The Rise of Bleisure: Seamlessly Integrating Leisure into Business Travel

In the evolving landscape of business travel, a new trend is making waves—'Bleisure', a blend of business and leisure. This concept allows employees to extend their business trips for leisure purposes, creating a more enjoyable and fulfilling travel experience. As the practice gains popularity, it becomes crucial to address its legal aspects and integration into corporate policies effectively.

Based on insights of global mobility experts – Dorothee Schweigart, Director of Compliance and Research Center at Workflex, and Daniel Bartoli, Head of Business Travel at Freenow, a leading mobility app active throughout Europe – in this article we will delve into what Bleisure means, provide a clear definition, share examples, and discuss how to seamlessly incorporate Bleisure into travel guidelines.

By the end of this article, you'll have a comprehensive understanding of Bleisure and practical insights from our experience in crafting policies that support this modern approach to business travel. Let’s explore how companies can embrace and regulate Bleisure to enhance the travel experiences of their employees.

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What is Bleisure? Defining the Blend of Business and Leisure Travel

The term "Bleisure" combines "business" and "leisure," signifying the fusion of business travel with leisure time. Bleisure can include extending a business trip to allow for personal time, often termed as a "workation," where the trip includes both professional engagements and dedicated time for relaxation or exploration.

While the concept might seem straightforward, its implementation and definition can vary significantly across different companies.

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The Growing Importance of Bleisure Travel

The COVID-19 pandemic served as a significant catalyst for the rise of Bleisure. With restrictions impacting regular travel, employees began to value flexible travel options more than ever.

Why is bleisure becoming so popular? To illustrate, imagine a typical scenario where business workshop is scheduled mid-week in Barcelona. Employees traveling from Hamburg can extend their stay over the weekend with minimal additional leave, effectively blending their business obligations with leisure, enriching their travel experience.

This integration of leisure time with business travel not only satisfies the wanderlust of the modern professional but also brings substantial benefits to employers. Companies embracing Bleisure demonstrate a commitment to employee satisfaction, which can lead to increased retention, enhanced employer branding, and a more motivated workforce.

Recent studies, including one by the Global Business Travel Association (GBTA) and research at Freenow, show a notable uptick in both interest and implementation of Bleisure policies. A staggering 82% of travel managers reported increased interest in Bleisure, with business travelers expressing a keen desire for guidelines that support combining business travel with leisure activities.

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Distinction Between Bleisure and Traditional Business Trips

Understanding the distinction between traditional business travel and Bleisure is crucial for both employees and employers looking to adapt to new travel norms.

Traditional business trips are well-defined: the employer organizes the itinerary, which typically includes meetings, accommodations, transport, and allowances for meals. These trips are tightly scheduled with little to no free time for personal activities, and everything from the hotel booking to the class of travel is governed by strict corporate policies.

How does bleisure differ from business trips

In contrast, Bleisure offers a more flexible approach, where the structured schedule of business obligations can be extended to include personal leisure activities. This autonomy changes the dynamics of the trip significantly. While on a business trip, accommodations and activities are usually predefined; during Bleisure, employees have the freedom to choose where to stay and how to spend their free time, whether that's in a hotel, an Airbnb, or even a coworking space. The flexibility has its implications on the compliance risks and other aspects of the trip that we explore further in the article.

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Addressing the Challenges and Opportunities of Bleisure

Despite its popularity, the adoption of Bleisure is not without challenges. Businesses must navigate the complexities of tax implications, social security issues, and compliance with local laws—factors that can complicate the extension of business trips. Additionally, companies need to foster an environment where employees feel comfortable engaging in Bleisure without fear of negative repercussions, ensuring open dialogue and clear guidelines.

As we explore further, we will delve into how businesses can effectively incorporate Bleisure into their travel policies, ensuring a win-win scenario for both the company and its employees.

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Considerations for Bleisure policy creation

Creating effective Bleisure policies involves clarifying the parameters of what is permissible and what responsibilities the employee bears during the leisure portion of the trip. This might include specifying guidelines on allowable expenses, the process for extending stays, and the expectations regarding remote work.

Legal and Tax Considerations

• Visa and Work Permits: Employees need to ensure their stay is legally permissible under the visa regulations of the host country. In the European Union, for example, movement is generally more straightforward due to freedom of movement for residents, but specifics can vary based on the nature of the stay and the activities undertaken.

• Tax Liability: The potential to create a tax liability in the host country depends on the nature of the work performed during the Bleisure days. Generally, short stays do not change tax obligations, but this can vary, especially if significant business activities are conducted.

• Social Security: For European travelers, an A1 certificate is required to confirm that home country social security law applies when working temporarily abroad. Companies need to ensure that these certifications are in place for the entire duration of the trip, covering both business and leisure days.

• Health Insurance: While employees are covered by corporate travel insurance during the business portion of the trip, health coverage for the leisure days might require additional arrangements. Companies often encourage employees to use European Health Insurance Cards (EHIC) or arrange for extended coverage to ensure that medical needs are met throughout the entire trip.

• Employment Practices: Employees should avoid engaging in significant contractual activities that could impose new legal obligations or business risks on the company during their leisure time.

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Other considerations

• Data Security: With the increasing concern for data protection, ensuring secure connections during workations is paramount. Employees should be cautious about using unsecured public Wi-Fi networks, especially when handling sensitive company data. Companies need to provide guidelines and possibly even technical solutions to help employees maintain high security standards while working remotely.

