The establishment of a travel policy is of major importance to an organization for controlling travel and entertainment (T&E) expenses. Employees cannot be expected to follow guidelines when there are no guidelines to follow. Consequently, many employees do not take advantage of cost saving opportunities that can dramatically reduce the travel costs incurred by an organization. When employees are aware of budgetary constraints they respond accordingly. A policy encourages compliance among travelers by setting reasonable guidelines, explaining the rationale behind them and describing penalties for non-compliance. A strong policy also provides negotiating leverage for a company to indicate to a potential supplier its ability to move volume and market share.

The solution is proper planning and management of the travel budget in combination with a solid travel policy. There is no standard policy that will satisfy every corporation. MontroseTravel.com will help you design, implement, and update a complete written travel policy detailing set procedures for your travelers to follow, ensuring maximum control and savings for your company.

We have created a simple to use Written Travel Policy development tool designed to streamline the process, as well as an easy to use template and completed sample policy to speed the creation of your own policy. Once your policy is complete, you can count on MontroseTravel.com to help in its execution, adherence, and continued modification. A policy is only as good as it’s monitored, managed, and reported.

Policy Compliance

As with most of MontroseTravel.com’s procedures, policy compliance is monitored through a combination of technology and human interaction, and is fully customizable. Policies are unique to each company, reflecting company culture and priorities.

As a result we are able to help you monitor your policy to whatever degree you desire. Policy standards are loaded into our back-office system so that any agent, including those at the 24-hour emergency call center, can see your company standards.

Additionally, your primary agent and their team are thoroughly trained on approval and notification processes. If several policies exist within the department and division breakdowns, these standards will be observed as well. Many companies require a written or electronic approval for each reservation, some just in the case of policy deviation, while other prefer notification only. Any combination of these is possible and even common. Additionally, management reporting will detail for you those travelers who have not observed policy, allowing you to isolate recurrent problems.