Tips for Making Corporate Travel Policy Connect to Travelers, by American Express Travel

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May 2  |  meeting and event industry news, meeting and event planning resources  |   Andrew Maxwell


“As today’s global marketplace is constantly changing, and the logistics of capitalizing on growth in emerging markets make travel more complex than ever before, it is not enough to just develop a corporate travel policy and assume that employees know what to do with it,” said Helen Brough, Advisory Services Global Policy Practice Director, American Express Global Business Travel. “Companies should be actively leveraging and communicating their travel policy to employees and enlisting influencers within the company such as Human Resources, Security and Legal to support these efforts.”


Less than One Third of Companies Have Updated their  Corporate Travel Policies within the Last Year According to New Research from American Express Global Business Travel.

Corporate Travel Policy Tips Include:

  • Make it Accessible: There are many ways a company can address communicating to travelers and encouraging compliance, including using pre-trip tools, policy messages integrated at the point of sale and even prior to booking. Intranets and other portals can also provide a channel to communicate policy to help travelers make the right decisions.

 

  • Appeal to the Traveler: If travelers do not understand their travel policy or know where to find it, it is unlikely that it will be adhered to or that travelers will be able to benefit from the perks.  Most employees want to do the right thing by the business, so businesses need to let employees know what is in it for the company and for them.  That way the traveler can benefit from the perks of following the policy and the company can benefit from travel policy compliance.

 

  • Revisit for Relevancy: Establish a policy team with representatives from all stakeholders, including those that can represent the traveler, and charge them with the maintenance of the travel policy.  Then communicate changes to travelers so everyone can stay current.

 

  • Eliminate Uncertainty: It has been reported that one in four expense reports is typically sent back to the traveler for clarification or additional documentation support. Travel policy should take into consideration the process for expense reimbursement. The better a traveler understands the reimbursement process, the less time will be spent on re-doing these reports.

This new Best Practice Roadmap report on Travel Policy, produced by EXPERT INSIGHTS, shows many organizations still need to close the gap between their policy content and emerging industry trends.

 

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