and have a contents page for easy access. Ensure you explain your travel policy and procedure clearly with no room for misinterpretation. This should include key points such as: allowable expenses, when and how to submit expenses, how to make travel bookings, how to make hotel reservations, logins, passcodes and insurance details, behaviour expectations, along with health and safety protocols. Invite stakeholders from around the business Much like anything in business, if you want buy-in from the wider company, you’ll need to involve them. To that end, why not invite various stakeholders from around the organisation to share any useful feedback to incorporate into your HR travel policy, this will also help with enforcing it too. Make sure it’s accessible When it comes to policy uptake, the single most important factor is ensuring that it’s easy to locate at a moment’s notice. If you have an intranet, there should be a link on the home page, or perhaps a downloadable version could be available on laptop home screens or on a USB key. Additionally, provide a printed hard copy to all colleagues, to ensure there’s no excuse for missing it. If you send out regular company emails or newsletters, this is a prime opportunity to remind colleagues where to access the corporate travel policy. Make it part of onboarding It’s far easier to get new starters to adopt a travel policy, than change old habits. In short, an induction to your corporate and HR travel policy should be an integral part of the onboarding process. This will ensure colleagues default to the corporate handbook naturally. Host mandatory training sessions As for existing colleagues, it can be harder to change protocol and process. If you find that take-up is still poor around your business travel policies, it could be time to rethink the way you approach it. Introducing mandatory travel policy training is one way to do this, and doesn’t have to be onerous it could be a simple 20-minute session outlining the key points of your policy, and where to access it. Use an online travel platform Many companies today use online travel platforms to help with the ease of business travel. This is hugely advantageous when enforcing a travel policy for employees, as you can pre-select hotel partners, cap spending limits, and implement requirements that reflect your company travel policy without being heavy handed. As a further bonus, many platforms, such as Roomex, also offer a pre-paid company card, which means that you can keep tabs on expenses and help automate the process. Keep it up to date As a general rule, a corporate travel policy should be reviewed and updated at least bi-annually. As the recent pandemic highlighted, it’s useful to have company travel policy and procedures in one consolidated place. This also means keeping details up to date, to reflect the ever-changing environment, as well as for compliance. This also provides you with the perfect excuse to re-share the document regularly with colleagues. Acknowledge colleague use And finally, if you’re looking for a smart way to get colleagues to adopt your travel policy – incentivise them! Some companies reward colleagues for their commitment to best practice, or for helping to saving the company money through budget control, or expense management. Incentives could range from days off in lieu to vouchers and employee of the month awards. Either way, it’s a great opportunity to dovetail a strategy with internal communications for colleague engagement. FAQs What is an HR travel policy? An HR travel policy is a set of guidelines outlining procedures and expectations for employee travel on behalf of the company. It covers aspects such as expense management, booking procedures, behaviour standards, and safety protocols during business trips. Why should a company have a travel policy? A company needs a travel policy to manage expenses efficiently and ensure the safety of its travellers, especially in the post-COVID-19 climate. Business travel It’s crucial for connecting employees with clients and fostering a strong company culture, which is vital for talent retention especially when 24% of staff who don’t like a company’s culture are likely to quit. A well-structured travel policy saves administrative time and helps control actual travel spend. What is the purpose of a travel management..

Can you claim VAT back on travel expenses?

Business travel is big business. According to Statista, UK businesses collectively spent £25.7 billion on business travel in 2022, with projections suggesting this could increase 82% to £46.8 billion by 2025.

How do I create a great travel policy for my business?

