Workforce Travel Archives

Corporate travel policy template (free guide + example)

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6 Overcomplicating the process 6 Neglecting real-time visibility 6 Focusing only on cost – not experience 6 Relying on outdated tools 7 The role of accommodation in successful relocations 7 More than a place to stay 7 The true cost of disorganised bookings 7 Bringing consistency to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..

The hidden costs of workforce travel

Understanding and mitigating the impact on employee mental health As we step into 2025, it’s a great time to reflect on the challenges and opportunities that lie ahead in workforce travel. With businesses returning to full capacity after the festive season, the need for face-to-face interactions continues to drive frequent travel for many employees. However, whilst travelling for work is essential for networking and building relationships, it often comes with hidden costs – particularly to the mental health of employees. Our blog delves into understanding these challenges better and adopting strategies that promote well-being, ensuring that workforce travel can be both productive and sustainable for all involved. The evolution of workforce travel Workforce travel has a long history, transitioning from a luxury for the few to a widespread necessity across many industries. As the business landscape evolved, advances in means of transport have made long-distance travel more accessible, laying the foundation for the globalised environment we see today. In the 21st century, this trend has only intensified, with companies increasingly expanding their reach across borders and markets. Today, the world is more connected than ever before, and workforce travel plays a critical role in maintaining these connections. Despite the convenience and popularity of virtual meetings, certain aspects of business, such as building trust, managing complex negotiations, and understanding cultural nuances, still benefit greatly from face-to-face interactions. Additionally, industries like construction often require employees to work away from home for extended periods as part of long-term projects, further emphasising the unique travel demands of certain workforces. The challenges of frequent travel While the benefits of travelling for work purposes are well-documented, the negative impacts on employees’ mental health often go overlooked. Here are some of the key challenges: Stress and anxiety: The constant pressure to perform, combined with the logistical challenges of travel, can lead to heightened levels of stress and anxiety. Tight schedules, unfamiliar environments, and the need to adapt quickly can create a sense of overwhelming pressure. Isolation and loneliness: Despite being surrounded by people, those travelling often for work can experience feelings of isolation. Being away from family, friends, and familiar surroundings can lead to loneliness, especially when travel becomes a frequent part of life. Additionally, being separated from support networks while away from home can exacerbate these feelings. Fatigue and burnout: The physical toll of frequent travel, such as irregular sleep patterns, time zone changes, and poor diet – can lead to chronic fatigue. Over time, this can contribute to burnout, reducing overall job satisfaction and productivity. Coping strategies and taking control of your well-being While the demands of corporate travel can be taxing, there are strategies that individuals can employ to help mitigate these effects: Prioritise sleep: Establishing a consistent sleep schedule, even when in unfamiliar environments, can help reduce fatigue. Simple habits like using sleep masks, noise-cancelling headphones, and avoiding screens before bed can make a significant difference. Stay connected: Combat isolation by maintaining regular communication with family and friends. Tools like video calls and messaging apps can help bridge the gap, providing much needed emotional support. Practice mindfulness: Incorporating mindfulness techniques, such as meditation or deep-breathing exercises, can help manage stress and anxiety. Apps like Headspace or Calm are excellent resources for travellers. Healthy eating and exercise: Maintaining a balanced diet and incorporating physical activity into your routine, even while on the road, can improve your overall well-being. Many hotels also offer on-site gyms, and short workouts can be done in your room. Set boundaries: When possible, set clear boundaries between work and personal time. This might mean turning off email notifications after a certain hour or taking time to explore a new city rather than immediately diving into work. For more details on the above strategies for individuals, please see Mates in Mind’s blog series on optimising mental well-being, covering topics such as sleep, relaxation, mindfulness, being active, and nutrition. The role of the employer While individual strategies are crucial, employers can also play a pivotal role in creating a supportive environment that prioritises the well-being of their staff. Encourage balance: Companies should encourage employees to maintain a healthy work-life balance, even while travelling. This might involve flexible travel schedules, limiting the duration of trips, or offering compensatory time off after extensive travel. Provide mental health resources: Access to mental health resources, such as counselling services or wellness programs, can make a significant difference. Employers should ensure that these resources are readily available and could even be included under health insurance and employee benefits. Create open communication: It’s important for employees to feel comfortable discussing the challenges they face. Employers should provide a culture where mental health is openly discussed and employees feel supported in seeking help. Utilise technology: Employers can also use technology to reduce the need for travel (and, in turn, their carbon footprint), such as advanced video conferencing tools where possible in place of face-to-face meetings. This can help reduce the frequency of travel without sacrificing the benefits of in-person interactions. Balancing and prioritising Workforce travel is an integral part of many careers, but it’s essential to recognise the toll it can take on mental health. By understanding the challenges and implementing strategies to address them, both individuals and employers can work together to create a healthier, more sustainable approach that benefits all parties. At Roomex, we believe that supporting the well-being of our frequent travellers is not just a nice-to-have, it’s a necessity. As we continue to develop our platform, we’re committed to providing solutions that not only make travel more efficient but also more mindful of the mental health challenges it can present. 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

