Indochina Airlines

7 Step Guide to Writing a Business Travel Policy

7 Step Guide to Writing a Business Travel Policy

It’s frequent to assume that you just won’t want a enterprise journey coverage. Maybe your organization is simply simply beginning out, nonetheless in its early progress stage, or simply doesn’t do a lot enterprise journey.

That line of considering couldn’t be extra mistaken, although.

An organization journey coverage isn’t one thing unique solely to massive companies. Even small startups whose staff solely journey twice a 12 months can actually profit from having a stable company journey coverage.

Corporate journey insurance policies scale back time-wasting, repetitive, and redundant questions. It’s a place to flip to for handy solutions and steerage to guarantee every little thing is on the up and up with the corporate.

Having a enterprise journey coverage in place helps foster equity and transparency. It additionally gives staff with larger freedom and autonomy whereas sustaining company authority and administration.

Most importantly, it additionally serves as a method to guarantee the protection of your travellers, particularly in immediately’s post-COVID world.

Now that we’ve established the necessity for a journey coverage, how do you go about constructing one which staff would comply with?

Creating, sustaining, and implementing a firm journey coverage doesn’t imply micromanaging each final element of your worker’s enterprise journey. Instead, it means offering them with the instruments and knowledge they want to really feel secure, snug, and supported by the corporate.

Moreover, many journey insurance policies immediately centre round flexibility and offering staff with larger freedom to prepare their enterprise journey.

Our information will provide you with every little thing to do precisely that — we’ll talk about varied journey administration kinds, present ideas for creating fashionable journey insurance policies, and provide methods to assist enhance compliance.

The Downside of Travel Policies

Anything related to the phrase “policy” is commonly immediately deemed difficult and overwhelming. Company journey insurance policies are not any completely different. Travel preparations and necessities can already be time-consuming and difficult to absorb with out including firm guidelines into the combo.

When we all know what staff don’t like about their present enterprise journey coverage or what retains them from absolutely utilizing them, we will create insurance policies that particularly keep away from these points.

4 Common Problems with Travel Policies

  • The insurance policies are too technical or tough to perceive.
  • Almost nobody bothers to learn the insurance policies due to their size.
  • No one remembers the content material of the insurance policies.
  • Companies don’t mechanically implement journey insurance policies.

These points contribute to a low coverage compliance price. A 2018 survey by Skift and Turkish Airlines confirmed that solely 60% of enterprise travellers comply with their firm’s journey coverage, notably when reserving their lodging.

(*7*) the frequent issues with journey insurance policies can assist information us in creating one which staff would need to use and admire.

Failure to heed these frequent issues can simply make all the trouble we put into creating a nice company journey coverage to waste.

Don’t have time to end this information now? Download the PDF eBook model

Why Build a Corporate Travel Policy?

The issue in creating and guaranteeing compliance with enterprise journey insurance policies may flip you away from placing any coverage in place. You wouldn’t be the one one to assume this fashion, both.

Sixty % of corporations within the U.S. don’t have a company journey coverage in place.

However, in doing so, you possibly can miss out on a number of necessary advantages — not only for staff however in your firm.

Travel Policy Benefits for Travellers

  • Clear guidelines and laws
  • Less trouble when making journey preparations
  • Fairness amongst the crew
  • Ensure security and wellness
  • Better flexibility and autonomy

Travel Policy Benefits for the Company

  • Lessen journey price spikes.
  • Improve administration over firm journey bills.
  • Streamlined reimbursement protocol.
  • Increased equity helps foster higher worker sentiment.
  • Positive firm tradition.

Creating a enterprise journey coverage gives you and your organization with clear tips. This, in flip, helps guarantee equity and equality for everybody.

A Step by Step Guide to Writing a Business Travel Policy

Now that we’ve had a higher perspective on journey coverage dos, don’ts, and the advantages, it’s time to deal with writing one.

Here is a fast have a look at our seven-step, fool-proof course of for writing a fashionable enterprise journey coverage:

1. Review present or earlier journey insurance policies

Read more: How to write a travel policy

Similar to how we took a have a look at the dos, don’ts, and advantages, it is usually necessary to evaluate previous or present insurance policies.

2. Outline coverage objectives and determine stakeholders

In any venture or endeavor, it’s best to begin with clear objectives and priorities. Regardless of whether or not you select to deal with lowering confusion or limiting journey bills, you and your crew must be clear on what the coverage’s focus must be.

During this stage, it is necessary to contain the entire proper folks. This will assist make sure the equity and appropriateness of your journey coverage.

