Most travel programs struggle with the same issue: getting employees to follow the policy. Compliance gaps can drive up costs, weaken supplier partnerships, and create unnecessary risk. But the solution isn’t more control–it’s smarter engagement.
Instead of tightening rules, focus on making your travel policy easier to understand, access, and follow. Here’s how to build traveler buy-in and improve compliance naturally.
1. Introduce travelers to the policy early
The best time to build good habits is from the start. Include your travel policy as part of the employee onboarding process–ideally within the first few weeks, when new hires are eager to learn company expectations. Present it as part of how your organization supports cost savings, duty of care, sustainability and productivity. Early education builds transparency, reduces confusion, and helps new travelers feel informed and valued.
Don’t forget existing employees–periodic “re-boarding” communications can reinforce standards and share updates on new or adapted guidelines.
2. Turn policy into a support tool
Frame your policy as something that helps travelers succeed, not something that restricts them. Replace “must” and “don’t” language with helpful context and reasoning, e.g., “Booking through our approved channel ensures you get travel alerts and negotiated rates”. When travelers see the benefit for themselves, compliance stops feeling like enforcement.
3. Provide clarity, not complexity
Business travelers don’t need more rules–they need simpler ones. Make policy guidance accessible in everyday channels, like your booking tool or travel app. BCD clients can use TripSource® to surface preferred suppliers, rate caps, and travel restrictions right in the booking flow–reducing the guesswork and improving in-policy behavior naturally.
4. Personalize reminders at the right moment
Behavioral nudges work best when they appear at the point of decision. Use automated messages or notifications to remind travelers about preferred channels, class-of-service rules, or rate caps right when they’re booking or expensing. Tools like TripSource messaging make these nudges timely, relevant, and action-oriented–so compliance becomes second nature.
5. Show the impact of travelers’ choices
Transparency builds trust. Share quarterly snapshots showing how compliant booking behavior contributes to cost savings, sustainability progress, or improved duty of care.
6. Make feedback part of the process
Listen to employees before, during, and after policy rollouts. Conduct short traveler surveys to identify friction points and fix them early. When travelers see their feedback reflected in updates, engagement–and compliance–goes up.
7. Keep evolving your approach
Business travel isn’t static, and neither is compliance. Revisit your policy and engagement tactics regularly. Look for new automation, mobile tools, and integrations that make doing the right thing the easiest choice.
The takeaway
Improving compliance isn’t about adding barriers–it’s about removing friction. When travelers are supported with clear, timely, and personalized guidance, compliance follows naturally.
Interested in digging deeper? Download BCD’s Travel & Expense Policy Guide for tips on policy design, communication, and automation tools that help travelers stay aligned with your goals–without the need for extra rules.