Roomex recently joined top travel buyers and suppliers from Ireland and Britain who gathered in Dublin to participate in the inaugural Irish edition of the Buying Business Travel Forum. The event was billed as a half-day session for everyone responsible for controlling business travel expenditure and the discussion was frank and informative throughout. Travel managers from several multinational companies were on hand to share their thoughts on the creation and implementation of corporate travel policy. The over-riding theme of the day, how to successfully implement a corporate travel policy, was discussed in depth. Here’s what you need to know TL;DR An effective travel policy revolves around the 3 C’s: Culture, Communication, and Compliance. Tailoring policies to company culture is crucial, whether through gamification or strict guidelines. Aim for over 90% compliance to ensure traceability and control. Communication involves listening to local staff for input and using clear language for better adherence. Ownership of the policy varies, but HR’s involvement is key for managing morale and ensuring effective implementation. But first, why should a company have a travel policy? Spending on business travel is likely to exceed 2019 pre-pandemic levels this year. This makes it all the more important that companies like yours have a robust, effective travel policy in place. But what are the benefits? Easier expense management. Control costs, ensure budget compliance, and provide spending transparency. A reduction in unnecessary travel: A policy will clarify which trips are likely to be approved to help you optimise resources, minimise time away from work, and stay in line with long-term sustainability goals. Fulfil your duty of care obligations: to protect employees’ safety, health, and well-being during travel by identifying and addressing potential risks and ensuring preparedness for emergencies. Company-wide consistency: A travel policy establishes uniform guidelines, promoting fairness and equity among employees. Greater efficiency: A travel policy helps streamline travel processes, simplifying booking, approval, and reimbursement. Enhanced brand reputation: Having an effective, clearly defined travel policy demonstrates corporate responsibility and professionalism to your stakeholders. The three C’s: The heart of an effective travel policy Perhaps the answer to the question of how to create an effective travel policy best lies in focusing on the well-established, 3C’s concept, Culture, Communication and Compliance. All three are interdependent and critical to consider throughout the creation, implementation and operation of travel policy. Let’s break it down. Concept: Different policies work in different companies, or different types of companies. For a modern hi-tech company then gamification of the travel policy might work. On the other hand, more established or traditional companies may have stricter policies which they insist be followed, purposely making anything booked outside of policy difficult to claim on expenses. Compliance: It was commonly accepted that companies of all types should be striving for greater than 90% compliance with company travel policy. Booking outside of policy should be the absolute exception, and for good reason, but even this spend should be traceable. It is extremely important for overall visibility, billing, control and future contract negotiation, that as much spend as possible complies with policy. Communication: All travel planners present agreed that implementing travel policy correctly involved listening to the concerns of staff on the ground, particularly in different cultures and countries. By showing that the local staff have the ability to input into policy formulation then the actual communication of the final policy becomes much easier. Frustration was expressed by some delegates that language such as should and may is too inexact and leads to doubts which in turn leads to non-compliance. Better to be bold and insist that things are followed by using must. Buy-in on travel policy is required at the highest level of management but also throughout the ranks. Leakage from the policy will occur if the policy isn’t flexible, realistic, achievable and monitored. The role of the PA and administrative staff was stressed as being particularly important as they often have their finger on the pulse of habits that may be difficult to change if not considered in the policy. Who should own the company travel policy? Is it Procurement, HR, Finance or a combination of departments? While there was no real consensus on that, the general feeling was the role of HR is critical. Travel is a soft issue that can have big consequences in terms of morale if not handled properly and for that reason it probably fits best if it becomes part of the HR function. What makes a good travel policy? There are a few elements that all good travel policies will include. The list below is by no means exhaustive, of course, but it’s a great start in terms of how you need to approach the diverse aspects of business travel. Expense budgets: Clearly define per diem costs for food and lodging to ensure transparency and fiscal responsibility. Approved booking platforms: Specify platforms for booking services like hotels to uphold security and compatibility standards. Travel insurance coverage: Ensure comprehensive coverage for traveler safety and financial protection, with clear details on carriers and contact information. Preferred suppliers: Designate suppliers your employees should book through based on partnerships, discounts, or safety/hygiene standards to streamline bookings. Procurement for ad-hoc costs: Anticipate and accommodate miscellaneous travel expenses like Wi-Fi, company phone, and other essentials. What are the responsibilities of the employer for business travel? Workforce travellers are still your employees when they are on the road. So, as their employer, it’s your responsibility to ensure duty of care and effective risk management for business travel. This involves implementing robust safety protocols to minimise travel risks, facilitating seamless travel arrangements, and enforcing clear expense management guidelines. Maintaining open communication channels enables a swift response to emergencies, while strict adherence to laws and regulations ensures compliance. Summing up In conclusion, a well-crafted travel policy is essential for any business. It ensures easier expense management, less unnecessary travel, and helps you fulfil your duty of care obligations towards employees. By focusing..

