Making sure employees don’t overspend your business travel budget and comply with the rules is a huge challenge for many companies. Since business travel is usually a large part of your overall company budget, it’s important to keep this under control.
In this article, we’ll tell you how TravelPerk does it compliance with travel rules easily for your entire organization. From keeping Claire in Finance happy with flexible policies and automated approval processes that are built into our platform, to keeping your travelers happy by giving them more autonomy to book their own travel and make more informed choices that actually fall within the budget.
5 ways Travelperk will help you improve compliance with travel rules
Improved awareness of travel regulations
First and foremost, awareness of travel rules is key. If your team has never read your policy, how will they adhere to it? If you have taken the time to create a robust business travel policy, you need to make sure the employees really know what’s inside! Sounds obvious, right?
But many companies have their policies hidden away on a shared drive or on the company intranet—where they’re easily forgotten and employees can’t access important information when they need it.
With TravelPerk, there are no excuses when travelers claim they don’t know what’s in the policy! We make awareness and compliance really easy by allowing you to include your corporate travel policy in our booking tool. Which means employees no longer need to sift through lengthy policy documents or frantically try to find your travel policy hidden in the depths of your company’s shared drive.
Once you upload your travel policy to TravelPerk, it seamlessly integrates with their business travel search, so travelers will always know whether a flight, hotel or train is covered or not.
Here’s an example of how your policy is integrated into the TravelPerk platform…
Passenger autonomy and complete peace of mind
So what are the added benefits of embedding your corporate travel policy into our platform?
On the one hand, it eases the pressure on administrators and travel managers by giving employees more autonomy to book their own travel and make informed choices while staying within budget.
Second, it also provides complete peace of mind to your finance team. (End of night sweats for Nigel, your CFO…)
For example, if an employee tries to book premium flights for a conference or tries to book a penthouse for a company retreat, our booking tool will automatically flag it as non-compliant. See an example below.
For added peace of mind and more control over your business travel budget, we recommend setting up custom approvals within the TravelPerk platform. So if an employee tries to book a trip that falls outside the rules, you can designate a team leader or travel manager in your organization to be responsible for approving that trip.
Do you like the sound of that? Let’s dive deeper into our custom endorsement options below…
Save time with automated travel approvals
Another benefit of entering your travel policy into the TravelPerk platform is the ability to have personalized, automated approvals.
For example, if Mario from sales books a train and hotel for a networking event next month and it falls under your travel policy (great job Mario!), you can choose to have that business trip automatically approved in TravelPerk. Now Mario doesn’t need to wait or chase down his team management to approve it – he’s ready because he’s stuck to the policy!
Within your TravelPerk account settings, you can set the approval workflows you want, who this applies to in your organization, and who is responsible for reviewing the proposed business travel. Here is an example below:
So in this case, all out-of-rules trips for those 3 passengers will go to Matt for approval. We also offer loose integration which speed up approvals by 80% by sending notifications to administrators for each new approval trip. dreamy!
Ultimately, you can choose how much control you want over your business travel bookings. Do you want to approve every trip? Absolutely fine! Are you happy with the travel bookings that are in the auto-approval rules? Awesome!
We also offer the flexibility to create different approvals for specific stakeholders. For example, if you want all hotel reservations and airline tickets from the C-Suite to be automatically approved, your approval process would look like this in TravelPerk:
Automated travel approvals give you the best of both worlds: full control of your budget without micromanaging. They also save your company a lot of time by eliminating the need to check every single trip for compliance. And in turn, this increases employee satisfaction.
You can also change travel approvals at any time in your TravelPerk account settings. Gives you complete flexibility and control over your business travel budget.
Custom travel rules
TravelPerk also gives you the ability to set different business travel policies for different members of your organization. In general, we usually advise keeping your corporate travel policies as simple and clear not even possible. But if you need to set different rules for different teams to help improve travel compliance, TravelPerk makes it really easy.
For example, you may need to set different travel expenses, cabin seat classes, and hotel room expenses for your executive team versus the rest of your company.
Here’s an example of how easy it is with TravelPerk:
Full visibility of travel expenses
Do you find yourself overspending your business travel budget, but not sure how? You are not alone.
With TravelPerk’s sophisticated reporting tools, you can easily see in real time where the budget is being spent and who is adhering to the company’s travel policy.
Does your marketing team keep ignoring your travel program and booking trips at the last minute, causing you to overspend on flights that could be half the price? Or are your sales teams spending too much of their budget on taxis when they could be using public transport? With TravelPerk reporting, your admin or finance team can categorize reports by department, team, travel service and more so you can easily monitor traveler behavior and spot travel trends like this to stay ahead of your budget.
Book a demo today to explore how TravelPerk makes business travel easier to manage by giving you more flexibility, complete control over your spending, and saves you money by offering the largest travel inventory on the market. Find out why we are trusted by thousands of companies around the world.