Sustainable aviation fuel and ESG: How can companies reduce emissions during business travel?

Just a few years ago, three things mattered most when organizing a business trip: price, travel time, and employee comfort. Today, a fourth aspect is increasingly important: what impact will this business trip have on the environment? In many companies, CO₂ emissions have become a part of reports, tenders, customer conversations, and ultimately, purchasing decisions. Our observations at WorkTrips show that until recently, questions about travel's carbon footprint were primarily raised by large international corporations. Today, medium-sized companies are also increasingly asking them. Some are preparing for new reporting obligations. Others simply want to know the real cost of their mobility, not just in Polish zloty.

Meetings with key clients, trade shows, production visits, audits, contract negotiations, and project launches require on-site presence. Finding a viable alternative to flying, especially for intercontinental travel, is difficult. This raises the question: how can we make flights more sustainable? One of the most important answers is SAF, or sustainable aviation fuel.

Why is business travel an important element of ESG?

In many organizations, business travel-related emissions fall into the Scope 3 category, or indirect emissions. These are emissions that arise beyond the company's direct control but are related to its operations. A company might use renewable energy in its offices, upgrade to energy-efficient lighting, or reduce paper consumption. However, if its employees regularly fly between Europe, North America, and Asia, business travel can still account for a significant portion of the organization's carbon footprint. It's a bit like tidying up your desk while a full filing cabinet is in the next room. At first glance, it's better, but the main burden still remains elsewhere. That's why more and more companies are starting to analyze not only the costs of business trips but also their environmental impact. In practice, this means asking the following questions:

• How many emissions do our business trips generate?
• Which routes produce the most emissions?
• Where can you choose a train instead of plane?
• Which flights are really necessary?
• How to accurately report emissions from business travel?
• Can SAF help achieve ESG goals?

ESG strategy, emissions reporting, and specific reduction measures are increasingly emerging in purchasing processes . Simply declaring "we care about the environment" is no longer enough. Companies need hard data.

Is the solution to restrict flights?

The pandemic has clearly demonstrated that some meetings can be effectively moved online. Many companies have reduced the number of short trips, status meetings, and internal delegations. At the same time, most organizations have also seen the flip side of the coin. Business relationships built solely through a computer screen aren't always as effective as face-to-face meetings. A first meeting with a new client, a discussion about a large contract, a supplier audit, or trade shows where a single conversation at the booth can set the stage for a project that lasts for years. There are situations where on-site presence is still crucial. Therefore, ways to optimize business travel are increasingly being discussed. What does this usually mean in practice?

• choosing trains on shorter routes,
• combining several meetings into one trip,
• planning delegations in advance,
• emission analysis already at the booking stage,
• use of SAF programs,
• offsetting emissions that cannot be avoided.

What is Sustainable Aviation Fuel (SAF)?

SAF (Sustainable Aviation Fuel) is a sustainable aviation fuel produced from alternative raw materials instead of traditional crude oil. It can be made from, among other sources:

• used cooking oils,
• organic waste,
• agricultural residues,
• forest waste,
• biomass,
• synthetic fuels produced using renewable energy.

The easiest way to compare SAF to green energy in the electricity sector is to compare it to green energy in the power sector. Just as electricity can come from a wind farm instead of a coal-fired power plant, aviation fuel can come from more sustainable sources than crude oil. The effect on the user is similar: the plane still flies, but the fuel's climate footprint can be lower over its entire life cycle. It's also important to note that SAF is a type of fuel drop-in. This means it can be blended with traditional aviation fuel and used in current aircraft and airport infrastructure. This is why SAF is considered one of the most important tools available today for decarbonizing aviation.

SAF means reducing carbon dioxide emissions

An aircraft using SAF still emits CO₂ during flight. The difference is that emissions are analyzed throughout the fuel's entire life cycle: from raw material extraction, through production and transport, to combustion in the engine. With fossil fuel, carbon released into the atmosphere has been trapped underground for millions of years. With SAF, some of the raw materials come from shorter cycles, such as biological waste. Therefore, the full life cycle balance can be significantly more favorable. It's a bit like the difference between borrowing a book from the library and buying a new one every time. In both cases, you're reading a book. But the impact of the entire process is different.

SAF isn't a magic bullet for "green flight." Rather, it's a tool that helps reduce emissions where full electrification or hydrogen aren't yet a viable alternative, especially on long-haul routes. It's worth noting that SAF production is currently significantly more expensive than traditional aviation fuel. This is due to several reasons:

• limited availability of suitable raw materials,
• small-scale production,
• expensive technological processes,
• competition for raw materials with other sectors,
• certification and quality control needs.