Travel Allowances vs Travel Expenses: Understanding the difference for efficient travel management | Roomex

Table of Contents 1. Understanding Travel Allowances and Travel Expenses 2. Benefits of Travel Allowances 3. Challenges and Considerations when Implementing Travel Allowances 4. Tips for Implementing and Managing Allowances 5. RoomexPay: A Solution for Travel Managers 7. Conclusion In the world of corporate travel management, overseeing employee travel arrangements, expenses, and reimbursements is crucial for businesses of all sizes. Traditionally, travel expenses have dominated the activities of both travel managers and finance teams. However, the introduction of travel allowances has offered a solution to this problem, therefore, one key aspect of travel management involves understanding the differences between traditional travel expenses and travel allowances.

How to manage business travel expenses

Almost everything you need to know. Table of Contents 1. Pre-trip Travel Policies Travel Management Platforms Traditional vs Modern Expensing 2. In-trip Pre-paid and Virtual Expense Cards 3. Post-trip Reclaiming Credit Review and Upkeep 4. Summary Managing business travel expenses is just one job of corporate travel managers today. But with rising rates of inflation, ongoing industry strikes, and decreasing levels of availability, it is a job that is becoming more and more difficult. For many businesses, the way in which travel expenses are managed has not changed. Excel spreadsheets dominate finance teams and travelling employees are left out of pocket, waiting for reimbursement. All of this means more time spent manually filing expense claims for the traveller and reconciling receipts for the finance team and travel manager. Business travel is changing, and so too is the way in which we manage it and its expenses. By taking control of your business travel expenses you can make your life as a travel manager easier, while also simplifying the lives of your travellers and finance teams. When looking at how to manage your business travel expenses, we find it easiest to segment out the different stages of business travel. Not only does this make it easier to plan your trips, but it will also give you greater insight into where and when you’re spending the most on your business travel helping you make informed, cost-effective decisions. Pre-trip Most of the cost saving changes you can implement come before any travellers have hit the road. By getting things right in this pre-trip stage, you are laying the foundations for a successful journey for all your future travellers. Travel Policies For organisations conducting business travel of any kind, a corporate travel policy forms more than just an important part of your duty of care, it can also be used to streamline costs, enhance brand reputation, and provide essential information for employees. What is a business travel policy? Simply put, a business travel policy is a set of rules and guidelines that assist your employees as they travel and specify how they can spend company money while travelling. These policies are usually created by the finance manager and travel manager and outline things like how far in advance trips should be booked or if any precautions are required for employees travelling alone. Why should you have a travel policy? There are numerous benefits that travel policies provide to your organisation and your travellers. Travel policies allow you to provide clear guidance to your employees and create trust between your organisation and its travellers. Here are some of the key benefits: 1. Provides clear guidance For employees, work travel can be a minefield of dos and don’ts. Colleagues may wonder what expenses they can claim, how to make last minute cancellations, and what to do in the event of illness. Having a robust policy that’s easy to access allows employees to find information when they need it. It is important that your travel policy lays out the company’s policy on travel expectations, with no room for misinterpretation. For your organisation, this can also provide protection from certain liabilities. 2. Reduces deviations from corporate policy Having a robust travel policy makes it less likely that employees will deviate from existing company policies, which can help you with cost savings and potential HR issues. Pairing this travel policy with an online booking system further reduces deviations as most of these travel management platforms, like Roomex, let your travellers know immediately whether a booking will be in or out of company policy. They will also tell you the overall company compliance, showing you if your travel policy is working effectively. 3. Helps with cost savings No question about it, one of the greatest benefits of having a robust travel policy in place is the cost saving it brings to your organisation. A well thought out travel policy helps you to manage and control spend, while also providing a guideline for expenses and the booking process. This way your business can prevent unnecessary spend and make both time and monetary savings simultaneously. What should a travel policy look like? The main thing that your travel policy needs to do is provide your employees with clear guidance on the booking process, health and safety when travelling, per diems, expenses terms and conditions, and other frequently asked questions that relate to business travel. Before you begin writing your business travel policy you should decide what exactly the goal of the policy is. By deciding the goal of the travel policy you will be able to better structure the content within it. Is your goal to save time or money? Is it for the benefit of employees? Will it provide flexibility for travellers? No matter the goal of the policy however, there are four sections which should always be included. 1. The introduction When introducing your business travel policy you should explain why you have created the travel policy and the reasons that your business requires employees to travel for work. Start by explaining what you want to achieve with your policy so that there is a clear understanding of what to expect from the pages to come. Here is where you should also define what exactly constitutes travel for your employees. How far do they need to travel to be eligible for expenses? What kind of trips are covered? Branch visits, site visits, events, talks, media appearances, and client meetings could all be included here. 2. Bookings In this section you should outline who is responsible for booking trips. If you have a specified travel booker, maybe a secretary or finance manager, you should provide their contact details. If employees are allowed to organise their own travel, this is where you may want to outline how far in advance arrangements should be made, the type of tickets they can book, the amount of luggage covered by expenses, and any preferred hotels or airlines. If your business uses a travel management..