Roomex in reverse: A look back on 2024 milestones and memories

As 2024 comes to an end, we at Roomex are celebrating a year full of milestones, achievements, and opportunities that strengthened our commitment to making workforce travel management smoother and more efficient for our clients. From introducing innovative new features on our platform, attending industry events, and embarking on exciting new advertising ventures- the year has been packed with initiatives that have helped Roomex grow and better serve our customers. Expanding our presence at industry events This year, we were thrilled to attend and exhibit at key industry events, allowing us to connect directly with clients, partners, and peers across the sectors we serve. These events gave us ample opportunity to showcase our platform across key industries like Rail, Construction and Road services – with plenty more on the map for 2025. They also gave us the chance to learn from leaders and meet new faces and we can’t wait to ramp up activity next year and delve into new areas. Exciting new features Our product team has worked hard to introduce several impactful new features this year. These additions have improved the Roomex platform’s flexibility, functionality, and ease of use, making it easier for our clients to manage their travel and expense needs. From Carbon Reporting to a new approvals process, the new features have been well received amongst clients old and new, with feedback highlighting their user-friendliness, time-saving potential, and overall enhancement to the Roomex experience. Projects & Meetings team At Roomex, we’re all about connecting people – whether that’s workforce travellers heading to job sites, colleagues coming together for training, or businesses meeting face-to-face to share ideas and grow. This year, our Projects & Meetings Team had a standout performance, successfully booking hundreds of long stays, events, and venues for our customers across a variety of industries. We can’t wait for 2025 and raise the bar even further for another standout year. Workforce Hotel Awards A major highlight this year was our annual Workforce Hotel Awards. Through these awards, we celebrated the hotels that excel in catering to the unique needs of the travelling workforce. We recognise that workforce travellers deserve comfortable, accommodating stays, and we’re proud to celebrate the hotels that go above and beyond in meeting those standards. We look forward to making this a continuing tradition for years to come! Roomex takes to out-of-home and audio advertising In 2024, Roomex ventured into out-of-home (OOH) advertising for the very first time, including audio adverts. This move marked an exciting expansion of our brand outreach, allowing us to connect with even more businesses and travellers in new, engaging ways. Our audio adverts reached audiences through targeted channels, sharing the Roomex story and offerings with listeners across multiple platforms. New social channel We also ramped up activity on our social channels, including the introduction of new of our new Instagram account as another platform to share valuable industry insights, travel tips, and company news. The creative minds behind these efforts brought the Roomex story to life through posts, carousels, and videos, connecting with our audience in new and inspiring ways. We look forward to watching our following grow in 2025 and thank all for the continued support from our online community! New initiatives One of the year’s highlights was launching our series of educational webinars, designed to address critical topics faced by the travelling workforce. A standout session was our recent webinar, Mental Health on the Move: Supporting the Travelling Workforce, featuring insights from mental health expert Professor Rory O’Connor and a representative from Mates in Mind. Held in October as part of Mental Health Awareness Month, this session resonated with engaged businesses, providing valuable strategies to support the mental well-being of employees on the road. Mates In Mind Partnership We partnered with Mates In Mind, a leading UK charity raising awareness to address the stigma around mental health topics. The charity also featured on our Mental Health on the Move: Supporting the Travelling Workforce webinar as we discussed the importance of the subject across the industries that use our platform. We also held a bake sale and raffle in our Head Office in Dublin, raising €800 for a charitable cause. Wrapping up the year with our annual Christmas Party To top off the year, we celebrated our annual Christmas party—a Roomex tradition that brings the team together to reflect on our collective achievements, share laughs, and make memories. It was a fantastic way to end an amazing year, with great food, music, and team spirit as we look forward to the journey ahead. Looking forward to 2025 With 2024’s successes behind us, we’re more motivated than ever for the new year. We’ll continue to innovate, expand, and work alongside our clients and partners to support every aspect of workforce travel. We’re grateful to everyone who has been part of this journey, and we’re excited to see where 2025 takes us. From all of us at Roomex, thank you for an incredible year. Happy holidays, and here’s to new achievements in the year to come! 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

