Business travel can assume various perspectives in different organizations. Some organizations consider business travel part of procurement because it involves dealing with travel suppliers and purchasing the best deals which are included in HR policy for business travel. However, most companies associate business travel with sales and marketing, as the final aim is to develop sales. Few companies perceive business travel to be in the domain of finance. The recent pandemic made a significant shift in the perception as organizations across the globe realized the role of HR in ensuring the safety of business travelers.
Improving employee experience and fulfilling a duty of care is a specific KRA of HR. These factors are crucial for understanding the close association between HR and business travel and for designing HR policy for business travel.
HR’s checklist for business travel
HR’s role is fast evolving beyond employee satisfaction and workplace flexibility. Risk management is a new responsibility in the post-COVID business landscape. Companies must fulfill the duty of care obligation toward employees, ensuring their well-being. Therefore, it is more relevant for organizations that require employees to undertake frequent travel. The following HR procedures for business travel cover critical aspects of employee safety.
Companies must ensure that business travelers are safe until they return to their base town. Automated travel management solutions enable HR to achieve greater compliance. HR leaders should implement policies to improve employee experience during business travel to drive retention. The following checklist for business travel will help HR craft a more effective HR policy for business travel.
Suggested Read: A Comprehensive Guide Of How To Book Corporate Travel
Pre-trip checklist
A gratifying travel experience begins much before the employee embarks on business travel. A smooth booking experience is the foundation of a successful business trip. The following are crucial factors for hassle-free booing:
1. Adhering to travel policy: Using SaaS-based travel management solutions helps integrate travel policy into booking the booking tool. It minimizes the burden of memorizing travel policy guidelines as employees get access to travel choices in line with the travel policy. They can avoid policy deviations as the tool raises flags for out-of-policy choices.
2. Access to relevant information: Advanced travel booking platforms empower business travelers with the right information while planning their journey. They can access the latest travel advisories and guidelines for making an informed booking decision.
3. Streamlining approvals: Employees need faster approvals for business trips to facilitate planning. Online booking platforms enable the setting up of approval requirements for a clearer understanding.
In-transit checklist
Organizations must develop simple HR procedures for business travel to ensure the well-being and safety of employees when they are in transit. Business travelers need assurance of a robust support system when they are away from the office or in unfamiliar locations. It will help them focus on their business objectives more effectively.
1. Online travel alerts: SaaS-based travel management platforms like Paxes allow employees to receive real-time travel and emergency alerts on their smartphones. The app allows changes to the itineraries in response to any emerging situation.
2. 24/7 monitoring: Online travel management solutions support employees throughout their business trips by efficiently monitoring global events and sharing real-time information.
3. Proactive support: Efficient travel management platforms ensure seamless availability of emergency support. The crisis management teams provide guidelines about proactive stems in the event of any likely event.
Post-trip support
The organization’s responsibility toward the well-being of road warriors extends even after their safe return from a business trip. Employees need the support of the travel manager to resolve issues during the business trip. A detailed business trip feedback report helps travel managers know their concerns and design an appropriate solution.
Conclusion
HR leaders can help companies enhance business travel programs by assessing travel risks and creating policies to improve employee safety and well-being. The checklist of HR policy for business travel guides HR managers to repurpose HR policy to streamline business travel. The assurance of backend support improves the comfort and confidence of employees, motivating them to succeed in their business trip objectives. Effective travel management solutions help business travelers eliminate the stress of travel emergencies and enable them to focus on business meetings and other core objectives of business travel. Further, tools like Paxes can easily be integrated with leading HRMS for better control over business travel.
HR Policy For Business Travel FAQS
What is the importance of duty of care regulations in business travel?
Duty of care regulation makes employers accountable for a safe working environment, ensuring their security and well-being. HR leaders can ensure efficient management of emergencies to improve the productivity of business travelers. It enhances business continuity and boosts the competitive edge of the organization.
What are the reasons for non-compliance with travel policy?
Lack of proper communication and understanding of travel policy are the main reasons for non-compliance.
How does an automated travel management solution help HR support business travel?
Automated travel management solutions boost travel policy adoption, streamline travel booking and simplify expense report management. It helps HR implement employee safety policies effectively.
Why travel policy compliance is the responsibility of HR?
HR can plan actions for employees who breach the travel policy guidelines or commit expense fraud. It can design policies to train and motivate employees to comply with the travel policy.
What are the attributes of an online travel solution for effective risk management?
The travel management solution should be easily accessible through a mobile app. It should provide real-time emergency alerts and allow instant support in times of emergencies with an employee tracking facility.