Why business travel remains important in 2022

As Covid-19 brought the world to a standstill, one industry was struck the harder than the rest: business travel. For months upon months, many businesses were forced to press pause on all but the most essential travel. Shows and exhibitions went virtual, meetings were held on Zoom, and it’s fair to say that a personal human touch was lost. This was especially challenging for workers in jobs that require a physical presence – from the construction sector through to the road-heavy workforce. But as we find our feet in the new normal and try to get back to where we once left off, it’s clear that things have changed. And while virtual and online contact has risen to the challenge, there are some situations where face-to-face contact is essential. This is why business travel must once again be prioritised, for ourselves, for our businesses, and for the economy. Let’s take a closer look. Face-to-face contact We can say with some ease that there’s no compensation for face-to-face contact when it comes to getting business done. A Harvard report on business found that in-person requests were 34 times more successful than those by email. As sociable creatures, human interaction and relationship building is integral to the way we communicate and operate. Take this away, and all you’re left with is a perfunctory process. If you want to cut that deal, get that contract, or galvanise a team, you’re best bet is to be there in person. Missed opportunities Some jobs are not desk-based. This was seen during the pandemic, when roughly only a quarter of people were able to work from home. For those out in the field, such as the construction sector, it highlighted the importance of business travel for their roles. As the industry bounces back, so must investment in business travel, and this includes removing any of the barriers to achieve it. New procedures and procurement measures adopted during the pandemic have had a knock-on effect on this, making sign-off slow and challenging. In some cases, business trips have been replaced by online meetings, or cancelled altogether. Travel managers have their role to play, as we pivot once again. Introducing an online travel booking system, and having a corporate policy book can certainly help get business travel back on track. Because as we know, missing business travel is a missed opportunity. Whether attending a trade show, meeting a client, or attending on-site builds, not being present means missed opportunities. For the economy Let’s not underestimate the benefits of business tourism to the country either. Looking at the statistics from the World Travel & Tourism Council, business travel experienced a loss of 60% in 2020, and recovery since has been slow. Even though there are positive signs of growth and consumer confidence returns, forecasts still expect growth to be up just 34% this year. And worldwide the loss is immense, with the economy losing $810.7 billion due to the pandemic. All this has a huge knock-on effect on the way we do business, both with inbound and local business travel playing its role. As we know, without a buoyant economy, businesses are forced to make difficult decisions. In short, investment in travel is essential in order for recovery and growth. Talent recruitment Over the past few years, the pendulum has swung in favour of the professional, making it a candidate-bias market. This means that companies have to work even harder to recruit and keep good talent. Considering that business travel is widely considered as a perk, along with bleisure travel, then budgets need to be allocated accordingly. Roughly a third of millennial and Gen Z professionals wouldn’t accept a job unless business travel is involved. In-person experience As a final thought – and as the saying goes travel broadens the mind. And this is certainly true in business too. It enriches us with new experiences, and gives us the first-hand experience to appreciate how other teams operate and the challenges they face. Furthermore, it also offers us a new and refreshing perspective on matters, that no virtual meeting could ever replicate. Perhaps, this might be the richest of all benefits of travelling for work. Roomex is one of the leading online travel platforms equipping businesses with the tools they need for business success.