Public Sector Travel – Tips & Best Practices

From booking hacks to expense tracking, we’ve got you covered Source: Unsplash Public sector travel has its challenges: tight budgets, strict compliance and let’s not forget the mountain of paperwork. The constant pressure to do more with less, coupled with outdated systems and limited resources, can make travel feel like an obstacle course rather than an opportunity. Faced with these hurdles, it’s easy to get bogged down in the details and lose sight of the bigger picture. From booking and budgeting to compliance and duty of care, this guide will help you streamline the process, minimising the administrative burden so you can actually focus on the purpose of your trip. Read your organisation’s rulebook Before you even think about packing your bags, familiarise yourself with your organisation’s travel policy. It’s your roadmap to compliant and stress-free travel, outlining everything from acceptable expenses and travel modes to the approval process itself. Imagine accidentally booking a first-class flight when only economy is permitted, or unknowingly exceeding the daily meal allowance – these are the kind of costly mistakes that a thorough understanding of your policy can prevent. Take the time to read the fine print. What’s the per diem rate for meals in your destination city? Are there specific lodging allowances or preferred hotel chains? Any restrictions on personal expenses or combining business travel with leisure? Knowing these guidelines inside and out not only saves you from potential financial pitfalls – it also ensures your travel aligns seamlessly with your organisation’s goals and budgetary constraints. Remember, compliance isn’t just a box to check; it’s key to responsible and efficient travel. Book (well) in advance Procrastination might be tempting, but when it comes to a public sector trip, that’s a costly habit. Early birds get the worm – and the best deals on flights, hotels and more. So, don’t wait until the eleventh hour. plan ahead using online tools and travel comparison websites to your advantage. They’re like your personal bargain-hunting assistants, helping you sniff out the best deals and avoid those dreaded price hikes. Plus, platforms like Roomex often have exclusive discounts for public sector travellers – win-win! Make use of your own government travel management system Many public sector organisations have their own travel management systems. They pre-approve options, streamline booking and keep everything organised – from itineraries to expenses. Plus, they often come with added benefits: negotiated rates, preferred suppliers and a centralised hub for managing itineraries, tracking expenses and submitting travel documents. No more juggling spreadsheets and chasing receipts – it’s all neatly organised in one place. Even better, it’s right at your fingertips, already integrated into your workflow. Track every penny (stress less later) Expense reports – they’re the bane of every business traveller’s existence. But meticulous record-keeping is your key to a painless reimbursement process. Every receipt, from that morning coffee to your final hotel bill, is a piece of the puzzle. And heads up: it’s your fast-track to reimbursement. Moreover, your receipts are proof that you’re spending responsibly and within policy. You won’t have to scramble to remember what you bought or where you stayed. Expense tracking platforms can be a lifesaver in these circumstances – they categorise your spending, snap photos of receipts and even generate reports at the touch of a button. Check the reimbursement process Knowing your organisation’s reimbursement process is key to a smooth finish. Missed deadlines or incomplete documentation can lead to delays (and frustration). So, familiarise yourself with the steps involved. Do you need to fill out specific forms? Are there any internal deadlines to be aware of? Make sure you have all the required documentation – those meticulously tracked receipts will come in handy now! The goal is to make reimbursement as painless as possible. By following the process and submitting everything on time, you’ll be back to enjoying your hard-earned funds in no time. Get the most out of your per diem Per diem is your daily allowance for meals and incidentals (think of it as your travel piggy bank). But remember, it’s not a free-for-all. Those rates can vary depending on where you’re going, so do your homework. Big city? Expect a bigger per diem. Small town? You might need to be a bit more frugal. The key is to make that cash work for you. Scope out affordable dining options, resist those impulse buys and track your expenses diligently. Remember, every penny counts. Before you hit the road, make sure you know exactly what’s covered by your per diem. Is that fancy cocktail included? Probably not, unfortunately. By staying informed and spending wisely, you can enjoy your trip without dipping into your own pocket. Get organised – early on Public sector travel: it’s not exactly a spontaneous weekend getaway. There are forms to fill, approvals to chase and itineraries to juggle. It’s easy to feel overwhelmed before you even set foot on a plane. A little strategic planning can turn this potential logistical nightmare into an excellently executed mission. Start with a well-thought-out itinerary detailing the meetings, flights and accommodation you have in place. Plus, keep those crucial documents (travel approvals, confirmations, etc.) at your fingertips, whether digitally or in a good old-fashioned folder. Never underestimate the power of checklists. They’ll keep you on track, ensuring you pack everything, meet deadlines and avoid those dreaded “did I leave that important report at home?!” moments. And if you’re feeling tech-savvy, explore real-time tracking tools for bookings and expenses. The takeaway? Getting organised allows you to create a travel experience that’s smooth, efficient and dare we say, even enjoyable. The world is your oyster – but check travel advisories first! The world is constantly changing, and so are travel restrictions. From sudden health crises to political shifts, it’s key to stay in the loop. Government websites and travel advisories are your go-to resources for up-to-the-minute information. And when your trip is arranged through a specialised booking platform, you’re likely to receive app notifications that will alert you to..

Charlie Healy x Sustainable Quake Podcast

Roomex Director of Product, Charlie Healy, talks sustainability and business travel on the Sustainable Quake podcast Our very own Charlie Healy, Director of Product at Roomex, was recently featured on the Sustainable Quake Podcast in collaboration with our partners at SQUAKE. In the episode titled “CPO 2 CPO: CO₂ with Charlie Healey, Roomex”, Charlie takes a deep dive into the evolving landscape of workforce travel and sustainability, offering a glimpse into the future of how companies can travel smarter and greener. Here’s what he covered: The Roomex approach to sustainability Charlie discusses how Roomex has made sustainability a crucial focus of its product development strategy. From the introduction of the Carbon Reporting feature, to insights into how travel choices impact a company’s carbon footprint, Roomex is at the forefront of helping clients that use the platform make better-informed, eco-conscious decisions. Charlie explains how legislation around carbon reporting is influencing the way Roomex develops new features, ensuring that sustainability is not just a tick-box exercise, but a fully integrated part of the product roadmap. Hotel industry trends and challenges As part of his role at Roomex, Charlie is constantly monitoring trends in the hotel and travel industry. In the podcast, he outlines some of the biggest challenges and opportunities he’s currently seeing, particularly around sustainability in hotel accommodations. With an increasing focus on carbon emissions and environmentally friendly practices, Roomex is working to connect businesses with sustainable accommodation options that don’t compromise on convenience or cost. Revenue and product development One of the more thought-provoking topics Charlie touches on is his alternative perspective on why focusing too much on revenue might actually be a distraction for product development. In this segment, Charlie explains that the most successful products are often those that prioritise customer experience and long-term value over short-term financial gains. By focusing on the users end goal and needs, Roomex continues to deliver solutions that streamline travel management and drive efficiency. The future of sustainability in corporate travel Looking ahead, Charlie offers his perspective on what the next 3 to 5 years might hold for workforce travel. With sustainability becoming a non-negotiable factor for many companies, the travel industry is being pushed to innovate. Roomex is already developing tools to help businesses achieve their sustainability goals as touched on upon through the introduction of carbon tracking or better booking options that reduce the environmental impact of business travel. Why you should tune in If you’re interested in learning more about how sustainability is shaping the future of workforce travel, this episode is a must listen. Charlie’s deep knowledge of both product development and sustainability offers valuable insights for anyone involved in managing corporate travel or developing business products with a sustainability focus. Listen to the full podcast episode here: CPO 2 CPO: CO₂ with Charlie Healey, Roomex Stay tuned for more exciting updates from Roomex! Follow us on Instagram: @roomextravel for the latest insights into workforce travel management and sustainability.

Train travel for business: everything you need to know

Business train travel is becoming an increasingly popular way for today’s professionals to get from A to B. As companies prioritise budget management alongside comfort and convenience, a growing number is opting for rail over road and air travel. If you’ve ever considered trading in your frequent flyer miles for a railway pass, you’re in good company. Research carried out in the UK by Trainline, the digital rail platform, revealed that 80% of business travellers considered train travel to be a preferable mode of transportation and 45% believed their employers could do more to encourage the use of rail options. Travelling by train can lead to substantial financial savings and offers a unique work environment free from the usual travel distractions. In this article, we’ll cover the numerous benefits of train travel for business and how travel can actually be a productive extension of the working day. Why business travellers are leaning towards trains Opting for the train offers a unique combination of convenience, efficiency and benefits for managing group travel effectively. Let’s take a closer look at why trains are often the ideal mode of transportation for business trips: You can maximise your work time Trains are perfect for staying productive while you’re on the move. Unlike driving, where you have to focus on the road, or flying, where space and connectivity can be limited, trains offer comfortable seating with plenty of room for your laptop and often include free Wi-Fi. Providers like Chiltern Railways, LNER and Virgin Trains keep you connected and provide power outlets for your laptop or phone. This allows you to transform travel time into valuable work time as you prepare for upcoming meetings or catch up on tasks. It’s great for group travel If you’re heading out with a team, using the train simplifies everything. There’s no need to juggle multiple cars or stress over different arrival times. Everyone boards and alights together, giving you all a chance to collaborate or put the finishing touches to presentations during the journey. Additionally, group bookings often lead to extra savings. You can plan with confidence Trains usually have reliable schedules (apart from strike days and cases of adverse weather, of course), meaning you can plan meetings and events with precision. You know exactly when you’ll arrive and depart, which is crucial for busy schedules and coordinating activities after your arrival, such as dinners or follow-up meetings. It’s more convenient and often quicker, too Trains are often faster than driving and less hassle than flying, significantly reducing travel time. Here’s how a trip from London to Newcastle differs with each mode of transport: – By train: The journey by train typically takes around 3 hours on a direct route via services like LNER, which operate from London King’s Cross to Newcastle. – By car: Driving from London to Newcastle can take about 5 to 6 hours, depending on traffic conditions. – By air: A direct flight from London to Newcastle generally takes just over an hour. But when you factor in going through airport security, check-in, boarding and travel to and from the airport, the total travel time can be significantly longer. More comfort on longer journeys For long-distance travel, the comfort of trains often beats sitting behind the wheel. With plenty of room to stretch out and move around, trains provide welcoming comforts for those facing lengthy journeys. You can eat or enjoy a coffee in transit, meaning you’re more likely to arrive at your destination feeling refreshed and ready to jump straight into work or attend meetings. Plus, many train routes offer scenic views, which provide a much more soothing travel experience than staring at the motorway for miles on end. If you tend to get uncomfortable or anxious on long drives, trains also offer a stress-free alternative. You certainly won’t have to worry about traffic jams, poor road conditions or getting lost. You’ll reduce your environmental impact Choosing train travel aligns with the growing corporate responsibility to reduce carbon emissions. Trains are among the greenest modes of transport, which is particularly important considering the significant impact of business travel on a company’s carbon footprint. You’ll save money Train travel can be a more budget-friendly option compared to flying or long-distance car travel. With corporate discounts, such as season tickets or enterprise accounts, companies can enjoy even greater savings on travel expenses. Planning your business train trip Getting the most out of train travel for business starts with careful planning. These essential tips will help make your train journeys as easy and productive as possible: The early bird gets the best seats Snagging your train tickets in advance often leads to lower prices and a wider selection of seats. Booking early can also offer you more flexibility with your tickets, letting you change your plans without breaking the bank. TIP: If you need some peace and quiet, choose a solo seat or one in a quieter carriage. Many online booking systems show the layout of the train, so you can pick the perfect spot before you even get to the station. Travel in style For an optimal work setting, consider forking out a bit more on a business class seat. The extra legroom, comfier seats and occasional perks like complimentary food and drink can make a significant difference. Make use of tech tools Take advantage of corporate travel management tools and apps like Roomex. They can help you search for train options, handle your itinerary and make sure everything aligns with your company’s travel policy. Stay connected (or not) While many trains have Wi-Fi, connections can sometimes be spotty. It’s always a good idea to download important documents and emails beforehand, just in case you need to work offline. Pack like a pro Make sure to bring all your essential gadgets and chargers. And don’t forget a good pair of noise-cancelling headphones they can be a lifesaver when you’re trying to focus in a busy environment. How to stay productive..