3. Ensure it’s simple for everybody to use the coverage

As early as now, consider a method to make utilizing your journey coverage handy for everybody who might have it — whether or not they’re rank and file staff, supervisors, or executives.

This will assist be sure that everyone seems to be conscious of the brand new coverage, the place they could entry it, and the way to use it.

4. Decide on the journey administration model or strictness

Before you possibly can create the journey coverage’s tough draft, it is vital to select your journey administration model. Along with this, you additionally want to decide your stage of strictness.

These two components will assist be sure that all elements of your coverage are consistent with one another. They will assist when making selections relating to particular person guidelines, instruments, and extra.

5. List down what to embrace within the journey coverage

After working by means of your journey administration model and strictness, begin brainstorming what you need to embrace within the doc. You can use an previous journey coverage or a profitable one from a competitor as a reference for what to and never to embrace.

6. Create the primary draft

Finalise the record of issues your journey coverage wants to have, then begin writing the primary draft. There are templates accessible on-line that will assist make ending this stage simpler and sooner.

7. Implement the journey coverage

Expect your first draft to undergo a number of revisions. However, as soon as the ultimate model has been accredited by the administration, make sure that to share it with the entire firm.

Immediate, company-wide implementation and briefing on how any journey administration device you utilize is important to encourage adoption and full compliance.

Don’t have time to end this information now? Download the PDF eBook model

A Detailed Dive into the Writing Process

The define we supplied is simply a transient look into what it’s best to count on to do for every step. In the next sections, we are going to dive deeper into what every step would entail.

Review Your Current Travel Practices

What journey coverage do you at the moment have in place? If you don’t have one, what are your staff’ journey practices? Answering these questions will assist you to get a higher thought of what works, what staff favor to do, and what to keep away from.

It is finest to do that along with your firm’s main stakeholders, together with the HR division, finance, and higher administration. Having a few frequent enterprise travellers be part of within the assembly would additionally show useful. If not, then asking your staff to reply a survey relating to your journey guidelines or practices could also be a appropriate different.

Set Your Policy Goals and Identify Stakeholders

A wise journey coverage requires clear priorities and objectives. These will give your writing goal and steer you in the appropriate path. Additionally, it’s necessary to outline the accepted enterprise journey functions so that every one staff perceive why it’s mandatory and when they could be anticipated to go.

It’s additionally necessary to determine and notify your stakeholders. Ask your self, who’re the folks whose enter is important for the venture? Who are the folks whom your journey coverage would have an effect on?

Here is a record of people that must be concerned within the creation of any journey coverage:

  • Human useful resource division
  • The finance division (particularly the CFO and controller)
  • CEO and COO
  • Travel supervisor
  • Office supervisor
  • Frequent enterprise travellers

These persons are crucial ones to embrace within the discussions. They can both assist write the doc or be concerned in its approval. After holding a kick-off assembly to set up priorities and objectives, you possibly can merely attain out to the stakeholders individually to minimise any disruptions of their common duties.

A 3-Step Guide to Setting Future-Proof Priorities

Referring to your previous journey coverage (or your rivals’ in case you don’t have one) will assist you to decide your priorities.

Step 1: List down what works in your teference journey program. This could be so simple as “travel expenses are exceptionally high in X city” or “employees still book flights or accommodations out of policy.”

Step 2: Set clear core objectives. We advocate having two to three core objectives for updating or creating a company journey coverage. An instance of a core objective may very well be “to meet the needs of a growing company or team.” Under every core objective, you possibly can record down secondary or particular priorities.

Here are a number of primary journey coverage priorities that almost all companies share:

  • Limit pointless journey bills
  • Improve transparency and visibility
  • Boost staff’ journey autonomy
  • Increase general effectivity and satisfaction of enterprise journeys
  • Reduce worker confusion
  • Streamline guide work for the HR and administrative departments
  • Improve traveler security and responsibility of care
  • Boost journey coverage compliance
  • Improve comfort in making journey preparations

Read more: How to write a travel policy

Step 3: Discuss upcoming adjustments within the enterprise. Doing so will assist you to future-proof your journey coverage, at the very least to a sure extent. Important adjustments to pay attention to embrace workplace consolidations, increasing to new places or places of work, hiring extra folks, and any potential long-distance enterprise companions.

Ensure Every Employee Can Use the Travel Policy

There are two methods you possibly can create your organization journey coverage. These are:

  • Classic or conventional methodology: Providing staff with a exhausting copy or a PDF doc of the coverage handbook, a hyperlink to an intranet web page, or publishing it on the corporate’s inner wiki web page.
  • Automated or in-app methodology: Customising a journey administration platform in accordance to your insurance policies and offering entry to the workers. This permits the corporate to automate enterprise journey reserving preparations in real-time.

