For many corporate travellers, the temptation to book outside the system comes down to convenience.
Whether it’s finding a cheaper fare, using loyalty points, or simply saving time, off-channel bookings—known in the travel industry as “travel leakage” or “rogue bookings”—are all too common. But when things go wrong, the consequences are magnified.
“If your employee can’t get into the US and your travel team doesn’t even know what flight they’re on or what hotel they’ve booked, there’s very little that can be done to help,” says Mummy Mafojane, General Manager of Flight Centre Travel Group.
When corporate travel is booked through official platforms, companies gain access to much more than just tickets and itineraries.
Managed travel systems integrate real-time alerts, visa requirements, and document verification tools. Most importantly, they enable companies to meet their duty-of-care obligations by providing visibility and support in case of emergencies.
The risks go beyond the US
While the US is currently making headlines, Mafojane stresses that the threat of travel disruption extends far beyond one country.
“Any country that requires supporting documentation, clear proof of purpose, or multiple entrance documents becomes higher risk,” she says.
When bookings are split across consumer apps, loyalty platforms, and email confirmations, companies lose the ability to intervene—whether it’s a missed connection, a denied visa, or a last-minute evacuation. Without a centralised itinerary, support becomes almost impossible.
Why employees make their own bookings
Despite the risks, rogue bookings remain an issue across organisations of all sizes. Sometimes it’s a lack of awareness. In other cases, it’s frustration with outdated systems or limited travel options.
“It’s not always bad faith,” Mafojane explains. “Sometimes the experience travellers want just isn’t available on the tools they’re given.”
That’s why she advises companies to balance policy enforcement with improved user experience. Making booking platforms intuitive and flexible can go a long way in curbing non-compliant behaviour.
Time for businesses to rethink their policies
In response to growing uncertainty around international mobility, some organisations are considering stricter measures—such as refusing to reimburse bookings made outside approved channels.
For Mafojane, this reaction is understandable; “This is no longer just a policy compliance issue,” she says. “It’s a reputational, legal and duty-of-care concern.”
But instead of focusing solely on penalties, she recommends a more proactive, inclusive approach to drive compliant travel behaviour:
- Make authorised booking easier than going rogue. Offer user-friendly tools and reduce red tape.
- Educate employees on why the policy exists. Move beyond rules and explain the risks and personal implications of non-compliance.
- Involve frequent travellers in improving systems. Feedback from regular travellers can help fine-tune platforms and build buy-in.
- Streamline approval processes. Automate steps and reduce bottlenecks to avoid unnecessary delays.
- Ensure real-time availability and pricing. If travellers see better deals elsewhere, their trust in company tools erodes.
With international travel becoming increasingly unpredictable, businesses can no longer afford to treat off-platform bookings as minor issues.
In a world where borders can close overnight, compliance isn’t just about policy—it’s about protection.
Travel
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