In companies without a dedicated travel department—particularly smaller businesses with limited resources—managing business travel often ends up being a shared task spread across multiple departments, from finance to office administration. However, it’s usually the Human Resources (HR) team that takes the reins and ensures everything stays on track.
From booking flights and accommodation to enforcing travel policies and safeguarding employee wellbeing, HR professionals often take on the full scope of travel management. They play a key role in ensuring that business trips are not only cost-effective and compliant but also smooth and stress-free for employees.
Learn more about HR’s evolving role in corporate travel management.
The essential role of HR in business travel
-
-
Prioritising traveller safety
When employees are on the road for work, their safety falls squarely on the employer’s shoulders. From lost passports to unexpected illnesses or accidents, travel carries its share of risks.
That’s where HR steps in—ensuring there’s a well-structured plan in place to manage emergencies, safeguard employees’ wellbeing, and maintain legal compliance. Just as there are fire drills in the office, there should also be protocols for incidents on the move.
-
Enhancing well-being and morale
Frequent business travel can take a toll, especially when it leads to long hours or time away from home. HR professionals are essential in balancing these demands, keeping employee well-being front of mind.
When managed well, business trips can boost morale, offer professional growth, and strengthen team dynamics. If not, they can lead to burnout or disengagement. By checking in regularly and listening to feedback, HR can shape travel programmes that support employees, not strain them.
-
Boosting employee branding and retention
Business travel policies often speak volumes about a company’s culture. A well-thought-out travel programme can become a selling point for prospective hires and a reason current staff choose to stay.
Studies have shown that a positive travel experience directly influences job satisfaction. HR teams can use this to their advantage, reinforcing their employer brand while keeping employees happy and motivated.
-
Ensuring policy compliance and accountability
Travel policies are only effective if they’re followed. HR is instrumental in overseeing travel-related compliance—making sure expenses are within company guidelines and addressing any issues that arise.
-
Whether it’s misuse of travel budgets or unreported claims, HR helps uphold accountability, ensuring the system runs smoothly for everyone.
-
Driving cost optimisation
Business travel also needs to make financial sense. HR often leads the charge in negotiating better rates with airlines, hotels, and transport providers. They also analyse travel data to spot spending trends, consolidate bookings, and implement tech solutions to manage expenses more efficiently.
It’s not just about trimming the budget—it’s about maximising value without sacrificing the quality of the travel experience.
-
Supporting legal compliance
Travel—especially international—comes with legal strings attached. Whether it’s tracking working hours abroad, ensuring fair overtime compensation, or staying compliant with labour laws, HR plays a vital role in managing these complexities.
Their oversight ensures employees are treated fairly, and the company stays within legal bounds.
Planning ahead: HR’s crucial role before the journey begins
-
Clarifying the purpose and scope of travel
A successful business trip starts with a clear understanding of its goals. HR can collaborate with team leaders and employees to define the purpose of the trip—be it attending a conference, sealing a client deal, or exploring a new market. This alignment helps ensure the travel initiative supports company objectives and delivers measurable outcomes.
Once the purpose is outlined, HR can also assist by curating resources that add value to the trip. For example, if it involves a trade show or industry event, HR might highlight relevant sessions or keynote speakers that resonate with the company’s strategic direction.
-
Setting budgets and seeking approvals
Budgeting is a key part of travel planning. HR typically takes the lead in outlining projected costs—flights, accommodation, daily allowances, meals, local transport, and incidental expenses. These budgets must align with the organisation’s travel policy, including per diem rates or maximum reimbursements.
A clear, itemised budget is then submitted to senior management for approval. This not only promotes accountability but also ensures financial policies are followed to the letter.
-
Managing vendor relationships
HR also plays a behind-the-scenes role in liaising with travel vendors—airlines, hotels, or ground transport providers. In some cases, HR works alongside procurement teams to evaluate suppliers and negotiate corporate rates or exclusive perks.
A strong vendor relationship benefits both the company and its travellers—offering cost savings, smoother booking experiences, and better customer service during the trip.
-
Educating employees on travel policies
For travel to run smoothly, employees must be well-versed in company travel procedures. It’s HR’s job to communicate policies clearly—covering areas like booking protocols, expense claims, travel insurance, and safety guidelines.
This could be done through onboarding materials, briefings, or digital training sessions—ensuring that staff understand not just the ‘what’ but the ‘why’ behind each policy.
-
Anticipating and addressing challenges
Unexpected hiccups—flight delays, lost luggage, or last-minute changes—can derail a business trip. HR should remain accessible and proactive, offering guidance or assistance if things go awry.
