Categories Corporate Travel

Free Guide – Defining a corporate travel policy

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Any company, big or small, will benefit from a clear, well-thought-out corporate travel policy. Defining rules as to how the company travels saves employees time, and stress, but also helps reduce and control costs. Just like any other company policy, a corporate travel policy creates the framework to ensure managers keep their travel spend within budget, while keeping staff safe and meeting crucial duty of care obligations. Employees on the other hand will better understand the procedures to organize their business trips, reducing the time they spend making their bookings.

We’ve created a checklist to walk you through the main steps to create a successful corporate travel policy.

DEFINING A CORPORATE TRAVEL POLICY

  • Reduce your costs by defining rules as to how your staff travel
  • Increase your buying power with transparent hotel reporting
  • Keep your employees safe by knowing exactly where they are
  • Optimise your hospitality spend with clear and easy reporting
  • Get your employees onboard with a tool that works for them too
  • Assert a solid process that is clear and employee-friendly

  • Setup team/departmental rules and city-based sub-policies
  • Create manager approval processes to ensure policy adherence
  • Manage and review your negotiated rates with automated reports
  • Order your hotels by preference to give guided choice to travelers
  • Store profile and payment information for seamlessly quick bookings

1

SETUP – SET CLEARLY DEFINED BOUNDARIES

Outline price limits for a specific location (city / country)

Prioritize individual hotels and hotel chains for better buying

Prioritize hotel rating

Departmental / unit / project specific rules and codes

2

BOOKFLOW – DEFINE AN APPROVAL PROCESS

When a travel request should be submitted

Who is able to approve travel requests

Exceptions - what are the reasons to break travel policy

Pre-set your company payment methods

3

ADHERE – COMMUNICATE YOUR TRAVEL POLICY

Communicate your travel policy and invite feedback

Distribute a travel policy document and outline key benefits

Clarify the preferred booking channels and explain choices made

Provide ‘Best practises’and other support materials

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Hotelzon allows you to automate your travel policy, run spend and duty of care reports, and gives your employees the freedom to book from over 400,000 hotels on their desktop, tablet or through our mobile app.

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