FAQ: How to set travel policies using corporate travel management platforms
Setting a travel policy is one thing; getting people to follow it is another. This is where corporate travel management platforms make a practical difference, by embedding policy rules directly into the booking process rather than relying on documents or post-trip checks.
In most organisations, effective travel policies are built around clarity, consistency and flexibility. Modern platforms allow those principles to be applied automatically, without creating friction for travellers.
Translating policy into booking rules
Instead of asking employees to interpret a written policy, corporate travel platforms allow policy rules to be configured as booking logic. This can include preferred airlines or hotels, cabin class rules, advance purchase thresholds, rail versus air guidance and spend limits.
When set correctly, the system nudges travellers towards compliant options as they search, rather than blocking them after the fact. This approach tends to result in far higher compliance than manual policing.
Using approvals strategically
Approval workflows are another key part of policy enforcement. Most platforms allow approvals to be triggered only when certain conditions are met, such as exceeding a cost threshold or selecting an out-of-policy option. This avoids unnecessary approvals for routine trips while still retaining control where it matters.
Platforms such as Amadeus Cytric support multi-level approvals and role-based rules, making them suitable for organisations with different policies and rules for different traveller groups.
Policy isn’t static
One common mistake is treating travel policy as a fixed document. In reality, policies evolve as travel patterns, costs and business priorities change. Good platforms provide reporting that shows where policy is working and where it’s being challenged, allowing adjustments to be made based on real behaviour.
The role of the TMC
While the technology enables policy control, travel management companies play a critical role in making policies workable. Meon Travel Management, for example, works with clients to convert written policies into practical booking rules within Cytric, testing them with real users and refining them over time.
This approach helps ensure policies support the business rather than becoming an obstacle to getting work done.