The European Union is accelerating this process by gradually increasing the share of sustainable aviation fuels at airports. From 2025, the minimum share of SAF is 2%, and this is expected to increase in the coming decades. In Poland, ORLEN has introduced sustainable aviation fuel for sale at selected airports, including Warsaw, Krakow, and Katowice. This means that carriers departing from these airports, including LOT Polish Airlines, can use fuel blended with SAF in accordance with the requirements of the EU's ReFuelEU Aviation Regulation.

Why is SAF so important to aviation?

Aviation faces a more difficult path to decarbonization than many other industries. Passenger cars can be gradually electrified, as we're already seeing. Parts of urban transport can also be based on trams, subways, and electric buses. Buildings can be powered by renewable energy, such as photovoltaic installations. Airplanes are much more difficult. For example, a flight between Warsaw and New York requires a huge amount of energy. Batteries are currently too heavy to replace jet fuel on long routes. Hydrogen technologies are developing, but their mass use in aviation requires time, new aircraft, infrastructure, and safety standards. That's why SAF is so important. It's a solution that can be implemented within the existing system. It doesn't solve the entire problem, but it allows for action now. It's no coincidence that SAF is considered the most important tool for decarbonizing aviation today. According to the International Air Transport Association (IATA). Sustainable aviation fuel could account for around 65% of the emissions reduction needed by the aviation industry to achieve climate neutrality by 2050. This means that even the development of new propulsion systems or improved operational efficiency will not have as significant an impact on reducing emissions as the widespread use of SAF.

How can companies whose employees travel benefit from SAF?

The Book & Claim model, which is aimed at businesses by airlines, works similarly to the purchase of green electricity. The company finances a specific amount of SAF. The fuel is then fed into the aviation system. The company receives the right to claim the carbon benefit resulting from using this amount of sustainable fuel. If a company purchases renewable energy, the electricity in the socket doesn't have to come from that specific wind farm. The energy flows into a shared grid. What matters is that the company finances the production of green energy and can document its purchase. The SAF in the Book & Claim model works similarly.

SAF, offsetting and emissions reduction. What's the difference?

This is an important distinction. SAF helps reduce emissions at source by replacing part of the fossil fuel with a more sustainable fuel. Carbon offsetting works differently. It involves financing projects that reduce or absorb emissions elsewhere. These might include projects related to renewable energy, energy efficiency, or ecosystem protection. SAF can be compared to changing an ingredient in a recipe. We still cook the same dish, but we use a less polluting ingredient. Offsetting, on the other hand, is like cleaning up after cooking in a different location. It helps, but it doesn't change what went into the pot. Therefore, the best strategies don't rely solely on offsetting. They first reduce emissions where possible, and only then compensate for what can't be avoided.

Lufthansa, KLM and other airlines show that SAF is only part of the solution

Major carriers are well aware that SAF alone is not enough to achieve ambitious climate goals. Therefore, they are combining several initiatives simultaneously. An example is the Lufthansa Group, which is developing SAF-related programs, investing in newer aircraft, and improving operational efficiency. An interesting solution is AeroSHARK, a special foil inspired by the structure of shark skin. It covers part of the aircraft's surface and reduces air resistance. The result is lower fuel consumption.

KLM has also been developing programs for years to support its customers' use of SAF. Airlines are increasingly offering passengers and businesses options to subsidize more sustainable fuel or special corporate solutions. For companies organizing business travel, however, what matters is not the mere existence of such programs, but the ability to structure them. Who uses them? On which routes? What impact does it have on reporting? How should this be integrated with travel policy?

What can companies do today?

The best results come from combining several activities. SAF is important, but it shouldn't be the sole focus of your strategy.

Start with business travel data

It's impossible to manage travel emissions if a company doesn't know who's flying, where, how often, and by what means. The first step should be collecting data:

• number of business trips,
• most common destinations,
• share of flights, railways and cars,
• travel classes,
• emissions attributed to routes,
• costs of particular types of delegations.

In many companies, this is the moment when something uncomfortable is discovered: data is scattered among emails, invoices, reservation systems and spreadsheets.

Establish rules in your travel policy

A business travel policy doesn't have to be just a document about cost limits, hotel classes, and business travel approval rules. It's increasingly becoming a tool for achieving ESG goals. A travel policy allows a company to clearly define which decisions are preferred, when choosing a more sustainable mode of transportation is required, and when flying is justified. A good starting point is data from travel reports. If a company sees that, for example, short domestic flights or frequent flights on a single route generate the largest carbon footprint, it can translate these observations into specific policy provisions. Examples of records may include:

• preferring rail instead of air travel on routes where the train journey lasts up to a certain number of hours (e.g. up to 5 hours),
• limiting domestic flights if there is a viable rail alternative (depending on the route),
• choosing direct flights when they reduce emissions and the number of transfers,
• combining several meetings into one business trip instead of organizing several separate delegations,
• using hotels that meet certain environmental criteria,
• taking into account CO₂ emissions alongside the price and travel time when selecting a connection,
• emission compensation rules that cannot be avoided.

