These are the 5 basic rules for your travel policy

It sounds logical, but in practice many organizations have yet to establish a clear travel policy. Business travel is booked in various ways, employees sometimes choose their own flights or accommodations, and there is often little insight into the total costs. Does that still fit the policy? A clear travel policy provides structure, prevents noise and offers grip. But what should you pay attention to when drawing it up or updating it?

At Uniglobe Alliance Travel, we advise and assist organizations daily in optimizing their travel policies. Here are the five main areas of focus.

1. Budget and booking terms: clarity above all else

Everyone in the organization needs to know what is and is not possible when booking a trip. For example:

• A customer visit within Europe;
• A congress in the US;
• An in-house training elsewhere in the Netherlands.

In doing so, record:

• How far in advance a trip should be booked;
• When business class or Premium Economy is allowed;
• What is the maximum cost for an overnight stay;
• Whether the booking is made online or offline.

Clear rules of the game prevent surprises and discussions.

2. Preferred suppliers: controlling costs and quality

Preferably work with regular suppliers such as airlines, hotel chains and car rentals. This provides better rates and makes it easier to verify that bookings are within the travel policy.

Uniglobe Alliance Travel negotiates with suppliers to secure favorable terms on behalf of customers. In addition, you benefit from our standard competitive rates, because we purchase on a large scale worldwide. So you get the best of both worlds: attractive prices and quality you can trust.

3. Sustainability agreements: make them measurable

Sustainability is not only an ambition, increasingly a condition. Yet this theme still remains vague in many travel policies. A shame, because concrete choices make all the difference. Consider:

• When travel by train is preferred over flying (e.g., up to 700 km);
• When CO₂ compensation is applied, with the option to arrange this directly through our compensation program: click here for more information;
  
• Guidelines for the maximum number of trips per employee per year;
• Choice hotels with a Green Key-label or car rental with electric vehicles.

Sustainable travel doesn't have to be complicated, just well organized.

4. Duty of care: safety first

We understand how important it is to know where your colleagues are 24/7, especially when traveling to high-risk areas. A solid travel policy is indispensable in this regard and includes:

• Guidelines for risk and safe destinations;
• Emergency Procedures;
• A point of contact (internal or external) for incidents.

Employers have a duty of care, even when employees are on the road. But managing risk remotely is complex. That's why, in partnership with CAP™, we offer a complete Duty of Care solution: 24/7 support, proactive risk prevention and immediate disaster assistance. We also work closely with parties such as ISOS and RedAware for additional traveler safety support.

5. Flexibility for the traveler: within clear frameworks

A good policy protects, but should not stifle. Therefore, leave room for customization, as long as the boundaries are clear. Consider:

• Travel outside office hours;
• Extension with private residence or traveling partner;
• Extra overnight stay after a long flight.

Make sure employees feel heard, without sacrificing clarity.

Benefits of a good travel policy

A good travel policy works not only on paper, but more importantly in practice. We help you get more value out of every trip, without any extra burden on your team.

Benefits:

• Getting a grip on costs: clear agreements prevent surprises;
• Higher compliance: fewer last-minute decisions and discussions;
• More efficient processes: fewer questions, fewer corrections, more rest;
• Satisfied travelers: room for customization and trust;
• Sustainability Insight: concrete guidelines make sustainability feasible.
  
  

Make your travel policy work for you

Do you want to review your current travel policy or develop a new one? We are happy to think along with you. Based on expertise, experience and in the interest of your travelers. Feel free to contact us for an informal meeting.

Because like you, we believe: a clear travel policy prevents noise, gives grip and ensures satisfied travelers. We are happy to think with you.

 

Byron Bentley

Commercial Director