A well-crafted corporate travel policy streamlines logistics and keeps business travel expenses in check. However, many organizations make the same mistakes when creating their policies. Here are the most costly errors – and how to avoid them.
1. Not enough restrictions on employee spending
One of the most common mistakes made in a corporate travel program is not providing enough restrictions on employee spending. Even when they aren’t spending excessively, employees can unintentionally create cost overrun when the boundaries are too soft. This quickly adds up and becomes a burden on the company’s finances. When creating corporate travel policies, it’s important to strike a balance when it comes to restricting employee spending – too loose and they may take advantage, but too strict and your travelers may be unhappy with the policy.
2. Lack of clarity on travel expenses covered by the company
Another common mistake is a lack of clarity on which travel expenses are covered by the company. This can leave employees uncertain about what they can and cannot claim back, leading to confusion and frustration. It’s important to be clear and concise when outlining which business travel expenses are covered by the company’s corporate travel policies.
3. Not having a clear approval process for travel
It’s very common that companies don’t have a clear approval process for travel. This can cause delays and disruptions to travel plans, as well as frustration for employees. It’s important to have a clear and concise approval process in place so that employees know exactly what they need to do in order to get approval for their travel.
4. Not enough communication between employees and management
This one is more common than you may think: a lack of communication between employees and management when it comes to corporate travel policies. This can lead to misunderstandings and frustration on both sides. It’s important to have a clear and open line of communication so that employees can ask questions and get clarification. When employees are left to just “figure it out,” they are far more likely to deviate from the policy.
5. No process for disputing expenses
Travel expenses are often disputed by employees. This can lead to frustration and confusion, as well as delays in reimbursement – unless there’s a procedure in place to resolve the issue quickly. It’s important to have a clear and concise policy for disputes so that both employees and your finance team quickly determine what qualifies as a business travel expense.
6. No procedure for emergency situations
One of the most important aspects of corporate travel policies is how emergencies are handled. Unfortunately, many policies don’t properly address this issue. This can lead to serious problems if an emergency arises while an employee is traveling. It’s important to have a clear and concise policy in place so that employees know what to do in the event of an emergency.
7. A lack of accountability
One of the issues we encounter the most in corporate policies is that employees simply don’t follow the rules. This can be for a variety of reasons, from simple forgetfulness to a lack of understanding of corporate travel policies. Educating employees about the policy before they travel can help, but you may also want to consider implementing a system of checks and balances so that you can ensure that everyone’s following the guidelines.
8. No process for booking travel
A final common mistake is a lack of guidelines for booking travel. This can lead to employees booking flights and hotels that are not in line with the company’s travel policy, which can be costly and disruptive. It’s important to provide clear guidelines on how to book travel so that employees are aware of what’s expected of them.
By avoiding these common mistakes, you can create corporate travel policies that are effective and efficient, naturally reducing business travel expenses. Having a clear and well-crafted policy in place will ensure that your corporate travel program runs smoothly for everyone involved.
Avoid These Mistakes with Telios Travel
If you have any questions about corporate travel best practices, let’s chat. We’ll be happy to help you craft a policy that meets your needs. At Telios Travel, we take a personalized approach to corporate travel planning. Contact us today to speak to a dedicated agent who will help your travelers comply with corporate travel policies while still enjoying a positive trip.