Travel Policy for Family Travel Considerations

Understanding Family Travel in Business Contexts

Let's be real, business travel can be a grind. Long hours, different time zones, and being away from loved ones can take a toll. So, it's no surprise that more and more employees are asking about bringing their family members along on business trips. This isn't just about a perk; it's about employee well-being, retention, and sometimes, even productivity. When employees feel supported and their personal lives are acknowledged, they're often happier and more engaged. But how do you, as a company, navigate this? It's a delicate balance between offering flexibility and maintaining cost control and policy adherence. This article dives deep into creating a travel policy that thoughtfully addresses family travel, offering practical advice, product recommendations, and a comparison of different approaches.

The 'Why' Behind Family Travel Policies Employee Morale and Retention

Why should your company even consider allowing family members on business trips? Beyond the obvious 'it's a nice thing to do,' there are tangible business benefits. Firstly, it significantly boosts employee morale. Imagine an employee who has to miss their child's birthday or a significant family event because of a business trip. Now imagine if they could bring their family along, even if just for a portion of the trip. This can turn a potentially negative experience into a positive one. Secondly, it's a powerful tool for employee retention. In today's competitive job market, companies are looking for unique ways to attract and keep top talent. A flexible travel policy that accommodates family needs can be a major differentiator. It shows that you value your employees as whole individuals, not just as workers. This can be particularly appealing to parents or those with caregiving responsibilities. Thirdly, it can reduce burnout. Constant solo travel can lead to isolation and fatigue. Having family nearby, even if they're just exploring the city while you're in meetings, can provide much-needed emotional support and a sense of normalcy.

Defining 'Family' and 'Business Trip' Key Policy Definitions

Before you even start drafting a policy, you need clear definitions. What constitutes 'family' for the purpose of this policy? Is it limited to spouses and dependent children, or does it extend to domestic partners, parents, or even siblings? Most companies typically define 'family' as a spouse/domestic partner and dependent children. However, you might consider expanding this based on your company culture and employee demographics. Secondly, what constitutes a 'business trip' that qualifies for family travel? Is it any trip over a certain number of days? Does it need to be international? Clearly defining the types of trips that are eligible will prevent confusion and potential misuse. For example, you might specify that only trips longer than five days or international trips are eligible for family accompaniment. It's also crucial to distinguish between the 'business' portion of the trip and any 'personal' extension. This distinction is vital for cost allocation and liability.

Cost Allocation and Financial Responsibilities Family Travel Expenses

This is where things get tricky, and it's crucial to be crystal clear. Generally, the company should only cover the costs directly related to the employee's business travel. Any additional costs incurred by family members are typically the responsibility of the employee. Your policy should explicitly state this. This includes:

• Airfare: The company pays for the employee's business class or economy fare (as per your standard policy). Family members' airfare is paid by the employee.
• Accommodation: If the employee requires a larger room to accommodate family, the employee pays the difference in cost. If the family stays in the same room as the employee, the company covers the standard single occupancy rate, and the employee covers any additional charges for extra occupants. Some companies might offer a slight upgrade allowance if a standard room is genuinely too small for the family.
• Meals: The company covers the employee's meals as per your per diem or expense policy. Family members' meals are the employee's responsibility.
• Ground Transportation: Similar to meals, the company covers the employee's business-related ground transportation. Any additional costs for family are borne by the employee.
• Activities and Entertainment: Any leisure activities or entertainment for family members are entirely at the employee's expense.

It's also wise to consider a clear approval process. Should managers approve family travel requests? What's the lead time for such requests? A good practice is to require pre-approval from a direct manager and potentially HR, especially if there are any exceptions or unusual circumstances.

Logistics and Practical Considerations Family Travel Planning

Beyond the financial aspects, there are several logistical considerations. Your policy should address:

• Travel Insurance: While the company's travel insurance typically covers the employee for business-related incidents, it usually does not extend to family members. Your policy should strongly recommend or even require employees to purchase separate travel insurance for their accompanying family members. This is crucial for medical emergencies, trip cancellations, or lost luggage.
• Visa and Passport Requirements: Employees are responsible for ensuring their family members have the necessary passports, visas, and any other travel documents. The company should not be involved in this process, though it can provide general guidance or resources if available.
• Childcare and Supervision: The policy should explicitly state that the employee is responsible for all childcare and supervision of their family members. Business meetings, conferences, or work activities should not be interrupted by family needs. Employees should arrange for appropriate childcare if needed during work hours.
• Emergency Contacts: While not strictly part of the travel policy, it's good practice to have emergency contact information for accompanying family members, especially for international travel.
• Company Liability: Clearly state that the company assumes no liability for the health, safety, or well-being of accompanying family members. This should be a standard disclaimer in your policy.

Product Recommendations for Streamlined Family Travel Management

While there aren't specific 'family travel policy' software solutions, several travel management platforms can help you implement and manage such a policy effectively. These tools can assist with booking, expense tracking, and policy enforcement, making it easier for both employees and administrators.

1. SAP Concur Travel and Expense Management

Description: SAP Concur is a comprehensive travel and expense management solution that allows companies to manage everything from booking flights and hotels to processing expense reports. Its robust policy engine is highly customizable, making it ideal for implementing nuanced family travel policies.

