Online booking tools and better communication key to improving travel policy compliance

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Improving compliance with corporate travel policies remains a top challenge for travel managers worldwide. According to new research from Business Travel Show America, nearly one in three travel buyers (29%) identify policy compliance and leakage reduction as their greatest challenge for 2026.

The global buyer survey reveals that many organisations are now using technology and communication strategies to strengthen policy adherence. Over half of respondents (51%) report building nudges and rules into online booking tools (OBTs) to encourage travellers to stay within policy. At the same time, companies are adopting both “top-down” and “bottom-up” approaches, involving leadership and employees in the policy-building process to foster understanding and engagement.

When asked, “How do you secure employee buy-in and compliance with your travel policies?” the top five approaches were revealed as

Nearly a quarter of buyers said they already integrate traveller preferences into policy design, while 14% consider this approach essential. Another 11% are reviewing how to incorporate these preferences more systematically, reflecting the growing importance of personalisation and traveller profile data in modern travel management.

Commenting on how to build buy-in to policy, Martha Ferguson, Director, Global Head of Travel Services, Lazard says: “When building a travel policy, it is vital to build a relationship with the EAs who are often so heavily involved in the booking process and managing itineraries. Taking time to explain why and how policies are structured a certain way pays dividends in building understanding and therefore buy-in at all levels, including the C-suite. Once that foundation of understanding is set, so is the standard for compliance which can really help reduce traveller friction in the longer term. We also invite feedback from EAs throughout the year on a rolling basis, not just at year end. This consistent, inclusive approach means they feel more compelled to ensure future trips align with policies at leadership level to both set and reinforce the compliance standard.” 

Commenting on the survey results BTN Group Executive Vice President Louis Magliaro adds: “Buyers are increasingly required to spin many policy plates when balancing traveller expectations against the reality of the budget sheet and it’s a fine line to tread. Including employees in the process of policy development and adopting a more inclusive approach can reap the benefits of greater buy-in. But, with the advance of data processing and the rise of AI building more sophisticated understanding of traveller profiles, preferences and requirements, there is scope to build more comprehensive policies and utilise the technology that is available in a more effective way, with even better informed nudges and prompts from within the OBTs.

“This year’s Business Travel Show America Innovation Faceoff showcases some of the most exciting and innovative technology solutions impacting the sector. Buyers will have the opportunity to learn more about how they are working to tackle a whole host of challenges, including expense management and seek answers to the even broader question of policy compliance.” 

These findings come as the inaugural Business Travel Show America prepares to launch on 15–16 October at the Javits Center in New York. The event will feature over 100 exhibitors, including airlines, hotels, TMCs, and technology providers, and is free to attend for qualified travel buyers, bookers, procurement professionals, and executive assistants.

The show’s Innovation Faceoff will spotlight technology solutions addressing key challenges in business travel, including expense management and policy compliance — a timely topic as the industry looks to balance efficiency, cost control, and traveller satisfaction in 2026.

Tags: Louis Magliaro, BTN Group,  Martha Ferguson,  Lazard, Business Travel Show America