Data-driven decisions: How to use SAP Concur Travel data to shape your corporate travel policy

Corporate travel is evolving rapidly. A traditional T&E policy written 12 months ago can easily become outdated in today’s dynamic landscape. To remain relevant and efficient, travel admins and managers must use near real-time data from SAP Concur and detailed reporting from TMCs to continuously update travel policies.

By embracing a proactive, data-led approach, you can tailor global travel policies that not only support compliance but also improve the employee experience. As new standards like NDC (New Distribution Capability) emerge, staying ahead of the curve with updated policies becomes even more essential.

Using data to improve your travel policy

Data is your most powerful ally when it comes to shaping and evolving a travel policy:

• Leverage SAP Concur's admin dashboard and reporting tools to gain near real-time visibility into travel patterns.
• Use TMC data to fill in the gaps and offer granular insights on booking trends, compliance levels, and frequent travel routes.
• Identify outdated practices and align travel behaviours with your company's cost control and efficiency goals.
• Analyse travel data to proactively assess risk exposure - from high-risk destinations to emergency response readiness - and adjust policies accordingly.
• Anticipate the impact of new features such as NDC by defining standards, training admins and travellers accordingly.

Build a policy that reflects real needs

Policy creation is not a one-time event, it is a collaborative, ongoing process. Work closely with stakeholders, frequent travellers, department heads, and your TMC to ensure that your policy reflects practical needs:

• Keep the policy updated and integrate it with easy-to-follow guides on using SAP Concur (e.g., booking online travel, offline TMC bookings).
• Clearly define booking workflows and approvals in SAP Concur to reduce delays, control costs, and ensure consistency.
• Include workflows for exceptions, such as urgent trips or changes in itineraries. 

Encourage a strong travel culture

Compliance improves when employees understand why the policy exists and how their choices affect the business. Here’s how to encourage better behaviour:

• Make your policy flexible but grounded in data-backed decisions.
• Use the SAP Concur interface and it's Rule classes & Travel Rule Builder to provide employees with guidance during the booking process.
• Share regular data insights with travellers to show the impact of their decisions - for example; the cost savings from booking earlier or choosing direct flights. 

Harness reporting to drive collaboration

Make data visible and actionable:

• Set up monthly travel forums or syncs with line managers and department heads.
• Give senior stakeholders access to SAP Concur reports or provide a quarterly summary.
• Highlight key trends such as policy exceptions, high-cost cities, or seasonal rate surges.
• Educate travellers using this data to contextualise behaviour and improve decision-making.

Streamline the experience with SAP Concur

SAP Concur should feel intuitive and supportive, it starts with having the correct configuration, tailored to reflect to your policy:

• A well-set-up SAP Concur Instance reflects your travel policy and makes it simple for travellers to book within minutes.
• The system should support both online and offline bookings, consolidate post-trip data, simplifying and combining expense submission.
• Use booking data to compare actual behaviours against policy and adjust as needed.

Create feedback loops that drive ROI

Business travel is a strategic investment, not just a cost centre. Use SAP Concur and TMC data, combined with stakeholder feedback, to:

• Understand the ROI of each trip.
• Establish success metrics based on purpose, outcomes, and alignment with business goals.
• Identify areas where policy updates could support better results.

Clarify expense and travel cost guidelines

A clear, detailed expense policy increases consistency and trust: 

• Define reimbursable vs. non-reimbursable expenses, including class of travel, accommodation limits, and local transport.
• Address combined expenses and how to report on them within SAP Concur.
• Provide submission timelines for expenses occurred during a business trip - typically within 14–30 days after travel.

Key policy considerations to include:

• Emergency protocols, duty of care, and high-risk region advisories
• International travel standards (e.g., trips over 6 hours or high-cost locations)
• Daily allowances for meals, lodging, and incidentals
• Rules for lost receipts or delayed Expense submissions
• Sustainability commitments (e.g., fuel-efficient flights, green hotels)
• Booking and reimbursement standards
• Quarterly reporting structures with data-backed insights

Preparing for NDC: what you need to know

The introduction of NDC (New Distribution Capability) will change how airlines deliver content. SAP Concur will integrate NDC features in 2025. Start preparing now by asking:

• Is your travel policy NDC-ready?
• How will your travellers use richer airline content?
• Are your systems and stakeholders equipped to handle this shift?

What NDC brings: 

• Tailored options: Airlines can access user preferences for personalised offers
• Better TMC service: TMCs can modify services like baggage or meals on your behalf
• Richer booking data: High-quality XML standards offer visuals, seat maps, and more
• Cost clarity: Easily compare features, loyalty rewards, and hidden fees
• Access to low-cost carriers beyond the GDS
• Reduced surcharges for non-GDS bookings

A well-informed policy, powered by accurate data and regular feedback, becomes a living tool - one that drives smarter decisions, stronger compliance, and better travel experiences across your organisation.