It’s the end of the year, and this means holidays, office parties, and… spreadsheets. While you’re getting ready for the holidays and for the new year, you’re making sure the books are closed and the travel policies are buttoned up. It’s not glamorous, but it’s essential. A solid year-end review keeps your team compliant, your budget on track, and your travelers happy heading into the new year.
We’ll run through your business travel policy checklist for year-end because nothing says the new year like a clean slate and zero budget surprises.
Review your travel spend
Before you get ready to celebrate, take a look at your numbers. How much did your company spend on flights, hotels, trains and rental cars this year? Compare actual spend to your budget and identify any trends:
This isn’t just about closing the books—it’s about spotting opportunities to save next year and so you can automate your travel policy in your T&E platform so that it works for you. If your using a T&E solution like GetGoing, check out the data and insights section of the platform to make actionable conclusions about your past year and to forecast for 2026.
Audit compliance
Policies are only good if people follow them. Check how often employees booked through approved channels and stuck to preferred suppliers. If compliance is low, dig into the “why.” Common culprits:
- Policy is too complicated
- Travelers don’t know where to find it
- Booking tools aren’t user-friendly (this is where GetGoing comes in handy for easy, fast, hassle-free bookings).
pro tip
If your policy is too long it’s time for a rewrite. Keep it simple, clear, and easy to access.
Would you like access to a travel policy template that can be used to better manage and automate your travel policy? Book a demo to get access now.
Update preferred vendors
Year-end is the perfect time to review your vendor list. Are your preferred airlines, hotels, and car rental companies still offering the best deals? If not, renegotiate or explore new partnerships. Loyalty programs and negotiated rates can make a big difference in your bottom line. If you work with a T&E solution like GetGoing preferred vendors and negotiated rates are built-in.
Refresh your policy
Travel trends change fast—so should your policy. Ask yourself:
- Does it cover remote work and hybrid schedules?
- Are sustainability goals included? (Think carbon offset options or rail alternatives.)
- Is duty of care up to date? Safety is non-negotiable, especially with global travel.
Communication and education is key
Once updates are made, spread the word. Send a friendly year-end email, host a quick webinar, or share a one-page cheat sheet. The goal? Make sure travelers know what’s new before they book their next trip. The more you can educate them, the more you can easily drive compliance.
Prep for the New Year
Don’t just close the books—set the stage for success. Create a travel forecast for Q1 based on historical data and trends available in your travel and expense management plafform. Are there big events coming up? Seasonal trends? Planning ahead means fewer surprises and happier finance teams.
Tips for a stress-free year-end
- Automate when possible: Expense reporting tools can save hours of manual work.
- Monitor unused tickets: If travelers canceled flights this year, make sure credits don’t expire.
- Celebrate wins: Share how much the company saved or improved compliance. This way your employees will feel like active participants in the company goals.
Closing the books doesn’t have to be a headache. With a clear checklist and a little planning, you’ll wrap up the year like a pro and set yourself up for an even smoother 2026.