HR’s Role in Business Travel: Creating Effective Travel Policies for Employee Safety
Business travel can serve different purposes depending on the organization. For some, it falls under procurement due to interactions with travel vendors and the focus on cost-effective bookings, usually governed by HR policy for business travel. For others, it’s closely linked to sales and marketing, given the end goal of revenue generation. A few companies associate business travel with finance due to budgeting and expense tracking.
However, since the COVID-19 pandemic, HR has become central to business travel management, with a strong emphasis on traveler safety and employee experience.
Why HR is Critical to Business Travel
Post-pandemic, HR’s responsibilities now go beyond workplace flexibility and employee satisfaction—they include risk management and employee duty of care, especially for frequent travelers. The HR department plays a vital role in creating travel policies that protect and support employees throughout their journey.
HR Checklist for Business Travel Policy
HR professionals should implement structured policies and procedures to ensure traveler safety, boost compliance, and enhance the overall employee experience. Below is a step-by-step HR travel checklist covering the pre-trip, in-transit, and post-trip stages:
1. Pre-Trip Checklist
Creating a smooth travel process begins well before departure. Here are some vital aspects:
- Travel Policy Integration: Using cloud-based travel management tools enables automatic enforcement of travel policies, reducing out-of-policy bookings by flagging violations in real time.
- Real-time Information Access: Advanced booking platforms allow employees to view travel advisories and destination-specific guidelines before booking.
- Streamlined Approvals: Faster, automated approval workflows within booking tools reduce delays and ensure smoother trip planning.
2. In-Transit Checklist
Once the journey begins, employee safety becomes the top priority. HR teams must ensure travelers are supported throughout:
- Real-time Alerts: Platforms offer mobile alerts for delays, disruptions, or emergencies. Employees can modify itineraries on the go.
- 24/7 Monitoring: SaaS travel tools provide global updates and monitor potential risks, helping travelers stay informed.
- Emergency Support: Crisis management features offer direct access to support teams during unforeseen situations, ensuring employees never feel stranded.
3. Post-Trip Support
HR’s responsibilities don’t end when the trip does. Post-trip support includes:
- Feedback Mechanism: Collecting employee feedback helps HR understand travel pain points and continuously improve travel policies.
- Issue Resolution: Employees may need help resolving travel-related issues post-trip—HR can facilitate this through coordinated support.
Conclusion
HR leaders are instrumental in redefining travel policies to align with employee safety, duty of care, and overall experience. A structured HR policy for business travel boosts employee confidence, reduces travel stress, and improves compliance.
Automated travel tools can integrate with existing HR systems to centralize control and streamline the entire business travel process—from booking to reporting.
HR Policy for Business Travel – FAQs
1. Why is duty of care important in business travel?
It ensures that companies protect employees’ health, safety, and well-being while traveling, directly impacting business continuity and employee trust.
2. Why do employees violate travel policies?
Poor communication, lack of clarity, and user-unfriendly systems are common reasons for non-compliance.
3. How do automated travel platforms assist HR?
They enforce policy compliance, simplify approvals and reimbursements, and enhance real-time risk management.
4. Why is travel policy compliance an HR responsibility?
HR oversees training, compliance education, and disciplinary actions in case of violations—making them central to policy enforcement.
5. What features should a travel management system have for risk mitigation?
Mobile access, real-time alerts, employee tracking, emergency assistance, and policy integration are must-have features.
