First time using a TMC? Make Sure You Have a Business Travel Policy
25/07/2023
A business travel policy is a document that sets rules, guidelines, and procedures for business-related trips. Its objective is to keep costs under control, ensure employees are safe and comfortable, and help them make informed decisions on their travel.
It also explains the travel reimbursement process and the expectations from the travellers and your organisation. While your policy should reflect travellers' needs, and give them options, a generous travel policy can also be an added opportunity to attract new employees in a competitive job market.
So, what should you include in a business travel policy? We've broken down some fundamental areas to cover when creating this document. The most important aspects, however, are ensuring it is tailored to your businesses aims, and is widely communicated and fully accessible..
Introduction
Write a quick introduction to the company and the intention of the policy. You may want to outline the authorisation and reimbursement process for travel arrangements and expenses, establish protocols encompassing the travel arrangement process, and so on.
Authorisation and Reimbursement
Clarify the procedures involved in requesting and authorising any trips to streamline operations. It is important to detail the reimbursement timeline and the processes for travellers to claim that back.
In this section, mention your preferred TMC and their contact details, standard hours, and out-of-hours helpline that travellers may benefit booking with. For example, HTS (Hotel and Travel Solutions) contact details are 0845 0945 914 / hello@hotelandtravelsolutions.co.uk.
Travel Expenses (Including Accommodation, Entertainment, and Other Expenses)
Here, set out what exactly the company plans to reimburse and if there is a maximum expenditure. This rule will ensure the trip is in-line with business costs and objectives. It is also crucial to set-out what costs the business doesn't cover to ensure clear communication and understanding between employees and your business.
For air and rail travel, include specific information on whether travellers must choose economy, business class, or first class. For accommodation, note any rules on room standards and upgrades.
Preferred Suppliers
It is common for businesses with significant hotel stay numbers to use a TMC to negotiate rates at preferred hotels. These negotiations ensure your employees have a choice of properties in the right areas for your business and that you achieve discounted rates or added-value items based on the TMCs combined client hotel spend. Your preferred suppliers can also reflect your sustainability or ESG (Environment, Social, and Governance) policies and values.
So, if you work with a TMC, ensure your policy has a link to the preferred hotel list or the TMC's online booking tool that has these properties loaded onto it.
Travel Support and Safety
The health and safety of the traveller is the utmost priority. Ensure your travellers know why you have chosen to work with a TMC - they can track your bookings and travel plans in an emergency. Employees travelling on business are still your responsibility, and it can be reassuring for them to know you've got their back.
Also, cover who to contact in case of an emergency, cancellation, or change of plans (probably your TMC). This section may detail any exclusions to destinations due to safety concerns.
There are plenty more specifics you can add into this policy. Ultimately, it is down to what the company sees fit to include.
And it is integral that businesses stay up-to-date with travel regulations set out by the government. Since the pandemic especially, these policies and regulations are ever-changing. With a handful of countries requiring vaccines to be able to enter the country and some destinations still encouraging face masks, ensure your travellers are well informed on their destination's regulations.
If you'd like HTS to work with you to draft an effective travel policy for your business and employees, get in touch. We do this free for all new and existing clients, saving you money, stress, and time - hello@hotelandtravelsolutions.co.uk.
