What should a travel policy cover?
A simple travel policy should lay out clear, straightforward instructions for how employees should book their trips. It should also include guidelines that support their well-being while they’re away on business, especially when it comes to staying safe and keeping in regular contact.While department heads and other stakeholders usually help shape the policy, it’s also a good idea to talk to employees who travel often. Their input can be especially valuable if you want to make sure the policy truly supports their needs and well-being.The policy will usually include:- Booking procedure and approved corporate travel company for travel services
- Allowable cost of booking (hotels, airfare, ground transportation)
- Special exceptions or rules for more expensive cities or routes
- Approval process for trips that exceed typical limitations
- Permitted and not permitted expenses
- Duty of care vendor or procedures
- Preferred company vendors
- Reimbursement process
- Travel debriefing process
- Travel insurance carrier
Our guide to corporate travel policies details all you need to know for creating a policy for your business, and we have a free, comprehensive template as a useful example.
Policies that incorporate employee well-being
Traveling for work can be stressful. Being away from family and the comfort of daily routine can take a toll, and for some, it might even make existing mental health challenges or concerns worse. Not only are people traveling more frequently for work, but they are also having more meetings on each trip, with research from Opinium and commissioned by World Travel Protection stating that this is happening for over half (54%) of US employees. This same research also highlights that safety is a concern, with 61% of US business travelers believing their employer could do more to ensure their safety when away, and a further 70% wanting more check-ins from senior management to ensure their well-being. So, what should employers do?
Duty of care for business travelers
When your team’s on the road for work, it’s your responsibility, both legally and ethically, to look after their safety and well-being. That means having a solid employee well-being plan in place, one that considers both expected and unexpected risks. It helps keep your people safe while reducing your company’s legal and compliance risks. This kind of planning is called duty of care, and it should be a central part of your travel policy.These responsibilities include:- Health and safety
- Fire safety
- Discrimination and bullying
- Stress
- Violence
- Food safety
We’ve created a full duty of care guide for businesses to create their own policy, which details how to write one and some useful tips and tools that businesses can use. One of the key things to consider before drafting your own duty of care policy is to include those who will be traveling in the process. Do they have any specific concerns? What will help their well-being whilst being away? Here are some things to consider:
Medical information and expectations
Falling ill when you are away can be very stressful and worrying, so to ease these worries beforehand, it is useful to include detailed medical information for each country your business is likely to have people travel to. Note in the policy about any travel insurance that they will have when traveling, and clearly state anything medical that is included, too.
Regular contact and updates
As an employer, you can include regular check-ins in your travel policy to help make sure your team feels supported while they’re away. For example, you might set the expectation of one video call each week, along with daily messages to maintain communication and provide support throughout the trip. Along with regular check-ins, businesses can use TravelPerk software to have real-time location tracking so both you and your employees can remain reassured and informed of where your travelers are at any given time.Emergency contingency plans
Having a travel policy is important, but it’s just as crucial to have a clear travel risk management plan in place.When employees travel for work, it’s about more than just booking flights and hotels. You’ve got to make sure they’re safe, well-informed, and ready for anything that might come their way. Whether it’s unexpected civil unrest, an accident, a medical emergency, or a natural disaster, these situations can seriously disrupt your business and put your people at risk.An effective travel risk management policy is made up of the following six sections:- Policy scope
- Roles and responsibilities
- Planning and approving travel
- Travel risk assessment
- Incident reporting and traveler support
- Insurance
We have detailed each of the above steps in our complete guide to corporate travel policies so your business can ensure those who travel for work are safe wherever they go.
Flight and hotel expectations
A typical travel policy might cover the basics, like which hotels and flights employees can book, but it’s also worth thinking about how travel choices affect their well-being.For instance, you could require that hotels be 4-star or higher and located in safe, well-reviewed areas to help them feel more comfortable. And when it comes to flights, booking something at the crack of dawn might not be the best idea. Giving your team a bit more rest can go a long way in helping them stay sharp and energized for work.
Ensure employee well-being with specific travel policies
Traveling for business can be stressful and worrying for your employees, so ensuring their well-being when creating a travel policy is very important. If you include what we have listed above in your policy and integrate a single travel management platform like TravelPerk, then it will help anyone traveling for work feel at ease. To learn more about TravelPerk’s recommendations for building a travel policy, book a demo to see the platform in action.
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