Use Cases for Family Travel:

• Policy Enforcement: You can set up rules that flag bookings where additional travelers are added, prompting employees to confirm that family members' costs will be borne personally.
• Expense Segregation: Employees can easily categorize expenses, clearly separating business-related costs from personal family expenses.
• Approval Workflows: Implement multi-level approval workflows for trips involving family, ensuring managers are aware and approve the arrangements.
• Reporting: Track overall travel spend and identify trends, even with family travel integrated, by analyzing categorized expenses.

Comparison: Concur is a market leader, offering extensive features suitable for large enterprises. Its strength lies in its deep integration capabilities and powerful policy engine. It might be overkill for very small businesses but is excellent for growing and large companies with complex travel needs.

Estimated Pricing: Concur's pricing is typically subscription-based and varies significantly based on the number of users, modules, and transaction volume. It's generally on the higher end, starting from a few dollars per user per month for basic plans and scaling up significantly for enterprise-level features. You'll need to contact them for a custom quote.

2. TripActions (now Navan) Travel and Expense Platform

Description: Navan (formerly TripActions) is known for its modern, user-friendly interface and focus on employee experience. It combines travel booking, expense management, and corporate card solutions into a single platform. Its AI-powered recommendations and real-time support are key features.

Use Cases for Family Travel:

• Intuitive Booking: Employees can easily add family members to bookings, and the platform can be configured to clearly show the cost difference for personal vs. business travel.
• Personal Card Integration: Employees can link personal credit cards for family expenses, keeping them separate from corporate card transactions.
• Real-time Policy Guidance: As employees book, Navan can provide real-time alerts if their choices deviate from policy, including when adding family members.
• Duty of Care: While family members aren't covered by corporate duty of care, Navan's platform can still provide a consolidated view of all travelers associated with a trip, which can be helpful in emergencies (though liability remains with the employee).

Comparison: Navan excels in user experience and real-time support, making it popular with employees. It's a strong contender for companies prioritizing ease of use and modern tech. It's generally more agile than some legacy systems.

Estimated Pricing: Navan offers various plans, often starting with a base fee plus a per-trip or per-user fee. Pricing can range from $10-$30+ per user per month, depending on features and volume. Custom quotes are standard for larger deployments.

3. TravelPerk Business Travel Platform

Description: TravelPerk offers a comprehensive platform for business travel, emphasizing flexibility, 24/7 support, and a wide inventory of travel options. Its 'FlexiPerk' feature allows for refundable bookings, which can be useful for uncertain family travel plans.

Use Cases for Family Travel:

• Extensive Inventory: Access to a vast array of flights and hotels makes it easier for employees to find suitable options for themselves and their families.
• FlexiPerk: While not directly for family costs, the ability to make refundable bookings for the employee's portion can provide peace of mind if family plans change and impact the business trip.
• Cost Visibility: Clear breakdown of costs during the booking process helps employees understand what the company covers and what they are responsible for.
• Guest Traveler Functionality: Some platforms like TravelPerk allow for 'guest' or 'non-employee' bookings, which can be adapted for family members, ensuring they are linked to the main traveler's itinerary.

Comparison: TravelPerk is known for its excellent customer service and user-friendly platform, particularly for small to medium-sized businesses. Its global reach and inventory are strong points.

Estimated Pricing: TravelPerk offers tiered pricing, often with a free basic plan and paid plans starting from around $15-$25 per trip or per user per month, depending on the features like FlexiPerk and premium support. Enterprise pricing is custom.

4. Expensify Expense Reporting Software

Description: While primarily an expense management tool, Expensify's SmartScan technology and intuitive interface make it easy for employees to submit and categorize expenses, which is crucial when separating business and personal costs during family travel.

Use Cases for Family Travel:

• Easy Expense Submission: Employees can quickly scan receipts for their business expenses, and manually add personal family expenses if they wish to track them alongside.
• Categorization: Clear categorization of expenses helps differentiate between company-covered and employee-covered costs.
• Policy Rules: Set up rules to flag expenses that might include family costs, prompting employees for clarification.

Comparison: Expensify is excellent for expense reporting, especially for companies that don't need a full-fledged travel booking platform. It's very user-friendly for employees. It integrates with many travel booking tools, so it can complement a separate booking solution.

Estimated Pricing: Expensify offers a free plan for individuals and paid plans for teams starting around $5-$9 per active user per month, with enterprise pricing available upon request. It's generally more affordable than full travel management suites if you only need expense reporting.

Crafting a Clear and Concise Policy Communication is Key

Once you've decided on the parameters, the most important step is clear communication. Your policy should be:

• Accessible: Easily found on your company intranet or HR portal.
• Clear and Concise: Use plain language, avoid jargon, and be unambiguous about responsibilities.
• Comprehensive: Cover all the points discussed above – definitions, financial responsibilities, logistics, and liability.
• Fair and Consistent: Apply the policy consistently across all employees to avoid perceptions of favoritism.

Consider creating an FAQ document alongside the policy to address common questions. You might also hold informational sessions or webinars to explain the policy and answer employee queries. Remember, a well-communicated policy is more likely to be adhered to and appreciated by your employees.

Balancing Flexibility and Control The Sweet Spot for Family Travel

Ultimately, a successful family travel policy strikes a balance. It acknowledges the human element of business travel and offers flexibility to support employee well-being, while simultaneously protecting the company's financial interests and ensuring operational efficiency. By clearly defining terms, outlining financial responsibilities, addressing logistical considerations, and leveraging appropriate technology, you can create a policy that benefits both your employees and your organization. It's about fostering a culture where employees feel valued and supported, even when they're on the road for business.