Business travel tends to come and go in favor. In today’s digital age a lot of businesses are cutting down on their employees’ travel somewhat, instead having them connect through the use of technology like Skype.

Despite the tendency to want to move away from business travel in lieu of cheaper and more convenient digital solutions, there’s still a lot of value in traveling itself, when your company is smart with your strategy and policies.

Some of the main reasons companies still rely on the use of business travel include customer visits, sales and marketing, employee training and internal meetings, as well as conferences and conventions.

The following are some of the important things to know about employee travel in your business.

Expense Management Software

First and foremost, when you have employees doing any level of business travel, it’s essential that you choose the right global expense management software. A big concern with business travel is the fact that it’s difficult and time-consuming to deal with expense reports and submissions.

Advanced software platforms alleviate this difficulty with centralized visibility and reporting, easy mobile tools that let employees make submissions on the go, and easy global capabilities that are integrated with the software.

In general, when it comes to business travel, automation makes the process simpler and more efficient for everyone involved and takes some of the burdensome decision-making out of business travel for employees while letting them focus their energy elsewhere.

Be Clear and Specific With Policies

While choosing the right expense software is important and can go a long way in helping you have the most successful employee travel, you also need to have clear, specific, defined policies in place. Your employees and your bottom line are going to benefit from clarity in your policies.

By being clear and removing potential gray areas in travel policies, you can save money, ensure that trips are productive and keep employees happy while maintaining compliance.

One department that should be included in travel policy planning but often isn’t is HR. Human resources is an essential part of bridging travel and expense policies with the actual functionality of employees.

Human resources can help look at things such as the impact the travel will have on the employee and the corporate strategy. Human resources can also help look at ways the travel can benefit the employee along with the company, and identify what all key stakeholders stand to gain from the experience.

Another way human resources should be involved in policy-making in this area is to make sure that comfort and safety standards are being adhered to, and that there is a consistent process in place for employee travel outside of only expense management.

Collaboration with CFOs and Travel Managers

Finally, your travel managers shouldn’t exist in a vacuum. They need to work together with other key stakeholders including CFOs. You want to make sure you’re identifying all potential opportunities to improve and optimize your ROI when it comes to corporate travel, and collaboration between travel managers and CFOs will help with this.

There’s need to be a shared strategy and by pairing CFOs and financial professionals with your travel managers you’ll be more strategic in how all employee travel is carried out.

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