11 things travel managers must include in a travel checklist

At any given time a large proportion of your workforce may be on the road. This is particularly true in certain industries, such as construction, engineering and manufacturing for instance. And as these industries ease themselves back into business travel, it’s useful to have an updated business travel checklist to ensure all the essentials are thought of. Not only will this benefit employees, but it should form part of your organisation’s duty of care too. When it comes to corporate travel management, here are 11 key things to think about when making travel bookings. Book early It’s not just for peace of mind. Booking accommodation and transfers as early as possible, allows you to benefit from early savings. If you have the bonus of an online travel management company, you’ll also benefit from further discounts which are shared with preferred partners. The key here though is to book as early as possible. Cost saving options In these austere times, cost-savings and budget management is a priority. Without squeezing the joy out of business travel, it’s worth considering if there are any ways to make savings. For instance, booking flexible tickets to avoid potential cancellation fees, car-sharing, room-sharing and booking a hotel that includes free gym access for workers on location for lengths of time. Covid safety policy While restrictions and Covid protocols are no longer legally enforced, it’s still important as a responsible employer to lay down your Covid safety policy and share this with employees in advance of work trips. This should highlight your expectations from employees when traveling, what to do in the event of having Covid-19 (before, after and during trips), as well as safety policies around protecting others. This should be located within your corporate travel policy and regularly updated too. Factor in transfer time If you’re putting an itinerary together for colleagues, always factor in enough time for delays, cancellations and transfers. Especially at the moment with travel disruption being high, it’s especially beneficial. Paperless tickets In these digital times, it’s easy to forget that paperless tickets are the new norm. If you’re booking corporate travel UK for other colleagues, then remember to share all the booking details with them, including tickets, QR codes and booking passcodes. Since minimalist business travel is the future, it’s well worth investing in a cloud, app, or online sharing system, for ensuring everything is located in one place. Link to the business travel policy Bookings aside, it’s always useful to share your corporate travel policy with colleagues before a trip. This should provide guidance around expenses, travel and cancellation when working away from home. Connectivity Whether colleagues are located in a hotel, Airbnb or a rented apartment, you’ll need to consider connectivity. WiFi is an essential part of remote working, now more than ever. On-site facilities Even on a limited travel budget, companies need to give due consideration to employee wellbeing. This is especially true when colleagues are working away for longer periods of time (weeks sometimes months) without home comforts to hand. This means ensuring they are well located to nearby restaurants, supermarkets and petrol stations, as well as have easy access to a local gym or exercise facility. Even if this means paying a premium for a central location, it’s something that corporate travel managers need to prioritise. Travel insurance The important matter of travel insurance needs to be on your business travel checklist. It’s wise to organise this as early as possible, since it will cover the traveller for any unforeseeable cancellations prior to the trip, as well as incidents during. Out-of-hours contact Although this should already be covered in your corporate travel policy, it’s always helpful to highlight out-of-hours contacts for emergencies. This should include key phone numbers for cancellations, customer services and private medical care, if applicable. You can avoid many issues by using a booking platform that carries out reservation checks with hotels ahead of your employee’s arrival. Create a call sheet And finally for your business travel checklist, once everything is booked and secured, it’s helpful to produce a call sheet/itinerary/schedule. Typically, this will include all the ticketing and booking information, along with exact dates and times of travel, and accommodation details. You might also want to include some local information, including nearest medical assistance and support. If you’re looking for a trusted all-in-one solution for workforce travel and expense management, visit Roomex to find out more.

