Corporate Travel Policies in U.S. and Canada Tighten, Adopt AI, but Gaps Remain

New research shows that while corporate travel policies in the U.S. and Canada are becoming more structured and technologically advanced, significant gaps remain in areas such as accessibility, policy clarity, and compliance, according to a survey of travel managers by the Global Business Travel Association (GBTA) and ALTOUR.

A recent report titled “The State of Corporate Travel Policies: U.S. and Canada 2025” was released by the Global Business Travel Association (GBTA) in partnership with ALTOUR, a travel management company. The research is based on an online survey of 168 corporate travel managers in the U.S. and Canada, conducted between November 19 and December 10, 2025. The study examines how corporate travel programs are evolving to better serve organizations and their employees, highlighting both progress and ongoing challenges.

Trends in Policy Structure and Clarity

The report identifies a movement toward more structured and stricter travel policies. Approximately one-third (32%) of travel managers say their company’s travel policy is stricter now compared to three years ago, while only 5% report increased leniency. Despite efforts to modernize, 51% of travel policies still exceed 10 pages, and 24% exceed 20 pages. Only 14% of managers report that their policies have become shorter in recent years. A significant compliance issue is that 32% of employees break policy simply because they have not read or do not understand the rules.

Role of Technology and Artificial Intelligence

Technology, particularly artificial intelligence (AI), is emerging as a tool to simplify policy education and improve compliance. The survey found that 64% of travel managers are interested in using AI-generated video explainers to summarize key policy elements. The aim is to make policy guidance more intuitive and accessible, potentially reducing out-of-policy behavior.

Booking and Hotel Compliance

Booking outside of required channels remains the largest compliance issue, with 35% of respondents citing it as a problem. Out-of-policy hotel stays are also a challenge for 28% of companies. While payment, air, and meal compliance issues exist, they are less prominent. Organizations are increasingly relying on technology and clearer communication to address these challenges.

Accessibility and Inclusivity

The study highlights shortcomings in policy guidance related to accessibility and inclusion. Only 13% of travel managers say their policies strongly address accessibility needs. Guidance for diverse traveler groups, including LGBTQ+ employees and women, is also lacking, with just 19% of policies providing clear direction for these groups.

Non-Employee Travel Management

Managing travel for non-employees, such as job candidates, interns, or clients, remains a challenge. The report shows that 26% of companies handle guest travel on a case-by-case basis without formal guidance. Lack of structure in these areas can lead to risks and administrative difficulties, though there is a trend toward more formal documentation and centralized processes.

Policy Details Across Travel Categories

The research provides a breakdown of policies across various travel categories:

• Air Travel: Premium Economy is allowed at least sometimes in 64% of policies, while 58% never permit Basic Economy. Business Class is allowed at least sometimes in 64% of for-profit companies, usually for longer flights.
• Amenities: 52% of companies allow airline seat selection at company expense.
• Lodging: 53% prohibit homesharing through platforms like Airbnb and Vrbo. Only 30% set hotel per diems or rate caps, while 46% advise booking “reasonably priced” hotels, which can cause compliance issues.
• Meals: 75% set meal spending limits or per diems, with spending limits more common than per diems.
• Ground Transportation: 51% allow car rentals in all scenarios, while 33% encourage rideshares, taxis, or public transportation in certain situations.

Conclusion

The GBTA and ALTOUR research indicates that while corporate travel policies in North America are becoming more structured and technologically advanced, notable gaps remain in accessibility, policy clarity, and compliance. The adoption of AI and efforts to simplify policies are seen as positive steps, but many organizations still face challenges in making their travel programs more inclusive and easier to follow. The findings suggest that continued improvement is needed to address these persistent issues.