If an employee is travelling to a country with a language barrier, for example, HR might recommend practical tools like translation apps or local support resources.
-
Supporting employee well-being
Business travel can be taxing—physically and mentally. HR should remind employees to prioritise wellness on the road, sharing details on nearby healthcare providers, healthy dining options, and tips for managing stress or jet lag.
Well-being policies—such as adequate rest time or avoiding red-eye flights—should also be reinforced to prevent burnout and promote better performance.
-
Maintaining ongoing communication
Even once the trip is underway, HR’s role doesn’t stop. Regular check-ins, whether via WhatsApp, email, or short calls, can help employees feel supported and ensure everything is proceeding according to plan.
HR may also coordinate with line managers to monitor progress and address any logistical or personal concerns during the trip.
Post-travel: How HR managers can maximise learnings and improve future trips
-
Collecting employee feedback
Once the trip is over, gathering feedback from the employee is crucial to assess the overall experience. HR should take the opportunity to collect insights on every facet of the journey, from accommodation and event participation to the logistical challenges they faced.
Whether through informal chats, feedback forms, or structured surveys, this input is invaluable for understanding how the trip went and identifying areas for improvement.
-
Assessing trip effectiveness
After the trip, HR should collaborate with both the employee and their manager to evaluate the success of the business trip. This review process helps determine whether the trip achieved its intended objectives, stayed within budget, and offered value to the company. Were key business goals met? Did the travel budget align with actual expenses? These assessments can help HR understand the tangible outcomes of the trip.
From there, HR can pinpoint opportunities to enhance the overall travel programme—whether it’s refining the booking process, securing better vendor rates, or equipping employees with more useful resources for future trips.
-
Refining policies and procedures
As a result of the feedback and trip review, HR should update the company’s travel policies to address any emerging concerns. If there were issues related to traveller safety, for instance, HR might revise the safety protocols to enhance preparedness for future trips, especially when employees are heading to locations with higher risk factors.
This iterative process ensures that the travel programme continually evolves to meet employee needs while protecting both their wellbeing and the company’s budget.
Assessing trip effectiveness Best practices for HR in effective business travel management
-
Utilising technology to simplify travel processes
In today’s digital age, leveraging technology is key to streamlining various aspects of business travel management. From trip approvals to expense reporting, automation tools can save HR departments time and reduce administrative burdens. For example, travel management software not only personalises trips to suit employee preferences but also integrates with global distribution systems (GDS) to secure the most cost-effective options.
Expense management software can further ease the process by automating the submission and approval of expense reports, ensuring compliance with company policies while reducing human error. These technologies help HR teams manage business travel more efficiently, allowing them to focus on strategic priorities.
-
Collaborating with travel management companies (TMCs)
Partnering with Travel Management Companies (TMCs) offers HR departments a wealth of expertise that may not be available internally. TMCs provide valuable industry insights, strong negotiation skills, and access to exclusive travel services, all of which can help optimise travel programs.
By managing costs, improving the traveller experience, and providing technology solutions, TMCs enable HR teams to concentrate on other key HR functions without sacrificing the quality of business travel.
-
Establish clear travel policies and guidelines
Clear, transparent travel policies are vital in ensuring consistency and compliance across all business trips. HR should regularly review and communicate travel guidelines, setting clear expectations regarding booking procedures, expense limits, and allowable reimbursements.
This will help employees make informed decisions and avoid confusion or misuse of company resources. It also helps HR stay ahead of potential compliance issues and maintains fairness across the organisation.
-
Encouraging sustainable travel practices
With sustainability becoming a key concern for businesses, HR can play a significant role in promoting green travel initiatives.
By encouraging employees to use eco-friendly transportation options, such as trains or electric vehicles, and opting for environmentally conscious hotels, HR can help reduce the company’s carbon footprint. Implementing sustainability-focused travel policies not only supports environmental goals but also enhances the company’s brand as a responsible employer.
Why Holiday Tours is your trusted partner
Holiday Tours is the ideal partner for HR departments managing business travel. We streamline the entire travel process, from customized itineraries to 24/7 support, ensuring employees are well-supported and on schedule. With exclusive rates and expert planning, we help companies reduce travel costs while maintaining a high standard of service. Let us handle the details so you can focus on your team’s well-being and productivity.
READY FOR STRESS-FREE CORPORATE TRIPS?
REACH OUT TO US AT +603 2303 9100 (PRESS 3) OR [email protected]
You may also be interested in: