The Role of HR in business travel management

In today's global business world, travel has become an essential part of many organizations. Whether it's meeting clients, attending conferences, or visiting branch offices, business travel is crucial to building and maintaining relationships with partners and stakeholders. However, managing business travel can be a complex and time-consuming task, especially for large organizations with many employees traveling frequently. That's where HR comes in - the human resources department plays a critical role in managing business travel for companies. In this blog, we will explore the role of HR in business travel management and why it is essential for the success of an organization.

  1. Policy Development and Implementation

HR is responsible for creating and enforcing policies related to business travel, including travel expenses, reimbursement, and company travel guidelines. They work with other departments, such as finance and legal, to develop policies that are in line with the company's goals and objectives.

Once policies are created, HR ensures that all employees are aware of them and understand their obligations when traveling for business. HR communicates policies through the company intranet, training programs, and policy manuals. They also provide guidance and support to employees when they have questions about the policies or need help navigating the business travel process.

  • Travel Management

HR is also responsible for managing the company's travel program. This includes everything from booking flights and hotels to arranging ground transportation and managing travel expenses. HR works with travel agents, travel management companies, and other vendors to ensure that employees have a seamless travel experience.

  • Risk Management

Another important role of HR in business travel management is risk management. HR ensures that employees are aware of the risks associated with business travel and have the necessary resources to manage those risks. They guide travel safety, security, and health-related issues, such as vaccinations and medical insurance.

HR also works with travel vendors to ensure that they meet the company's safety and security requirements. They monitor travel alerts and advisories and provide employees with emergency contact information in case of an emergency while traveling.

  • Compliance and Reporting

HR is responsible for ensuring that the company complies with all relevant laws and regulations related to business travel. They ensure that employees are aware of their obligations under the law, such as tax reporting requirements, and guide how to comply with these obligations.

HR also manages travel-related reporting, such as travel expenses and employee travel records. They ensure that travel expenses are accurately reported and that employees are reimbursed in a timely and accurate manner.

  • Employee Experience

Finally, HR plays a critical role in ensuring that employees have a positive travel experience. They work to ensure that travel arrangements are comfortable and convenient and that employees have the resources they need to manage any issues that arise during their travel.

HR also seeks feedback from employees on their travel experiences and uses that feedback to improve the company's travel program. One such platform that can help HRs to reduce the time spent on manual tasks and approvals is TrackEx.

Some of the features of this travel and expense management platform are-

  1. Scan Receipts Effortlessly On-The-Go
2.      Automate Mileage Tracking For Corporate Travel
  • Scale and configure the T&E program to increase compliance 3X
  • Improve Employee Engagement with Employee Management Program

For additional information, schedule a 90-day free trial or visit TrackEx