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Travel industry insights to help you update your travel policy

 

Business travel is evolving at lightning speed, and if your travel policy hasn’t kept up, you’re probably feeling the pain—rising prices, shifting traveler behaviors, and a constant balancing act between cost control and employee satisfaction. 

Now's the time to build a smarter travel policy.

Contents

What’s changed in business travel?

If you feel like managing business travel has become more complex, you’re not alone. A few key shifts have reshaped the landscape:

  • Rising costs – Airfares continue to climb year over year and more businesses are looking for ways to manage costs. Brett highlighted that Corporate Traveler actively negotiates discounts with supply partners, passing those savings directly to businesses. Even small savings add up, helping companies optimize travel spend without cutting corners.
  • More ticket changes – According to our 2024 data, 1 in 4 air tickets have an associated change, whether voluntarily or involuntarily. With shifting schedules, policies need to be flexible enough to accommodate necessary adjustments.
  • Bleisure is booming – More travelers are blending business with leisure, which can create compliance challenges but also boost employee satisfaction. Finding ways to integrate this trend into policy without compromising costs is key.
  • Loyalty vs. savings – Loyalty programs offer perks like free luggage, seat upgrades, and travel credits, but they can also drive up costs when travelers prioritize points over preferred suppliers. Matthew Stupica pointed out “The physical travel experience seems to have deteriorated over time. Basic economy, although the cheapest option, comes at a cost to employee experience.”

The compliance vs. experience dilemma

Why do travelers bypass policy guidelines? Often, it’s for reasons that make total sense:

  • Preferred travel times – Employees book flights that fit their schedules, even if they aren't the lowest fare.
  • Shorter trips – Travelers often opt for convenience over cost, preferring direct flights or specific airlines.
  • Loyalty preferences – Airline and hotel reward programs influence booking decisions, sometimes leading to out-of-policy choices.

The solution: A policy that works for everyone

The best travel policies aren’t just a list of rules. The key is to have an easily-digestible, strategic guide that aligns with your business objectives. Here’s how to build one that works:

  • Ditch the strict price caps – Instead, focus on well-documented rules that allow flexibility.
  • Leverage technology – Travel management platforms can track spending and promote compliance without micromanaging.
  • Prioritize traveler experience – Spencer Hebert emphasized that confidence in a travel program comes from simplicity.

Key questions to ask when evaluating your travel program

You already know if your travel program is running as well as it could. It’s important to assess whether your policy is working, and if it’s meeting your goals as a business. 

Start with these questions:

  • What are our business travel objectives?
    Consider if your goal is to control costs, improve traveler experience, enhance duty of care, or optimize efficiency, or to find the balance of some or all of those elements! Your travel policy should reflect these objectives clearly.
  • Does our policy support those goals?
    If cost control is a priority, are you leveraging preferred supplier rates and negotiated discounts? If traveler experience matters, are there options for flexibility in bookings? Ensure your policy aligns with what your business truly values.
  • Are we tracking trends and adjusting or enforcing rigid rules?
    Travel trends shift constantly. Are you reviewing traveler behavior, identifying areas of non-compliance, and making adjustments accordingly? A rigid policy may deter employees from following it, while a flexible, evolving policy ensures continued success.

Traveler well-being matters more than ever

  • Emergency response plans – Travel disruptions can happen at any time. Your policy should outline clear steps for handling emergencies, providing employees with access to 24/7 support, rebooking options, and duty of care services to keep them safe and informed.
  • Business travel rewards – Offering small perks can go a long way in boosting traveler morale. Consider allowing business travelers to earn and retain points from airline and hotel loyalty programs, offering access to airport lounges, or providing seat upgrades for long-haul flights. These incentives make business travel more enjoyable and encourage compliance with policy guidelines.
  • Health & safety measures – Prioritizing traveler well-being means more than just booking a flight. Your policy should cover preferred hotel standards, rideshare safety guidelines, and wellness allowances such as access to gyms or healthy meal options. By fostering a culture of well-being, you ensure your employees stay productive and stress-free on the road.

Your next steps: Build a smarter travel policy

Ready to refine your travel policy? Here’s how to get started:

  1. Engage key stakeholders – A strong travel policy is built on collaboration. Work closely with finance, HR, and travel managers to align the policy with business goals, traveler needs, and compliance requirements.
  2. Create clear guidelines – Define what’s expected at every stage of a trip. Outline booking procedures, spending limits, preferred vendors, and reimbursement protocols to eliminate confusion and ensure consistency.
  3. Use the right tech – A well-designed travel management system can automate approvals, track spending, and generate reports that provide insight into policy effectiveness. Look for a platform that offers detailed reporting to keep eyes on where you may be on track or spending too much.
  4. Communicate effectively – Even the best policy is useless if no one knows about it. Regularly educate employees on policy updates, provide easy access to travel resources, and ensure that new hires receive proper onboarding on business travel guidelines.
  5. Measure success – Set clear KPIs to track both financial impact and traveler satisfaction. Are you reducing travel costs without negatively affecting productivity? Are employees complying with policy, or are certain aspects being ignored? Regular reviews and feedback loops can help refine your policy over time.

Final thought: Don’t aim for perfection—just get started

Worried about getting everything right? You don’t have to. As Brett Lindsey shared: “Start somewhere—policies can be adjusted over time.” Whether you need a full policy overhaul or just a few tweaks, Corporate Traveler can help you identify gaps and create a strategy that works.

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