Employees traveling for business is an increasingly common phenomenon in the modern workplace, with several factors driving the need. Traveling employees bring fresh perspectives and create opportunities to collaborate with remote colleagues while allowing employers to expand their geographical reach and foster long-term relationships with key customers or partners.

Indeed, according to a recent survey by the Global Business Travel Association (GBTA), more than 80% of businesses agree that travel is essential for growth, whether it’s for customer relationships or strategic investments. Additionally, research from the GBTA found that 94% of companies are more likely to make decisions when both parties are present at meetings, as opposed to virtual conferences. Business trips also enable companies to become familiar with potential global markets and allow employers to gain valuable insights into foreign operations.

However, employers are responsible for ensuring that employees are safe and secure on their business trips. To do so, employers must consider providing the following for employees traveling for the company’s sake.

Travel Expenses

Traveling for business is a necessary and often beneficial investment for employers, with numerous advantages to both the employer and the employee. However, employers must ensure that employees are covered for all associated travel expenses. Without doing this, employees may be left out of pocket or burdened with debt from their business trip.

Employers should strive to cover all travel-related costs for their staff. This includes the following expenses:

Flight tickets or car rentals

Traveling will require transportation, so employers should book and pay for all related travel expenses. This includes the cost of flights, car rentals, or other transportation necessary to complete the business trip.

Accommodation

Employers should also arrange and pay for employees’ accommodation during their business trips. Employees shouldn’t have to worry about this particular expense, whether it’s a hotel room, an Airbnb, or something else. Fortunately, you can partner with a business hotel in areas you might frequent for business trips to get discounted rates.

Travel Insurance

Additionally, employers must provide travel insurance coverage in case of unexpected medical or legal expenses arising from employees’ overseas trips. This type of insurance is necessary to protect employees and employers from potential liabilities during a business trip. Furthermore, it’s essential to ensure that the policy includes personal liability protection-as well as protection against natural disasters or other contingencies-in case of unforeseen circumstances.

Daily Allowance

Of course, employees traveling for days for business will need an allowance for daily expenses. Allowing employees to choose how they’d like to spend their budgets will enable them to easily cover unexpected costs and maximize their time while on a business trip. Here are a few that might fall under the daily allowance umbrella:

Food and drink expenses

Employees should have access to a stipend for food and drinks while on their business trip. This could cover restaurant meals, snacks, and drinks at the airport.

Incidentals

Other costs such as laundry, dry cleaning, cab fares, and other miscellaneous items might also fall under this category.

Entertainment expenses

Of course, some business trips require networking and socializing outside work hours. Employers should consider allocating a budget for after-hours entertainment, such as drinks at a bar or tickets to a show.

Compensation

The employee’s job might require them to work long hours during their business trip. For this reason, employers should consider compensation for the overtime needed to complete the job.

They will be working full-time since they are away from home and should be compensated. If it is impossible, offsetting the cost of commuting to and from the workplace can be seen as compensation for their time and effort.

Unfortunately, something might go wrong during the business trip, and employers must be prepared for anything. For this reason, employees should receive prompt access to a 24-hour helpline abroad. This could either be an insurance company or their employer’s contact number at any time of day in case of emergencies.

Finally, employers should ensure that employees know their responsibilities before departing on a business trip. Please ensure clear communication between the employer and employee beforehand to ensure expectations are met when the employee returns home. Providing travel guidelines is also essential-including guidance on which types of expenses are covered by the employer-to avoid confusion or possible fraud while abroad.

Final Thoughts

By following these guidelines, employers can ensure that employees receive proper reimbursement for every aspect of their business trips. It’s essential to provide adequate coverage for all travel-related expenses to ensure that employees are safe, secure, and able to complete their business objectives while away from home. With the right policies in place, employers can take full advantage of the benefits associated with employee travel while minimizing its risks.