We additionally advocate combining these two strategies. Having an simply accessible app automates the method however having a basic company coverage doc provides staff one thing to refer to in case they’ve questions.

Aside from publishing it internally by means of a firm wiki web page or intranet web page, it’s additionally frequent to present staff with a hyperlink to a shared file folder or PDF by way of cloud information providers, like Google Drive for instance.

Additionally, it’s a good thought to present new staff with both a hardcopy or digital file through the onboarding course of.

All About Travel Management Platforms

One method to ensure that everybody within the firm can use the journey coverage you create is by utilizing a journey administration platform.

A journey administration platform or system, additionally referred to as company journey administration software program, helps enhance journey coordination and reserving processes. It is likely one of the most handy methods to handle journey preparations internally.

Instead of spending extra time manually planning journeys throughout completely different web sites or platforms, you and your staff can merely use one system to handle every little thing. This contains discovering essentially the most inexpensive flights, the very best lodging places, and even arranging reimbursements for canceled or missed flights.

We extremely advocate selecting a journey administration device like Locomote (shameless plug) that permits you to incorporate and or create your journey coverage in its system. This helps guarantee computerized coverage compliance.

Decide on the Travel Management Style and Strictness

It’s essential to decide your journey administration model and stage of strictness earlier than itemizing down what you need and wish to embrace within the doc.

Travel administration model refers to the way you need to construction your company journey preparations. This basically means deciding on whether or not to have a hands-on or hands-off strategy.

Will an administrator or supervisor deal with all of the bookings? Or will you give staff the liberty and autonomy to select their journey preparations? Will the workers be allowed to prolong official enterprise journeys to combine it with private or leisurely journey?

As for the extent of strictness, this primarily refers to the restrictions set in your chosen reserving device or journey administration software program.

For instance, will the system nonetheless enable staff to make bookings exterior of your set insurance policies? Will they want a supervisor’s approval to accomplish that? Will you require approval for all journey preparations they make, even people who comply with the corporate’s insurance policies?

In deciding the model and strictness stage, it’s essential to search the opinions of your stakeholders. The firm executives, HR division, and Finance groups have essentially the most say on this case.

Figure Out What to Include within the Travel Policy

So, what precisely goes into a company journey coverage? It’s easy: something and every little thing staff may need or want to learn about touring — each domestically and internationally.

Remember, the objective in constructing a enterprise journey coverage is to present staff with a useful reference in case they’ve questions. Here is an summary of some primary guidelines and fashionable tips:

Booking and Approval Process

  • Who makes the airline and lodge bookings?
  • What are the necessities for journey approval?
  • What instruments or platforms ought to staff use?

Travel Safety

  • What sort of journey insurance coverage do staff get?
  • Who is your responsibility of care distributors?
  • What are your emergency procedures?
  • Who is your staff’ level of contact within the firm in case of journey emergencies?

Accommodation Expenses

  • What is the utmost allowable spend per night time?
  • Are there completely different budgets for various cities?
  • How can staff get company lodge charges when reserving by themselves?
  • Are staff allowed to e book different lodging, comparable to AirBnB?
  • What varieties of different lodging are allowed?
  • Are there circumstances the place different lodging shouldn’t be reimbursable?

Airline Travel Expenses

  • What is the utmost allowable spend per home flight?
  • What is the utmost allowable spend per worldwide flight?
  • Can staff e book flights with out approval?
  • What is the required minimal period of time to e book upfront?

Ground Travel Expenses

  • What are staff’ choices for floor transportation?
  • What are the corporate’s most popular modes of floor transportation?
  • Is there a most price per practice ticket?
  • What are the principles for renting automobiles?
  • What are the principles for utilizing private automobiles?
  • Are staff entitled to gas and lodging reimbursements for multi-day drives?

Food and Daily Allowance

  • Will day by day allowance be supplied?
  • What will it embrace and never embrace?
  • What are the day by day allowance limits?

Entertaining Clients

  • What counts as shopper leisure?
  • What is the utmost price per leisure ticket?
  • How a lot can staff spend with no need approval?
  • What is the utmost spend per meal for purchasers?

Reimbursement Processes

  • Until when can staff file for reimbursements?
  • What purchases or bills rely as non-reimbursable?
  • Who approves reimbursement claims?
  • How ought to the reimbursement claims be submitted?
  • How do staff submit expense stories?

Leisure Trip Extensions

  • Does the corporate enable “bleisure” or enterprise leisure travels?
  • What counts as enterprise leisure journey extensions?
  • Will the corporate shoulder lodging extensions?
  • Will staff proceed to obtain an allowance throughout leisure journey extensions?

