While many business travelers know of and often refer to their company’s travel policy, there’s still a gap between policy awareness and policy compliance, according to a recent BCD Travel survey of more than 1,200 business travelers worldwide. The survey looked at changes in travel policies and traveler satisfaction with current regulations.

In a corresponding April survey of more than 200 travel buyers, BCD found that two-thirds of travel buyers consider their travel policy to be extremely or very effective. On the surface, according to the research, this statistic seems to hold true when business travelers are asked about their company’s travel policy. The survey shows that more than 95% of travelers know where to find the travel policy, and 9 out of 10 have consulted it (with a quarter doing so frequently). Eight out of 10 travelers have consulted their travel policy within the past 12 months. And half are satisfied with the policy.

Craig Bailey, president, Americas, said that based on the survey results, travelers in North America are less inclined to consult their corporation’s travel policy compared with travelers from Asia-Pacific and Europe. This could result in more out-of-policy bookings, he said. While these bookings create extra costs and, in some cases, risk issues, said Bailey, the lack of awareness around policy changes could also hurt the organization’s overall goals, for instance, regarding sustainability.

One factor contributing to this behavior may be the frequency around travel policy communications. A quarter of Asia-Pacific travelers reported receiving communications about their travel policy often, compared with only 15% of North American travelers.

The survey shows that more than two-thirds of travelers deviate from their company’s travel policy. Most often, this is due to client meetings requiring out-of-policy transportation or accommodation; or booking conference and event accommodations with non-preferred suppliers. As a result, traveling employees often need additional approvals for non-compliant bookings. Companies can boost travel policy compliance through employee involvement and engagement, according to the research.

Over 1 in 5 travelers said their company’s travel policy isn’t responsive to traveler needs or is too restrictive. In fact, 3 in 10 want more flexibility when booking either transportation or accommodation. A quarter said they’d benefit from increased spend limits and additional air ancillaries. One in 5 are interested in more policies for traveler well-being.

While only 8% of surveyed travelers admit the travel policy influenced their decision to take their job, a quarter acknowledge that it influences their willingness to stay with the company. The travel policy’s impact varies by region — again supporting the need to understand travelers’ specific needs and beliefs. Almost half of Asia-Pacific travelers say the policy is likely to affect their decision to stay with a company, while 27% of Europe/Middle East/Africa and 21% of North American travelers say so.

“Sharing your travel policy to new hires during the onboarding process is key,” said Bailey. “They’re excited and eager to learn. Take advantage of that and stress the importance of your travel policy to new employees. Explain what it is, how it relates to company goals, and why it’s important to comply with the policy. It’s not just about cost savings, but also about duty of care and sustainability.”