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Corporate Travel Policies: Best Practices for Efficient Expense Management


Best Practices for Efficient Expense Management

The official criteria that employees should follow when it comes to planning, booking, and accounting for their work-related travels are outlined in the company’s travel policy. They are crucial due to the fact that they may help the firm control and minimise travel costs, protect the safety and well-being of employees, comply with legal and ethical standards, and optimise the process of booking travel.

The process of recording, crediting, and reimbursing the expenses incurred by employees in a manner that results in time, monetary, and resource savings for the organisation is referred to as efficient expense management. It is of utmost significance for multinational businesses because of the increased difficulties and complexities they encounter in the management of their global operations.

Some examples of these difficulties and complexities include fluctuations in currency value, tax rules, compliance concerns, and cultural differences. International businesses can improve their financial performance, operational efficiency, and competitive advantage by creating a policy for managing expenses, using tools for managing expenses, and aligning costs with strategy.

The following best practices for efficient expense management should be considered by companies:

Formulating and Adhering to Clear and Concise Policies, Guidelines and Procedures

A clear and well-communicated travel policy can help workers plan and book their trips in line with the company’s goals, budget, and preferences.

Employees should know what is and isn’t allowed, and they should be able to access the policy quickly when they need it. The policy should be changed often to keep up with changes in company rules or policies.

A well-defined and communicated travel policy spells out the rules, restrictions, and preferences for business trips, such as preferred vendors, booking terms, cost limits, and approval processes. Clear rules and procedures can help workers plan and book their trips in a way that fits with the company’s goals, budget, and way of doing things.

They can also cut down on confusion, mistakes, and fraud.

Flexible Travel and Upgrade Policies are Beneficial for Employees and the Company

It is important to give workers some freedom and choice in how they travel, such as letting them join loyalty programmes, use their own credit cards, book their own flights and hotels, or move up to a better class of travel.

Flexible travel and upgrade policies can make employees happier, more productive, and more dedicated to the company. They can also help cut costs by taking advantage of discounts, rewards, and last-minute deals.

Adherence to Travel Regulations and Laws

A company and its workers must follow the legal and moral rules of the places where employees travel. This includes visas, taxes, customs, labour laws, and environmental standards.

Having a travel policy that follows the rules helps the company and its employees avoid fines, penalties, audits, lawsuits, and bans. It also helps the company keep its values, image, and sense of social responsibility.

The Benefits of an Integrated travel and expense management system

An integrated travel and expense tracking system can help to speed up and improve the accuracy of the expense reporting process. It can also help you keep track of your spending and find places where you can save money.

An integrated system can automatically add travel plans and expenses to the expense report, saving workers time and reducing the chance of mistakes.

The method can also give managers reports on spending patterns, which can help them figure out where costs can be cut.

Using tools like online platforms, mobile apps, receipt scanners, and corporate cards, the process of filing and approving travel costs can be simplified and streamlined for a number of benefits.

A good expense reporting and reimbursement system can save both the company and the workers time, money, and resources. It can also improve accuracy, transparency, and compliance.

The way to report expenses should be easy to understand and follow. Employees should be able to send in their costs quickly and easily, and they should get their money back as soon as possible. The expense report should be easy to fill out and include all the important details, such as the date, the reason for the trip, and the amount spent.

Before the report is sent to get paid, it should also be reviewed by a supervisor.

Ensuring Employee Safety

A company should make sure that workers who travel for work are healthy, safe, and happy, especially during times of crisis or uncertainty, by giving them travel insurance, emergency contacts, risk assessments, and travel alerts.

A strong employee safety and duty of care policy can protect the company from legal problems, damage to its image, and problems with operations. It can also boost employee trust, confidence, and morale.

Booking Automation and Trip Approval

A business should know how to use technology to make the approval and booking of travel requests easier and more efficient. This can be done by integrating systems, setting parameters, making workflows, and using AI.

A trip approval and booking process that is done automatically can cut down on manual work, mistakes, delays, and conflicts for both the company and the workers. It can also improve efficiency, consistency, quality, and data analysis.

Pre-approved expenses and Setting Reimbursement Limits

With some types of expenses, like airfare or hotel stays, it may be better if workers have to get pre-approval before booking. This can help make sure that the company stays within its budget and gets the best rates possible. Pre-approval can also keep workers from making travel plans that aren’t necessary or are too expensive.

In the travel policy, there should be a limit on how much money workers can get back for certain costs. This can help keep costs down and keep workers from spending too much. For instance, the policy may limit how much workers can be reimbursed for meals, small expenses, or transportation.

The Importance of Regular Audits

Audits should be done on a regular basis to make sure that the travel strategy is being followed and that costs are being kept in check.  This can help find places where the policy needs to be changed or where workers may be taking advantage of the system.

A boss or a person from outside the company can do an audit. The audit should look at all parts of the travel policy, such as how bookings are made, how expenses are reported, and how payments are made.

By following these best practises, businesses can create and uphold a travel policy that helps manage expenses well and keeps costs in check.

Sustainable Corporate travel is an essential aspect of many businesses, facilitating face-to-face meetings, networking opportunities, and the expansion of global operations.