5 reasons to use a central booking platform

If you ever start to feel that arranging your team’s travel plans is a full-time job, you’re not alone. As your company grows, so does the headache of manually managing all those flights, hotels and expenses. It’s tough enough when only a few people are travelling, but with 20 or more employees out on the road, it can quickly become a logistical nightmare. That’s where a central booking platform comes to the rescue. It’s like having a personal corporate travel assistant who takes care of all the messy details, from finding the best deals to keeping everyone safe and on budget. It’s a simple way to tame the travel chaos and give you back some precious time to focus on what really matters: growing your business. But that’s just the tip of the iceberg, as we’ll explore in this article. Let’s look at the top 5 reasons why a central booking platform is a must-have for any company that takes business travel seriously. A one-stop shop for all your travel needs A central booking platform acts as your business travel control centre. It puts everything you need in one place, so you can book flights, hotels and transportation, track expenses and manage approvals without juggling multiple tools and contacts. These platforms can adapt to your growing needs, accommodating an increasing number of travellers and more complex itineraries as your business expands internationally. At Roomex, we offer a huge selection of accommodation, including unique boutique hotels and eco-friendly options, catering to diverse corporate cultures and social responsibility goals. Integration with other corporate systems, such as HR and financial software, ensures seamless management of permissions and expenses. Here’s how this simplified approach benefits your business: Simplified processes: No more switching between different systems. Everything from booking to billing is handled in one place, saving you time and reducing the chance of headache-y errors. Easy to use: Your employees will appreciate the intuitive interface, which makes it easy for them to book their own travel quickly and efficiently. Effortless compliance: With built-in travel policies, bookings automatically adhere to company guidelines, so that compliance is straightforward and hassle-free. Cost-effectiveness: more than just saving pennies Saving money on business travel isn’t just about finding the cheapest hotel. A central booking platform like Roomex can help you save considerably on costs beyond just lower room rates. Here’s the deal: We’re negotiation ninjas: We can get exclusive deals with hotels and other accommodation that you won’t find anywhere else. This means more savings for your company, especially when you’re booking for a whole team. Less admin, more money in your pocket: By streamlining the booking process, we cut down on those pesky administrative tasks that eat up your time (and money). That means less paperwork, fewer headaches and more resources to put towards growing your business. Keep tabs on your spending: Our fancy analytics tool, RoomexAnalytics, gives you a real-time view of your travel expenses and helps you spot any areas where you might be overspending. This gives you the power to make smarter decisions and keep your budget in check. Ensuring policy compliance and simplified approvals One of the most significant challenges in managing business travel is making sure that all bookings adhere to company policies. A central booking platform automates and simplifies this process, so that compliance is non-negotiable. This level of control is vital for maintaining budget discipline and managing corporate risk. Here’s how it works: your company’s travel policies are baked right into the platform, so every booking automatically gets checked for compliance. The result is that no more surprise expenses or out-of-policy bookings slipping through the cracks. Approvals are just as streamlined, thanks to a simplified one-click approval process that keeps everything moving quickly and efficiently. This simplified approach to compliance means: Automated flagging of policy violations: The platform can automatically flag bookings that exceed set per diem limits, so that all accommodation and meal expenses stay within company guidelines. If an employee tries to book a luxury hotel that’s outside the approved price range, the system will either block the booking or send an alert to a manager for further review. Restricted vendor selection: Central booking platforms can restrict bookings to approved vendors and airlines. Suppose an employee attempts to book a flight with a non-approved airline. In that case, the platform will alert the manager or redirect the employee to approved options, preventing policy breaches before they occur. Customisable approval workflows: For travel expenses that require higher-level scrutiny, the platform can be configured to route booking requests through a customised approval workflow. For example, bookings that involve executive suites or international first-class flights can be set to require additional approvals from senior management. Speedy bookings: The one-click approval system makes things way faster for both you and your travellers. So, Roomex not only simplifies the whole travel management process but also acts as a safety net for your company’s finances, giving you peace of mind and helping you avoid costly policy breaches. Insightful travel management with real-time data Having access to real-time analytics can transform how a company manages its business travel. As well as helping you organise travel details, a central booking platform like Roomex provides powerful analytics tools that offer insights into travel patterns, spending and compliance. This information gives you the data you need to make smarter decisions and keep your travel costs in check. RoomexAnalytics is like having a magnifying glass on your travel spending. It shows you exactly where your money is going, what’s driving your costs and how well your team is sticking to the company’s travel policy. Armed with this information, you can pinpoint areas for saving money and make sure your travel program is working for you, not against you. Here are just a few ways that Roomex’s data insights can help you out: Take control of your budget: By understanding where and how your travel money is being spent, you can make better decisions..