Don’t have time to end this information now? Download the PDF eBook model

Create Your First Business Travel Policy Draft

The key to creating a enterprise journey coverage that staff would discover useful and gladly comply with is to all the time put the workers’ wants first.

Moreover, ensure you take into consideration the present measurement of the corporate and its anticipated progress within the following years. Although the corporate could also be restricted to enterprise journeys to neighboring cities or states, for now, a fast-paced progress might require worldwide journey within the following 12 months or two.

As such, it’s necessary to strive to embrace insurance policies for every little thing the workers might expertise sooner or later. Future-proofing your corporation journey coverage permits you to preserve it for a longer time and keep away from rewriting it every year.

Get suggestions from completely different folks after ending the primary draft. If there are factors that want to be revised, accomplish that earlier than submitting the primary draft for administration approval.

Read more: How To Draft A Corporate Travel Policy That Fits Your Business? (Free Template)

It’s regular for journey coverage drafts to undergo a number of rounds of revisions. Don’t be disheartened by these. Instead, use it as a chance to enhance the insurance policies and get actionable suggestions from the individuals who would finally use them.

Implement the Business Travel Policy

Once the journey coverage is accredited by the corporate executives and different stakeholders, you can begin to share it with all the workers. We advocate having a city corridor assembly to introduce the brand new insurance policies and transient staff on crucial factors.

Another method to enhance coverage implementation and compliance charges is by offering all staff with a copy of the doc. You can do that by means of a firm wiki web page, an intranet web page, a shared folder or file on the corporate cloud platform, or a printed booklet.

But how will you guarantee staff will learn the doc?

The finest tip we can provide to enhance coverage read-through charges is to embrace the reimbursement info within the journey coverage doc. Everyone loves free stuff — and reimbursements rely!

Including info that staff genuinely care about in your corporation journey coverage will increase the probabilities of them studying by means of the entire doc.

How to Create an Automated Travel Policy in Locomote

After creating or updating your journey coverage doc, make sure that to create an automatic model, too. This is what is going to enhance your journey coverage’s compliance price and additional enhance worker freedom and autonomy.

Locomote is likely one of the finest enterprise journey administration platforms available in the market. Our award-winning expertise allowed us to assist massive and small corporations streamline their journey applications.

Using our system, journey managers and staff can e book, handle, observe, and report in a single handy platform, globally.

Now that we’ve guided you on how to construct a journey coverage doc, you should utilize it to arrange an automatic journey coverage utilizing the Locomote.

Don’t have time to end this information now? Download the PDF eBook model

Benefits of Using Locomote

Locomote presents a broad number of advantages for each companies and staff, together with the next:

  • Clean and fashionable person interface
  • Easy to navigate cellular app
  • Transparent pricing
  • Offers group reserving
  • Dedicated 24/7 journey assist at no further cost
  • Allows staff to e book their journeys
  • Real-time information reporting
  • Per division finances limits
  • Integrates with bills or finance administration instruments
  • Accepts a number of fee strategies

In immediately’s post-pandemic world, enterprise and leisure journey can nonetheless be fairly tedious. As an infection charges go up and down, and cities and states react accordingly, responding as quick as doable are mandatory.

That is strictly what Locomote gives.

Using our platform, journey managers can simply make changes based mostly on new journey restrictions and pandemic charges.

You can even modify the settings based mostly on the info our platform collects from all of the journey bookings and prices reported.

How To Cut Travel Expenses Using Automated Travel Platforms

Thanks to our purchasers and their hundreds of staff that use Locomote, we had been in a position to collect sufficient information and discover extra methods to assist companies like yours reduce down on journey prices.

  • Booking flights at the very least a month or farther upfront if doable
  • Providing entry to low-cost airways or carriers, comparable to Jetstar, EasyJet, Spirit Airlines, and extra
  • Offering versatile reserving charges for simple cancellation or adjustments
  • Setting caps for lodge prices and day by day allowances
  • Providing choices for streamlined account reconciliation

All of those are doable by means of Locomote. Together with our per-trip pricing setup, unique charges, and reductions, corporations can save up to 34% in complete enterprise journey prices.

Improving Your Corporate Travel Experience

Better enterprise journey administration equals a smoother general journey expertise. Help your worker travellers really feel extra empowered by giving them freedom whereas additionally optimising your journey coverage.

See how we will optimise your journey program and make your organization extra environment friendly.

Click right here to get a free, in-depth product demonstration and walkthrough.

Read more How to write a travel policy – Indochina Airlines

Source: 🔗

Pin It on Pinterest