What is Travel Policy?

A travel policy is basically a company’s rules and procedures that outline how their employees should approve, book, and sponsor travel for business-related purposes. Corporate travel policies are normally created by the Finance Manager and the Travel Manager. They typically abstract things like if an employee can travel in business class, before how many weeks they should book their trips, or if there are certain precautions employees must take when traveling alone. Travel policies aren’t just rules. They shouldn’t be confusing and too restricting. Rather, travel policies can positively affect both travelers and businesses.

A company travel policy is affected by how your company travels, who travels, and why they travel. However, there are some things that need to be in any company’s policy. There are some challenges to the travel policies formulated in general. They are that the travel policies are challenging to understand, they are not enforced using technology, and they come across as overly bureaucratic. With our Travel Policy Template, you can overcome these challenges and have an easy-to-understand policy for your organization’s employees.

In this policy, you will get:
  • Approved travel booking tools.
  • Limit of cost of the booking (hotels, flights, ground transportation).
  • Notable exceptions or rules for costlier cities or routes.
  • Reimbursement process.
  • Permitted and not permitted expenses.
  • Travel debriefing process.
  • Travel insurance carrier.
  • Duty of care vendor or procedures.

Sample Policy

‘Name of the Company’ summarizes the provisions for business related travels in its travel policy. In this policy, instructions and explanations are given for every possible expenses. This policy contains the responsibilities on the part of the employees. Every employee must read and understand the given duties and shall conduct accordingly.

Purpose

This policy defines the process and the eligibility for travel within and outside the country on business visits. The company expects the employee to travel expeditiously and comfortably to meet the business needs. It is also expected that the employee to be conscious to the cost to company and avoid wasteful expenses.

Scope

The policy is applicable to all employees of the company.

Legal/Medical Expenses

In case of travelling to other countries, all the expenses for getting a visa(exceptthe expenses for passport) will be covered by ‘Name of the Company’. All the medical expenses like traveller’s medical insurance, examinations, vaccinations etc., will be covered by ‘Name of the Company’ directly. In case of travel related accidents, the medical fees will be covered by the traveller’s insurance. If not, ‘Name of the Company’ will reimburse partial/full medical expenses

Transportation Expense

For transportation via plane, the Company will pay for a two-way ‘Class’ classticket, meal (as included in the ticket) and One luggage and a carry bag. Theemployee is entitled to bear the expenses of extra luggage or duty free purchases. If the employee is using any other mode of transport, the company will reimburse for ‘class’ tickets. With the exception of unforeseen trips, the bookings must be done at least ‘TimeFrame’ in advance. This must be done with a written approval of the ‘JobTitle’. Receipts for all the other expenses must be kept and submitted to the ‘JobTitle’ at the end of the trip.

Local Transportation

When reached at the destination, taxis can be used to commute in the area for business purpose. The employee must especially hold the receipt for traveling back and forth between airport and hotel, and traveling to any remote placeforthe purpose of business. Transportation expenses for tourist place or places visited for personal reasons including exploring or site seeing will not be reimbursed. The reimbursement limit in case of local transport is not more than ‘Amount in Currency’.

Accommodation

The company shall pay for a ‘Categorise Hotel (_ star or best hotel inthearea)’ Hotel for the employee to stay during business visits. If the employee decides to stay longer than originally planned, due to any personal reasons, the company is NOT entitled to pay for the stay of such extra days. Expenses for extra room will NOT be paid. This provision is not considered if the employee had to change the room for reasons beyond his control that made the existing room unsuitable for staying. The Hotel Room must not cost more than ‘Amount in Currency’ a night.

On Trip Expenses

The employee is entitled to be reimbursed for the lunch and dinner for the business trip. This amount shall not be more than ‘Amount in Currency’ per meal. If the employee is travelling with the non-employee, ONLY the expenses for employee’s meal shall be reimbursed. Separate bills must be maintained for this purpose. In case the employee has lunch/dinners with clients, in such case, the whole amount of the bill will be reimbursed. In case of bills exceeding ‘Amount in Currency’ per meal for client lunch/dinner, an approval from ‘Job Title’ must be required.

Responsibilities of the Employee

The employee shall keep in mind that company’s resources are not their own. He shall plan the trip with reasonable expenses. The employee should collect the bills and receipts for every business related expense done on the trip. The Employee must submit all the bills/ receipts to the ‘Job Title’ within ‘Number of days’ days after returning from the trip. The expenses would be reimbursed within ‘Time Frame’ or with the next payment, after it has been approved.

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