Such a policy shouldn't act like a travel ban. Rather, its purpose is to streamline decisions. From a practical perspective, a phased approach works well. First, the company analyzes data from the last 6 or 12 months, examining which routes, departments, and travel types generate the most emissions. Then, it selects a few policies that can deliver the greatest impact without significantly impacting team operations. After implementing new policies, it's worth revisiting the data after six months. This is a good time to check whether the policies are working.

A travel policy should be a living document, updated based on data, not a PDF that someone emailed once and never returned to. A well-designed policy helps align three perspectives: business needs, employee well-being, and ESG goals. This allows sustainable business travel to move from a buzzword to an actionable part of everyday booking decisions.

Use SAF programs where it makes sense

SAF can be particularly important for routes that cannot be easily replaced by rail or online meetings. This applies particularly to:

• intercontinental travel,
• routes to places without good rail connections,
• strategic trips,
• travel of key sales, technical and design teams.

A company doesn't have to fund SAF for 100% of its journeys right away. It can start with a pilot, for example, with a specific region, department, or percentage of emissions.

Offsetting emissions that cannot be avoided

Carbon offsetting can still be a part of a strategy, but only as a complement, not the main solution. It's best to first reduce unnecessary travel, choose better modes of transport, and support SAF. Only then should you offset the remaining emissions. Otherwise, offsetting can become a convenient excuse. This is increasingly unacceptable to customers, investors, and employees.

How does worktrips.com support ESG goals in business travel?

On the worktrips.com platform, users can compare the carbon footprint of different modes of transport while planning their trip and make more informed decisions. This truly helps elevate ESG from the declaration level to the level of everyday choices. After a trip, companies can access reports containing information on generated CO₂ emissions. This is especially important for organizations preparing non-financial reports or monitoring their own environmental goals.

WorkTrips also supports clients with carbon offsetting through its partnership with the Swiss foundation myClimate.org. In practice, this means the WorkTrips team can handle the process on the client's behalf. The organization receives a payment confirmation and an offset certificate, which it can use in its ESG activities and stakeholder communications.

The fuel crisis, rising costs, and new regulations

In recent months, the aviation industry has faced numerous challenges. Rising energy prices and the fuel crisis have highlighted the significant impact fuel availability and cost have on carriers. At the same time, regulatory pressures and market expectations make investments in more sustainable solutions imperative. The future of aviation lies in the convergence of many elements:

• SAF,
• modern aircraft,
• better route planning,
• operational efficiency,
• solutions such as AeroSHARK,
• emission compensation,
• more informed decisions by companies and travelers.

Reduce your carbon footprint while traveling

Sustainable aviation fuel (SAF) helps reduce emissions throughout the fuel's lifecycle and is one of the most important tools available today to decarbonize aviation. For companies organizing business travel, SAF is important for three reasons. First, business flights often fall under Scope 3 emissions and can have a significant impact on ESG reporting. Second, the Book & Claim model allows companies to support the use of SAF even if they don't purchase aviation fuel themselves. Third, SAF is part of a broader shift in how business travel is managed. Business travel increasingly needs to align with a company's environmental goals.

The best results come from a combination of several actions: good data, a sound travel policy, choosing low-emission modes of transport, SAF programs, and offsetting unavoidable emissions. Want to better measure and reduce your company's business travel emissions? Test out the worktrips.com platform and see how your company can plan business trips, compare the carbon footprint of different modes of transport, and prepare the data needed for ESG reporting.

 

Sustainable fuel and ESG FAQs

What is Book & Claim in SAF?

Book & Claim involves a company (whose employees travel for business) financing a certain amount of sustainable aviation fuel and claiming the carbon benefits.

Is SAF the same as emissions offsetting?

No. SAF reduces emissions at source by replacing some fossil fuel with a more sustainable fuel. Offsetting involves financing projects that reduce or absorb emissions beyond the journey itself.

Can I report on ESG while traveling on business?

Yes. Emissions from business travel are typically included in Scope 3. Companies need data on routes, modes of transport, travel classes, and estimated CO₂ emissions.

Is the train always better than the plane?

For short and medium-haul routes, rail often generates significantly less carbon dioxide than air travel. However, it won't always be the best operational choice. Therefore, companies should compare time, cost, availability, and carbon footprint.

Does Lufthansa offer solutions to support more sustainable flights?

Yes. The Lufthansa Group is expanding its SAF programs, investing in new fleets and fuel-efficiency technologies such as AeroSHARK.

Does KLM have SAF programs for business customers?

Yes. KLM is developing solutions that enable customers to support the use of sustainable aviation fuel, including in the context of corporate travel.

How does worktrips.com help with carbon reporting from business travel?

The worktrips.com tool allows you to compare the carbon footprint of different modes of transport already at the travel planning stage and provides the data needed for reporting emissions after the assignment.