Why Employees Need to Follow the Company Travel Policy

No one likes to be micro-managed, but employee decisions might stray from the company’s travel policy. Whether from ignorance or convenience, the reality is it could be costing you big time.

CWT research from 100 companies of different sizes and industries show increased compliance in a corporate travel policy can reduce overspending by as much as 15 percent. But a company travel policy can do more than keep costs low, it can also be an opportunity to talk to employees about meeting their business travel needs.

It’s a win-win. They feel empowered while you uncover avoidable travel costs.

So, do your employees know how to follow the policy? Often, it’s something that’s covered in employee on boarding and then rarely referenced again — if at all. Other times, the traveler’s loyalty programs or personal preferences are a bigger priority than compliance.

Keeping record of spending trends can help you find weak spots. An online trip estimator can do that for you and also help you spot who is saving the company money. Another solution is making sure employees know who is in charge of authorizing their travel choices, and making sure that person checks in with employees regularly.

The next question to ask is does your policy work for employees? Try speaking to travelers about their latest trips — and then listen to their feedback. Frustrations might be bubbling up over easy fixes, like hotel room preferences, or more complex issues, like watching others pull rank while on the same trip.

Consider a travel policy that applies to everyone equally. It also helps for flexibility when it comes to food or hotels to accommodate different tastes among business travelers.

Need more information or want help ensuring travel policy compliance while also offering the best services to business travelers? Contact CWT Business Travel Solutions, a free service to help establish and educate best practices for travel policies.