On site and on time, wherever your build is
Construction Travel Management and Project Site Travel
Construction travel goes where the work is, and the work is rarely anywhere convenient. But that’s no obstacle to us at Wayte Travel Management.
Let’s say your new build needs a crew of 20 on site for three months, you need a solution that doesn’t scatter your workers across town, with expense claims piling up and your Finance team chasing receipts.
We book crews together, close to site, on rates agreed for the length of the job. Then we can change everything quickly if dates move.
Mobilising crews and teams to construction sites
Getting a crew to site for a start date is rarely as simple as booking one trip. Your people may be setting off from several different cities on the same morning, travelling by train, by plane or by road, and they all need to arrive before the first shift.
Your dedicated travel consultant plans the whole mobilisation as one job. Each person gets the route that suits where they’re starting from, by air or rail, with car hire where the site is a long way from the nearest station or airport. Where numbers make it worthwhile, our group travel specialists can arrange group rates and block bookings for the whole team.
But mobilisation dates can slip if planning sign-off takes longer, a delivery is late or the weather holds up the groundworks. When that happens, we rearrange the whole crew’s travel and accommodation together instead of leaving you to rebook person by person.
Every itinerary also goes to the traveller’s Wayte Travel Companion App, so crews know exactly where they’re going and when.
Long-stay and rotational site accommodation
Big builds keep people on site for weeks or months, often with plenty of other contractors chasing the same hotel rooms.
We find accommodation as close to site as possible, so crews aren’t losing an hour a day on the road. We’ll keep teams together in the same hotel wherever we can, with rates agreed for the length of the project instead of paying night by night. For crews on long stays, that usually means dinner, bed and breakfast, so everyone is fed without a fistful of meal receipts at the end of the week.
Billback covers exactly what you’ve agreed, with the bar and other extras kept off your account. Site workers without company cards never have to pay for a room and claim it back.
On rotational work, people come and go throughout the job. Where the hotel’s terms allow, we’ll swap names on an existing booking instead of cancelling and rebooking, so the agreed rate stays in place and the room doesn’t go to another contractor.
Bid, tender and pre-construction travel
Construction work requires a lot of prep before a spade goes in the ground. Bid teams visit sites, meet clients and walk the ground with surveyors and engineers, often at short notice and against tight deadlines.
We handle that travel like any other trip only, in this case, it’s coded to the bid, not a live project.
Your business travel consultant captures a tender or opportunity reference at booking, so you can see what each bid cost, win or lose. If the contract is won, that history is already in your reports when the project starts.
Pre-construction visits are often day trips, so we’ll find the quickest train and add car hire for an early start where it’s needed. If a site meeting moves, we’ll move the trip with it.
Site visits follow the same business travel policy and approval rules as any other booking, so bid travel never slips under the radar.
Services our construction clients use most
Construction clients use the full range of our services, but these three do the heavy lifting.
Rail Travel
UK and European rail booked alongside your air travel, on the same invoice, so nothing gets missed.
Hotel Booking & Accommodation
Rates are negotiated in advance, so you’re not paying the walk-in price.
Reporting & Management Information
You’ll see exactly where your travel budget is going and these reports are offered completely free of charge.
Construction travel support, 24/7
During office hours, you have a direct number for your Wayte travel consultant, so you’re straight through to someone who already knows the job. But sites start early and problems don’t keep to office hours.
So, when a shift starts at 07:00 on a Monday, but a train is cancelled on the Sunday night, our UK-based out-of-hours team takes over, 24 hours a day.
They can see the bookings, find replacement rooms, rebook trains and flights and arrange car hire, so your crew still makes the morning shift.
If something more serious happens, such as severe weather or an incident near a site, every booking is logged in our Duty of Care Portal. We can quickly see who is affected and help get them home, which supports your duty of care to crews working away.
Construction travel policy and subcontractor bookings
On a big project, plenty of people may want to book travel: site managers, project managers, office staff and subcontractors. Your business travel policy decides who can book.
You can name the people allowed to book, set accommodation rate caps by location and decide which trips need approval and from whom. Anything outside your travel policy goes to the right approver by email before it’s confirmed, whether it’s by phone or through Wayte Travel Online.
Subcontractor travel can be booked on your account too, if you choose. Each booking carries the project and subcontractor reference, so travel that’s rechargeable to the project or to the subcontractor is easy to separate from your own costs. And hotel billback keeps incidental charges off your account, however many people are on the job.
Travel reporting by construction project, site and work package
Construction runs on tight margins, so travel costs need to sit against the right project, phase and work package.
Wayte Travel Analytix uses the codes you set, such as project, site, phase or work package, to show exactly where your travel money goes. You can see what accommodation costs per person per night on each site, split rechargeable travel from overheads and track spend against the budget for each stage of the build.
That helps separate hotel bills from parking tickets and expense claims arriving weeks after the work is done.
Reports also show the CO₂ for each trip, which helps when a client asks about the carbon footprint of their project.
Construction and project site travel management FAQs
Can subcontractor travel be booked on our account?
Yes, if you’d like it to be. You decide who can book for subcontractors and which projects they can book against. Every trip carries a reference, so rechargeable travel is easy to separate. Billback keeps extras like bar bills from your account.
Can travel be coded to a project or work package?
Yes. Any reference you use, such as project, site, phase or work package, can be captured when the trip is booked and reported in Wayte Travel Analytix. Learn more on our Reporting page.
Do you handle group bookings for site crews?
Yes. Our dedicated group travel specialists book whole crews as one coordinated booking. They will keep your crews together in the same hotel, wherever possible, and manage the changes as numbers move. Find out more on our Hotel Booking page.
What happens if mobilisation is delayed?
We move the crew’s travel and accommodation to the new date as one change, not person by person. Where we’ve booked flexible fares and rates, moving these dates can cost far less than rebooking from scratch. Outside office hours, our UK-based out-of-hours team can also make those changes.
Can you book accommodation for a whole project phase?
Yes. We’ll agree rates with hotels close to site for the length of the phase, usually with dinner, bed and breakfast for crews, and swap names on the booking as people rotate on and off where the hotel allows. If the phase overruns, we extend the booking to match.
Talk to us about your construction project travel
Tell us about your next project: where the site is, how many people need to be there and for how long. We’ll present you with a no-obligation plan for getting your crews there and keeping them housed, fed and on time.