When an employee travels for work, would you be able to say exactly what the quality of the hotel he should stay in is? For the company to buy and issue the air ticket, do you have an idea of what steps should be followed? These questions can be easily answered as long as there is a corporate travel policy in place.
To understand how a corporate travel policy is made and its main points, read this article that we have prepared for you.
Why is there a travel policy?
Imagine that you work in a company of 100 employees who, at some point, need to move or travel for work. If this is your case, imagine your reality to answer the following question: how to organize the consultation for the best options, the purchase of travel services (airfare, hotel, car rental, etc.) return, without standardizing the process?
If each of these 100 (or, if applicable, even more) professionals choose a different way to purchase services or account for the expenses of each of their corporate trips, how can the company guarantee the safety of these purchases and mobility experiences?
For this, there is a reference — already used by large corporations around the world — that guides the entire team (and, in some cases, even suppliers and partners) on how to proceed to travel or move around the company, when necessary.
What is a corporate travel policy?
The corporate travel policy is a document that sets out the standards to be followed by the company’s employees in terms of mobility.
In addition to standardizing the flow of purchases, and making and rendering of accounts for trips, it is also an important reference for managing the performance indicators of these types of expenses.
It must bring all information regarding how to travel through the organization, for example:
- who to look for to request the trip;
- what platforms and systems are available to buy a trip;
- what is the spending limit;
- what are the rules that must be followed;
- what means of contact are available for support before and during the trip;
- what are the recommendations and best practices encouraged by the company during a trip;
- what are the post-trip routines that the employee needs to comply with, among others?
This policy must be clear to all involved so that there is no room for doubts or misunderstandings.
For example, if there is a lack of clarity in the information that certain travel costs are not included, employees may experience moments of embarrassment — or even violate a guideline — if they think otherwise.
Thus, whenever someone from your company needs to travel, by determining the reading (and even consenting) of the policy as mandatory, all parties are aware of what travel includes and the path to be followed when needing one.
How to create a corporate travel policy?
There is no pre-made format for creating a company’s travel policies, as they may vary according to each type of business. For this reason, we have gathered here the points that cannot be missing from your document.
But, before we get into them, it is interesting to remember that your travel and mobility policy is part of a specific cultural context of your company. This means that in addition to being a reference for how what, and why each travel and mobility process needs to be done, the policy also portrays what your company is like.
Therefore, it is important to also pay attention to the way your company communicates, guides, and takes care of its employees. Once everything is there, in politics, you get closer to the employee and gain more adherence.
This first point concerns the steps that must be followed for requesting and approving travel. Thus, all company members become aware that it is not enough to simply look for the team responsible for mobility management and say that you are going to travel; you must follow all policy procedures.
Can you imagine if an employee has a bad experience on a trip because the seat on the bus or plane is uncomfortable? Or because the hotel facilities are of poor quality? To prevent this from happening, standards must be followed — and communicated.
Therefore, means of transport, accommodation requirements, taxi cooperatives, and mobility applications duly approved by the company must be taken into account when requesting a trip.
Being aware of the partners approved by the company, the employee has (in addition to a more positive experience in their displacements) the confidence that the travel and mobility providers have been previously introduced to the company.
For everything to be well executed, the firm and employees must respect the necessary rules. After all, corporate trips represent a cost, so they must be done under conditions that make them worthwhile.
How to update your policy?
The policy is not a static document but a file that needs to be updated from time to time. After all, markets change and this can influence all points involved when it comes to travel.
With the arrival of the covid-19 pandemic, for example, many companies had to reduce travel budgets, in addition to determining other standards aimed at the health of employees during travel and stay in other places.
So, if you already have a documented corporate travel policy, it’s critical to review it and update it whenever necessary.
By following the points that we have brought here in this text, you will be able to do this. And speaking of changes, be sure to also check out https://www.prorido.com for your Company Cab / Taxi needs.
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