How Your Travel Policy is Costing Your Business

In today’s business world, and in the aftermath of the global pandemic, we’ve all been forced to review our policies in order to claw back unnecessary spending. The cost of business travel is a large expense for companies, but also a necessary one. However, instead of cutting budgets, is it time to review policies to prevent unnecessary business expenses? We think so, and here’s why What is a corporate travel policy? But first, a corporate travel policy is a company’s framework and set of guidelines around acceptable business spending when travelling for work. This should lay out clear parameters around expenses and costs when visiting clients and colleagues, when attending conferences and when being on-site or at events. Plus, it should offer guidance around safe travel, wellbeing and claiming back expenses. Done correctly, a travel policy can save your business thousands of pounds but any loopholes will expose your company, potentially resulting in excess business spending. Here’s how: No policy in place You might be surprised to learn that 40% of companies don’t have a travel policy at all. This is the biggest mistake in expense management, since it allows colleagues to spend without any guidance – and is subject to abuse. However, putting a travel policy in place will help to instantly reduce the cost of business travel and encourage compliance. Track spending One of the benefits of having a travel policy, is that it encourages accurate reporting of business spending. This is especially true if you use automated or digital expense management. Having an overview of company spend will help you to plan better and allocate budgets accordingly. Recruitment and retention In today’s candidate-bias market, businesses have to work hard to recruit and retain talent. Therefore, creating an attractive company with a people-centric culture will serve you well. And yes, your travel policy plays a crucial part in this, since it’s part of the overall colleague experience. A robust and well thought out travel policy which includes perks such as bleisure travel will help to retain talent and reduce the cost of recruitment. With two-thirds of young workers seeing business trips as a status symbol, you don’t want to overlook this in the post-covid travel climate. Overcharging expenses We know that overspending can easily happen on the road. If your business policy doesn’t lay out acceptable spending limits around hotels, rental cars, mileage limits, and meals for instance, you are exposing your company to unnecessary business spending costs, which you will have no grounds to dispute. Ideally your travel policy should protect budgets whilst supporting colleagues needs. Duty of care and obligation As an employer, you have a moral and legal obligation to care for colleagues whenever and wherever they are working this extends to wellbeing and safety. In light of post-covid travel, your travel policy should include protocols around covid-secure working, as well as testing and reporting procedures when travelling for work. It should also include emergency contacts, healthcare and insurance cover details. If this is overlooked, your company could be liable for any potential issues that arise out of it, which comes at a personal and financial cost. Supports sustainable targets A robust travel policy will encourage better ways of operating too, which in turn may help to support sustainable targets. For instance, you can opt for socially responsible hotels as part of your corporate travel platform or encourage public transport over other modes of travel. Meeting these environmental targets may have numerous financial implications too. Streamline savings One of the major costs in business spending for travel is transport and accommodation. If your corporate travel policy falls short on these elements, you can expert to incur the financial repercussions. A well-thought-out travel policy will include a process or partner for making hotel and transport bookings, that are within budget. What’s more, if you use a streamlined self-service platform, you’ll be able to benefit from reduced corporate rates and the ability to pay only after checking out, which helps with cashflow. Good employee experience As a final thought, it’s easy to think of a travel policy as a corporate requirement, but it’s so much more than that. It’s an extension of your business and company culture, which forms part of the crucial employee experience. Making it easy and stress-free to make and amend travel bookings, as well as quick and easy processing of expenses goes a long way in employee satisfaction scores, and that as they say, is good for business! If you’re looking for a trusted all-in-one solution for workforce travel and expense management, visit Roomex to find out more.

The Business & Corporate Travel Management Platform | Roomex