• Financial Implications and Responsibilities: During the Bleisure portion of a trip, financial responsibilities shift. The employer covers expenses directly related to the business aspects, such as flights, accommodations, and per diems for the official duration of the trip. Any additional days taken for leisure, including extended stays or personal activities, must be financed by the employee. This clear delineation helps prevent confusion over expense responsibilities.

Summing up, to effectively integrate Bleisure into corporate travel policies, companies must address these logistical and compliance challenges comprehensively. This includes updating travel guidelines to accommodate the dual nature of Bleisure trips, training employees on the new policies, and ensuring that all legal, tax, and insurance requirements are clearly communicated and understood.

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Start drafting your company’s bleisure policy

As more employees seek to combine business with leisure, it becomes imperative for organizations to adapt their travel policies accordingly. Addressing compliance risks is not just about allowing for flexibility; it’s about doing so responsibly and sustainably. Here’s how companies can ensure they are prepared:

1. Set Clear Guidelines

The first step in managing Bleisure compliance is to establish clear and comprehensive guidelines that define what is permissible. This involves deciding:

• Who can participate: Not all roles are suited for remote work, and not every trip may lend itself to an extension for leisure purposes. Set clear expectations and guidelines on what job roles are eligible for this benefit.

• Activities allowed: Clarifying what employees can do during the Bleisure portion of their trip, whether they are allowed to work remotely or if they should be on vacation, is essential.‍

• Duration and Location: The length of the business trip should influence the permissible duration for Bleisure extensions. Companies must also consider the destinations they deem appropriate for such arrangements.

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2. Communicate and manage risks

Communicating the risks and the measures taken to mitigate them is crucial. Employees should be made aware of the potential legal and safety risks involved in extending their business trips. This includes understanding the implications of local laws, tax obligations, and health and safety standards.

Employers should also prepare for potential emergencies:

• Injury or Illness: What support systems are in place if an employee gets injured or falls ill during the Bleisure portion of their trip?

• Travel Delays or Crises: How should employees handle unexpected travel delays or political crises in their Bleisure destination?

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3. Scenario Planning

Incorporating scenario planning into travel policies can help organizations anticipate and address possible complications. By envisioning various situations, from straightforward extensions to complex legal dilemmas, companies can build robust policies that protect both the business and its employees.

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4. Documentation and Compliance

Ensuring that all Bleisure activities are well-documented is key to compliance. This includes keeping records of communications about the extension, details of the business and leisure activities, and any managerial approvals. Such documentation not only helps in compliance but also aids in resolving any disputes or misunderstandings that might arise.

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Implement the Policy with Effective Tools

To implement these guidelines effectively, organizations might need to consider tools that can help track and manage Bleisure activities. Such tools ensure that both the employer and employee adhere to agreed terms and help in documenting all aspects of the trip for compliance and auditing purposes.

Compliance management tool

WorkFlex addresses the administrative and compliance challenges of Bleisure travel by providing streamlined, integrated solutions for managing the entire duration of a trip. Key contributions by WorkFlex include:

• Comprehensive Trip Documentation: WorkFlex treats each trip as a complete entity, ensuring that all aspects, from business activities to leisure extensions, are thoroughly documented. This holistic approach facilitates smoother management and compliance with both internal policies and regulatory requirements.

• Efficient Management of Compliance Documents: WorkFlex assists in the application and management of necessary documents such as the A1 certificate or Certificate of Coverage for the whole trip. This ensures that employees are properly covered under social security for the entire duration of their travel, regardless of whether they are working or on holiday.

• Dashboard for Documentation and Requests: The platform offers a user-friendly dashboard that allows employers to apply for, manage, and present all relevant travel documentation efficiently. This is particularly useful when dealing with inquiries from tax and social security authorities.

• Flexibility in Travel Planning: WorkFlex’s tools also allow for flexibility in handling the return journey. If the business aspect predominates the trip, the return can be adjusted without complicating the tax implications, thanks to clear documentation and policy adherence.

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Mobility management tool

FreeNow simplifies Bleisure travel by merging private and business mobility needs into a single, user-friendly app:

• Comprehensive Mobility Options: FreeNow covers a wide array of transportation choices including taxis, scooters, e-bikes, mopeds, and public transport across nine countries and 170 cities. This extensive coverage ensures that business travelers can easily find suitable transport options, enhancing their travel experience.

• Flexible Travel Policies: Businesses can configure their travel policies within the FreeNow app to include specific references such as project attributes and cost centers. Importantly for Bleisure, the app allows companies to set restrictions like time blocks or deactivate certain fleets based on risk assessment.

• Incentives for Travelers: FreeNow also offers incentives such as cashback on taxi rides and the ability to collect miles through partnerships like Miles & More. These rewards can be used for personal travel, adding value to the Bleisure experience.

• Single App Convenience: With FreeNow, there is no need to juggle multiple apps or set up separate profiles for different travel needs. Everything from booking a ride for business to exploring a city during a leisure extension can be managed within the same app, providing ease and efficiency.

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Empowering Employees Through Bleisure

By blending business travel with leisure, companies not only enhance the travel experience but also empower their employees to manage their time and work environment. This flexibility is particularly appealing in the modern workforce, where work-life balance and personal well-being are increasingly prioritized.

However, integrating Bleisure into traditional travel policies requires careful consideration of various logistical aspects. It's essential to ensure that both the business and leisure components are clearly defined to avoid confusion over what is covered under corporate policies and what falls under personal responsibility.