How to Create a Successful Business Travel Policy

Clyde Travel
15 Sep 2023
Corporate Travel


In today's fast-paced business world, business travel has become an integral part of operations, especially for sectors like maritime and SMEs. However, many small and medium-sized enterprises mistakenly believe that travel policies are reserved for large multinational corporations.


This couldn't be further from the truth. A well-structured corporate travel policy document can streamline operations, save on travel expenses, and ensure the safety and satisfaction of the business traveller.


Understanding the Importance of a Business Travel Policy


In the dynamic landscape of the travel industry, a business travel policy stands out not just as a set of guidelines but as a strategic tool that ensures travel is purposeful.


While on the surface, a corporate travel policy might seem like a mere list of dos and don'ts, it's much more profound. It serves as a roadmap, guiding business travellers on how to approach travel in a way that aligns with the company's broader goals and vision. It's a reflection of the company's values, priorities, and its commitment to the well-being and productivity of its workforce.


Before drafting a corporate travel policy, it's crucial to answer: Why are you travelling? and What do you expect to get in return? At Clyde Travel Management, we advocate for travelling with purpose, ensuring every business trip adds value to your organisation.


passport & travel bag


Key Components of an Effective Travel Policy


Clear Guidelines:


Define what constitutes permissible travel, set travel spend limits, and outline booking parameters.


Purpose and Scope of Travel:


Before any journey begins, it's essential to understand its purpose. An effective corporate travel policy should clearly define what constitutes permissible travel. By understanding the 'why' behind each journey, businesses can ensure that every business trip aligns with their strategic goals.


Spend Limits:


Budgeting is crucial for any business activity, and business travel is no exception. By setting spend limits for various travel components like airfare, accommodation, and meals, businesses can manage company money better. These limits should be realistic, considering both traveler comfort and company budget constraints.


Booking Parameters:


An effective business travel policy should also outline the booking process. This includes preferred airlines or hotel chains, the timeframe for making reservations, and guidelines for changes or cancellations.


Clarity on Travel Expenses


Clearly state which travel expenses are covered and the process for employee reimbursements.


Covered Expenses:


Not all expenses incurred during a business trip might be reimbursable. Your policy should provide a detailed list of covered expenses. This can range from transportation and accommodation to meals, conference fees, and even incidental expenses like Wi-Fi charges or tipping.


Reimbursement Process:


Employees should be aware of the expense claims process. Your policy should clearly outline the reimbursement process, including the necessary documentation (like receipts or invoices) and how to compile an expense report. It should also specify the timeframe for submitting these reports and claims, as well as the expected duration for processing and receiving reimbursements.


Safety Protocols


Especially crucial for sectors like maritime & oil and gas, ensure there are guidelines for employee safety, including duty of care during emergencies.


Importance in Specific Sectors:


While safety is paramount for all businesses, sectors like maritime have unique challenges. Given the nature of their work, maritime employees might travel to remote locations, face adverse weather conditions, or even deal with emergencies at sea. Hence, safety protocols need to be comprehensive and tailored.


Guidelines for Keeping Employees Safe:


Beyond the standard travel advisories, companies should provide guidelines on local customs, potential health risks, or areas to avoid, especially in unfamiliar destinations. This proactive approach ensures that business travellers are well-prepared for their trips.


maritime port


The Maritime and SME Focus


While large corporations often have an established travel programme which include a comprehensive policy, many SMEs and maritime companies are yet to formalise theirs.


These sectors have unique needs, from crew mobilisations to frequent short trips. A tailored travel policy can address these specific requirements, ensuring efficiency and cost savings.


The Role of Travel Data Analysis


Incorporating travel data analysis into your policy can offer insights into travel behaviors, helping optimise travel costs and enhance the travel experience. By understanding travel patterns, businesses can negotiate better deals with service providers and identify potential areas of savings.


Addressing Common Concerns


Many SMEs worry about the perceived costs of implementing a travel policy or believe it might restrict their employees too much. However, a well-balanced corporate travel policy provides flexibility while ensuring cost savings. It's about finding the right balance between control and freedom.


Your Partner in Corporate Travel Management


With decades of global expertise, Clyde's friendly travel managers understand the unique needs of businesses, especially in the maritime sector and SMEs. Our comprehensive travel management services ensure a seamless travel experience, from booking to return.


In the modern business landscape, a travel policy is not a luxury but a necessity. It ensures purposeful travel, cost savings, and the well-being of employees. Whether you're an SME, a maritime company, or any other business, now is the time to implement a robust corporate travel policy.


Ready to create a travel policy that aligns with your business needs? Contact Clyde today for expert guidance and tailored solutions.


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