Unlocking HR Synergies in Travel and Expense Management

Today’s HR professionals are stepping into the spotlight as key enablers of streamlined processes and improved employee experiences.  

Koen Stam, Head of Benelux at Personio, shared his expertise during The Expense Summit panel discussion offering valuable insights into the role of HR in travel and expense (T&E) management. 

For some context, Personio is an all-in-one HR software solution designed for small and medium-sized businesses. Their platform supports a range of HR functions, including time tracking, absence management, recruiting, and performance development, helping businesses streamline and optimise their HR operations.  

Why HR-led T&E management matters in 2025 

As hybrid and remote work continue to influence corporate policies, employee satisfaction has become a cornerstone of business success.  

In 2024 and beyond, expense management tools that integrate seamlessly with HR systems will help organisations deliver frictionless travel experiences, improving compliance and employee retention. For HR, expense automation also frees up time for strategic initiatives, making it indispensable in a competitive talent market. 

3 innovative tips for HR managers  

Corporate cards improve user experience and simplify compliance. However, many organisations still rely on fragmented tools, which limits their ability to fully benefit from these solutions. 

Automation isn’t just a tech upgrade; it’s a cultural shift. By automating T&E processes, HR departments can eliminate manual data entry and free up time to focus on strategic goals, such as employee retention and engagement. 

2. Look for tools that meet or are tailored to employee personas

“Think about the personas you’re serving,” advised Koen. Define the needs of your travelers and what is most important to them.  

Here are some tips to understand your employee personas: 

• Segment employees into categories, such as frequent travelers and occasional users. These insights could even introduce opportunities for cost savings. For example, employees prefer traveling by train over planes. Look for integrated train ticketing platforms. 

• Tailor tools and policies to meet their specific needs, improving satisfaction and adoption. You could do this using surveys or forms and email them to the internal team.  

With this perspective, HR departments can implement tools that align with the unique workflows of their workforce, ensuring high adoption rates and employee satisfaction. 

3. Future-poof travel and expense management with gamification

To keep an evolving population happy, we must evolve as well. That means finding creative ways to innovate.  

Koen also shared his vision of integrating gamification into expense management: “Gamification could play a big role.” For instance: 

• Introduce gamification elements, like rewards for eco-friendly choices.
  
  
• Align expense policies with broader company goals, such as sustainability. It’s about combining sustainability with engagement. 

This forward-thinking approach demonstrates the potential of T&E tools to not only streamline processes but also align with broader organisational goals like sustainability and employee well-being. 

In summary 

As businesses seek to adapt to changing expectations, HR’s role in shaping expense management strategies will continue to grow. With tools like Personio, companies can simplify workflows, improve compliance, and keep employees engaged. 

• Involve employees in conversations about tools and policies to ensure they feel heard. 

• Regularly review and update expense management tools to adapt to changing business needs. 

Ready to dive deeper? 

To learn more from Koen and the other panelists, watch the full panel discussion from The Expense Summit 2024. Gain insights from all four experts on how to improve your T&E management.