Roomex launches Carbon Reporting to meet growing demand for sustainability

At Roomex, we understand the importance of sustainability in today’s business environment. With global awareness of environmental issues being a hot topic, we’re committed to providing the right tools to help businesses reduce their carbon footprint. That’s why we’re thrilled to announce the launch of our new Carbon Reporting feature, developed in partnership with SQUAKE. Meeting the demand for sustainable travel solutions Our new Carbon Reporting feature has been driven by popular demand. Leveraging SQUAKE’s advanced API, this feature provides detailed insights into your carbon emissions. Every month, you’ll receive statements with anonymised booking data and comprehensive carbon emission details for each booking. Flexible reporting methodologies Understanding that different businesses have different needs, our Carbon Reporting feature supports two leading methodologies: HCMI and DEFRA. This flexibility allows you to choose the framework that best suits your decision-making and sustainability practices. Check out our breakdown below to help you understand which method may be the most suitable for your business. HCMI The Hotel Carbon Measurement Initiative (HCMI) is a collaborative effort designed to provide a common methodology for the hospitality industry to calculate and report the carbon footprint of hotel stays and meetings. Developed by the World Travel & Tourism Council (WTTC) and the International Tourism Partnership (ITP), HCMI aims to standardize how carbon emissions are measured across the global hotel industry, promoting transparency and enabling consumers to make informed decisions based on the environmental impact of their stays. The initiative supports hotels in identifying opportunities to reduce their carbon emissions, contributing to the industry’s overall sustainability efforts. DEFRA Carbon Frameworks The Department for Environment, Food & Rural Affairs (DEFRA) in the UK provides comprehensive carbon reporting frameworks and guidelines to help organizations, across various sectors, measure and report their greenhouse gas (GHG) emissions. DEFRA’s guidance includes conversion factors for a wide range of activities and operations, such as energy use, transportation, and waste management, facilitating accurate carbon footprint calculations. These frameworks are designed to support businesses in complying with UK-specific reporting requirements, enhancing environmental management, and contributing to the national goals for carbon reduction. DEFRA’s carbon frameworks are essential tools for UK organisations aiming to understand and mitigate their environmental impact through more sustainable practices. Which framework is right for your business? For hotels and hospitality businesses: HCMI is your go-to framework. It provides industry-specific guidelines, helping you measure and report your carbon footprint accurately, creating transparency and sustainability. For UK-based businesses across various sectors: DEFRA is the ideal choice. Its comprehensive guidelines and conversion factors cater to diverse activities, ensuring you meet UK regulatory standards and effectively manage your environmental impact. Both HCMI and DEFRA frameworks are invaluable for businesses committed to sustainability. By understanding their unique features and advantages, you can choose the one that best aligns with your operational needs and regulatory requirements. Further benefits Since its rollout, the Carbon Reporting feature has been warmly received by our customers, demonstrating the growing demand for sustainability tools in the business travel sector. Below are some further key benefits: Ability to implement strategies to reduce emissions, potentially lowering operational costs and environmental impact. A commitment to sustainability can improve your brand perception and attract environmentally conscious customers. Stay ahead of reporting requirements and avoid fines. Attract sustainable investments by demonstrating environmental responsibility. Ready to get started? Sustainability isn’t just a trend – it’s a commitment to our future. At Roomex, we are committed to providing you with the resources needed to make a positive impact. To make the most out of your Carbon Reporting service today and take a significant step towards more sustainable business travel, visit: roomex.com/carbon-reporting

