By Garry Moroney, CEO at workforce travel and accommodation provider, Roomex
In an age when companies are spending millions on everything from free lunches to yoga sessions to encourage staff back to their office desks, it’s worth asking: why aren’t field workers always afforded the same level of support?
For industries where frontline travel is essential, such as food, drink, construction and hospitality, many employers still expect staff to cover the cost of work travel out of their own pocket. Roomex’s recent Food & Drink Workforce Travel Report reveals just how widespread this is: three-quarters of workers regularly fund travel expenses themselves, and nearly one in ten wait over a month to be reimbursed. This isn’t a minor inconvenience. It’s a serious flaw in retention strategy.
The research also saw over half of hospitality workers say delayed or incomplete reimbursement has made them want to leave, or seriously consider leaving, their jobs. And this is not just a financial issue. For many, it’s how they assume their employers see them within the business and leaves them feeling unsupported, undervalued, and expected to subsidise company operations with personal credit.
The hidden impact on morale and retention
Financial strain doesn’t just affect employees’ bank balances; it has a bigger impact on morale. When frontline staff are expected to dip into their own funds – often for last-minute bookings – it can add considerable stress to already unpredictable schedules. This is particularly problematic in sectors that often include evening and weekend work, irregular hours, and ongoing staffing challenges.
Employees who feel unsupported or financially exposed are less likely to feel loyal to their employer. For HR leaders, the message is clear – poor travel arrangements are not just a logistical inconvenience. They’re a growing retention risk.
The burden on employers
Of course, the burden isn’t one-sided. Employers also face mounting administrative costs from outdated travel processes. Finance teams spend disproportionate amounts of time managing multiple platforms, processing receipts, and chasing expense claims. This decentralised and manual approach limits real-time visibility into travel spend, makes compliance harder, and often leads to missed opportunities for cost-saving.
In an industry already operating on tight margins, these inefficiencies can lead to considerable financial losses and can ultimately tarnish the company’s reputation if employees choose to speak out about their frustrations.
Broader organisational benefits
An effective travel policy benefits employees while also supporting the company’s overall goals. Digital platforms should align with modern systems, integrate with existing HR and scheduling tools, and make data-driven decision-making easier.
Smarter travel planning also supports progress towards environmental, social, and governance (ESG) targets by reducing unnecessary trips and improving sustainability credentials – an increasingly important factor in employer branding.
Solving the workforce travel problem: a people-first approach
Creating a structured, people-first travel approach helps reduce financial pressure on workers, cut administrative burdens, and demonstrate that employee wellbeing is a priority. Here are three strategies that leading HR teams are adopting:
- Implement clear travel policies
Ensure staff have straightforward, accessible guidelines on how travel should be booked, approved, and reimbursed, especially for last-minute or out-of-hours assignments. Clear policies help protect both employees and the business. - Adopt prepaid travel solutions
Tools like RoomexPay enable employers to pre-pay for accommodation and transport, eliminating the need for staff to spend their own money and wait weeks for reimbursement. This approach reduces stress and supports financial wellbeing. - Automate for oversight and efficiency
Unified travel management platforms simplify administration by automating booking, approvals, and compliance. They also provide real-time insights into travel spend, support better budgeting, and uncover opportunities for cost savings.
For HR leaders aiming to improve staff retention and reduce burnout, workforce travel is an underutilised lever. By eliminating the stress and financial strain of out-of-pocket expenses through prepaid systems, automation, and clear policy, employers can foster a more supportive and efficient working culture. It’s not just about logistics; it’s about respect, trust, and the kind of employee experience that underpins long-term loyalty.
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