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Have a clear, transparent travel policy that keeps expense reports/reimbursement simple.We know, it sounds so easy: just have a good policy. A new study from the GTBA reveals that even though 79% of business travelers identify their company’s travel policy as having the greatest impact on their travel decisions, there is still a huge gap between when travellers are booking flights through the appropriate channels (63%) and when their employers think they’re booking in-policy (90%).(Hint: if you fall asleep while reading it, your employees will too.And if you haven’t already, check out our guide to writing an effective travel policy or download our free travel policy template!I don’t know about you, but I don’t drive 25 miles per hour in the 35 mile-per-hour zone just because someone suggested it might be nice. Give your employees specific direction so they know what’s reasonable and what isn’t.Employees won’t expend the time and effort to spend less company money unless there is a real incentive to do so. Booking, solving travel interruptions, expense reporting, monitoring travelers’ safety, etc.—your travel management company should be able to provide all of these services and more via mobile apps that you and your employees can access on the go.
Employees are more likely to submit on time if they know they’ll be reimbursed quickly, too. If you can’t afford monetary rewards, make sure to offer public commendation for your employees’ efforts on behalf of your company.Clearly there is a disconnect between managers effectively communicating their travel policy and their employees understanding said policy.So the first step is to go through your travel policy and make sure it’s clear, concise, and easy to understand.Nobody is perfect; that’s why the IRS invented audits.Follow their example and conduct regular audits of your employees’ expense reports, keeping in mind the triangle of fraud (need, opportunity, ability to rationalize the action).