The best travel management software in 2024

Emailing hotels, confirming reservations, rescheduling cancelled bookings, tracking workforce traveller movements and verifying expense claims; the business of business travel can be laborious. It doesn’t have to be. We’ve rounded up the best travel management software available in 2024. These business travel booking systems make administering and managing your business travel more efficient, saving you time and money and helping you meet your duty-of-care obligations to employees on the road. But which is the best option for your team? Here’s our lowdown: TL;DR Travel management software simplifies business travel organisation, from booking to expense management. While self-booking poses challenges, travel management platforms ensure compliance and flexibility. Roomex offers exclusive rates and a vast accommodation selection, saving up to 12%. TravelPerk excels in usability, while Egencia caters to global needs and Goodwings prioritises sustainability. Expensify streamlines expense management for frequent travellers. These tools optimise processes, which in turn save you money while enhancing the travel experience for your employees. What is travel management software? Travel management software is a digital solution that simplifies and reduces the cost of business travel. It’s the go-to tool for companies that want to manage business travel more efficiently, from booking accommodation to handling expenses. Usually you’ll find features such as centralised booking platforms and expense management tools. Alongside those, real-time travel updates keep you on top of duty-of-care obligations, while comprehensive reporting functionalities help you optimise travel budgets. Why does this matter? Business travel is growing fast, with workforce traveller numbers expected to surpass pre-pandemic levels by the end of 2024. And while the pandemic curtailed travel, 70% of employees view business travel as pivotal to their companys growth. That increase and appetite for business travel impacts your team. With more travellers on the road, you, your travel managers, office managers and finance teams will need to look to digital solutions and travel booking systems to lessen the administrative burden. What’s the best way to book corporate travel? We’re not biassed, we promise, but the number one best way to book corporate travel is via a digital travel management solution or a B2B travel booking system. Why? By using travel management software, you make business travel more cost-effective and compliant with company policies: Centralised booking platforms provide access to a wide range of accommodation and transport options in line with your travel policy. Negotiated rates save your business serious money. Real-time travel updates keep your employees safe on the road and make it easier for you to assist in emergencies. Invoicing on account and prepaid debit cards mean you can manage expenses without needing to collate thousands of receipts or pour through pages of spreadsheets. Comprehensive reporting helps you make informed decisions and monitor travel expenses effectively. Can I self-book corporate travel? While some employees may prefer to self-book their travel arrangements, this approach can pose challenges. Self-booking is often not compliant with company travel policies, making it difficult to track expenses and maintain your duty of care to your travelling staff. Your employees are more likely to end up out-of-pocket, too, by paying for their own accommodation or transport and then waiting for reimbursement in the next pay run. However, travel management apps or hotel reservation software can give your workplace travellers the flexibility to book their own travel while keeping them compliant with company policies. These apps will highlight preferred suppliers and integrate approval workflows. What is the best travel management solution in 2024? For accommodation bookings Roomex: Roomex is a travel management solution tailored for workforce travellers, offering a central booking platform with over two million workforce-suitable accommodation options. With Roomex, you can book and manage all your accommodation in one place, reducing the time spent searching multiple sites and negotiating rates leaving your travel managers to focus on other tasks, enhancing overall productivity. Who is it for? Roomex is ideal for companies with frequent domestic travellers, such as civil engineers, rail workers and other professionals in need of standard accommodation across the UK. Why? Benefit from Roomex-negotiated rates that save your business money. Choose from over two million workforce-suitable accommodation options, including popular chains like Premier Inn, Travelodge, Holiday Inn and Ibis. Effective filtering helps you search for the features your employees need. It’s free and there’s no contract. We estimate you’ll save 12% on travel expenses by using the platform. Roomex integrates with Trainline, allowing you to book rail travel alongside hotels and take advantage of cheaper rates with split ticketing. You can plug in your travel policy to help employees choose in-policy accommodation. Roomex Support periodically checks reservations with hotels to confirm bookings and fulfill additional needs, like flexible check-in. For useability TravelPerk: A giant in the world of business travel booking software, TravelPerk boasts global clients like Airbus, FarFetch and WWF. Its ease of use and responsive customer service team are rated highly. TravelPerk offers clients an intuitive interface and app with access to a vast global collection of flights, accommodation, trains and more. Who is it for? TravelPerk caters to businesses of all sizes, particularly those experiencing rapid growth. Its global reach and extensive travel inventory make it an ideal choice for companies with international operations, too. Why? Users benefit from 24/7 chat and phone support from real people, with a target response time of 15 seconds. It allows users to easily share and plan trips, making coordinating travel arrangements and internal approvals a much smoother process. Users can confidently book business travel without relying on personal credit cards, keeping personal information secure. TravelPerk provides comprehensive reporting and real-time cost visibility, which help you stay on top of travel budgets. Drawbacks: Some users report that the flight filtering features are inconvenient and that it’s not possible to pre-select seats when you book. For global reach: Egencia Egencia, part of the Expedia group, offers a comprehensive corporate travel management program and software for travel tailored to businesses. It supports policy compliance with authorization workflows, expense tracking, risk management and policy adherence all within a user-friendly interface. ..

Top 5 travel management challenges and how to solve them

Managing business travel effectively is more important than ever, especially as companies increase the amount of travel they’re doing post-pandemic. At Roomex, we know travel management involves more than just making bookings it’s about overseeing every expense, adhering to policy compliance and maintaining smooth operations. Remember, business travel isn’t supposed to be a chore and there are rewards within the routine. To set you up for success, we’ve created this blog to tackle the top five travel management challenges and offer practical ways to manage costs, enforce policies and streamline your processes. From cutting travel costs to finding clever ways to make staff stick to the rules, we’re here to offer you practical tips to simplify travel processes and trim unnecessary expenses without sacrificing safety, standards or convenience for your travellers. Getting a grip on these challenges and learning how to handle them will give you the confidence to make intelligent decisions that benefit your whole organisation. Challenge 1: How to reduce business travel expenses Keeping travel costs in check is a huge challenge within business travel management. Airfare and hotel prices are constantly changing, meaning companies need smart ways to manage spending without skimping on the quality of travel. According to the Global Business Travel Association, worldwide business travel spending is expected to reach a whopping $1.5 trillion in 2024, beating pre-pandemic levels for the first time. While global spending is climbing, Europe’s investment in business travel isn’t expected to catch up to 2019 levels until 2025. In 2024, Europe’s spending is projected to be about $389.1 billion and rise to $414.9 billion the following year. Europe remains a major player, accounting for nearly a quarter of global business travel spend. Keeping up with fluctuating travel expenses can be challenging. However, we’ve got some innovative strategies to help keep your costs down without compromising quality: Negotiate corporate rates: Team up with your favourite airlines and hotels to lock in lower prices. Long-term deals with these partners can really make a difference. Use expense-management software: Keep an eye on your spending using tools that show where every penny goes. An expense-management system can also flag when you’re about to overspend and make sure everyone’s sticking to the travel rules. Adopt a centralised booking system: Book all your travel in one place. It’s easier to track, and bundling your bookings often helps you snag better deals. RoomexStay makes it easy to handle all your hotel bookings and payments in one spot, so you can score better rates and manage everything more smoothly, helping to cut down on travel costs. Challenge 2: Ensuring policy compliance across the board Making sure everyone sticks to travel policies is key to managing travel smoothly. This makes booking more straightforward, keeps costs down and reduces the risk of monetary mix-ups. But how to get everyone on board? This can prove tricky, especially in large companies where reps are spread across the globe. Here are some practical tips to help keep everyone on track and compliant: Implement clear travel policies: It’s super important to have a travel policy that’s straightforward and easy for everyone to get their hands on. Regular training and updates: Running regular training sessions and refreshers helps to keep everyone clued up on the policies, boosting compliance. Technology integration: Using tech that plugs travel rules right into the booking tools means employees only see options that align with the policy. RoomexAnalytics can provide real-time data on policy compliance, helping managers monitor adherence and adjust policies as needed. Challenge 3: Managing travel during peak seasons Booking travel during peak times may mean limited availability, often leading to stress and less-than-ideal itineraries. Peak travel times typically coincide with major holidays, industry conferences and large-scale events, leading to heightened demand for flights and accommodation. This surge inflates prices and restricts options, forcing companies to contend with inadequate travel arrangements that may not suit their schedules or budgets. Here are a few ways to handle the busiest travel periods without breaking a sweat: Advance planning: Getting everyone to book their trips early is a real game-changer. It locks in some sweet deals and opens up way more options. This way, you’re not stuck choosing from the leftovers! Flexible travel policies: Being flexible with travel can pay off. Shifting your travel dates and times to avoid the rush means you can snag some great off-peak prices. Alternative accommodation: Mixing things up with serviced apartments or corporate housing can be a smart move during busy seasons. These often come with better prices than traditional hotels, stretching your travel budget further when everyone else is also on the move. Challenge 4: Reducing non-compliant spending during business trips Unsanctioned spending can sometimes get out of hand when there aren’t enough checks in place. This usually occurs when employees book a business trip through unapproved channels, bump themselves up to fancier flights or hotels without the OK, or splash out on extras like luxury car hires or gourmet meals. You can hardly blame them for trying! But keeping an eye on this kind of spending is crucial to avoiding budget blowouts. Tackling unsanctioned spending requires a solid plan to keep everything in check. Here are some practical ways to help you keep spending on track and within policy: Tighten approval workflows: By making the approval process for travel expenses quicker and stricter, you’ll cut down on rogue spending. It’s all about making sure every penny spent is checked and double-checked. Real-time expense monitoring: Using tech that monitors expenses in real-time can save you a lot of headaches further down the road. It’s like having a smart assistant that flags any suspicious spending right when it happens. This helps you nip any policy issues in the bud before they escalate. Employee accountability programs: Think about setting up reward schemes that celebrate those who stick to the rules and offer support to guide anyone straying back on track. It’s about creating a positive atmosphere where everyone aims to stick to the guidelines, not just..

Tag: Workforce Travel