corporate travel policy for employees

Corporate travel policy - An ultimate guide " class="h2 mb-5 font-extra-bold"> Corporate travel policy - An ultimate guide

Corporate travel plays a pivotal role in the global economy, facilitating face-to-face meetings, fostering business relationships, and driving growth across industries. In India, businesses have recognized the significance of business travel, resulting in substantial expenditures in recent years.

In 2022, the business travel market in India attained a significant scale, amounting to approximately US$ 35.6 billion. Moving ahead, IMARC Group anticipates a substantial expansion, with the market projected to reach US$ 59.5 billion by 2028. This forecast indicates a notable compound annual growth rate (CAGR) of 8.71% from 2023 to 2028.

Moreover, the future forecasts are equally promising, with projections indicating a steady increase in corporate travel expenses for the upcoming years.

In light of these trends, it becomes imperative for organizations to establish a robust and well-defined corporate travel policy that optimizes costs, enhances traveler experiences, and ensures compliance.

What is a corporate travel policy?

A corporate travel policy or business travel policy is a set of guidelines and regulations implemented by an organization to govern and manage employee travel for business purposes. It outlines the approved procedures, protocols, and limits related to booking transportation, accommodations, and other travel-related business expenses .

The corporate travel policy for employees aims to streamline travel arrangements, control costs, ensure compliance with regulations, enhance employee safety and well-being, and promote efficient and effective business travel practices within the organization.

Why you need a corporate travel policy?

A well-defined corporate travel policy benefits both employees and companies alike, here’s how:

1. Help ensure employee safety and well-being

By establishing a comprehensive corporate business travel policy, organizations can prioritize the safety and welfare of their employees while on business trips. This policy offers clear directives on selecting secure accommodations, opting for reliable modes of transportation, and handling emergency scenarios. This commitment to employee safety fosters a secure and favorable environment that supports the well-being of the workforce.

2. Expense control

A corporate travel policy helps keep travel expenses in check, preventing unnecessary and excessive spending. It sets clear guidelines for allowable expenses, such as accommodation rates, meal allowances, and transportation costs.

By establishing spending limits, organizations can effectively manage their budgets and avoid unexpected financial burdens.

3. Fraud prevention

A robust business travel policy reduces the likelihood of expense fraud or unwarranted claims. By outlining specific procedures for expense submission and requiring proper documentation, organizations can mitigate the risk of fraudulent activities.

This not only safeguards the company's financial resources but also fosters a culture of integrity and trust among employees.

4. Transparency and positive company culture

A well-communicated business travel policy for employees promotes transparency and clarity within the organization. It ensures that employees understand the expectations and guidelines for business travel, minimizing misunderstandings and conflicts.

Additionally, a consistent policy creates a positive company culture by treating all employees fairly and equally when it comes to travel-related matters.

5. Legal and regulatory compliance

Corporate travel policies help ensure compliance with legal and regulatory requirements. They address obligations related to tax regulations, travel permits, visas, and duty of care.

By adhering to these requirements, companies avoid potential legal complications and maintain a strong reputation for ethical business practices.

6. Streamlined reimbursement and approval process

An effective travel policy simplifies the travel reimbursement and approval process for employees. It establishes clear procedures for submitting expense reports, obtaining necessary approvals, and receiving timely reimbursements. This streamlines administrative tasks, reduces delays, and enhances employee satisfaction.

Key components of a corporate travel policy

Corporate travel booking.

This section of the corporate travel policy covers the booking procedure for business travel. It outlines the approved methods and platforms for making travel reservations, such as online booking systems or designated travel agencies.

It may also include specific guidelines for air travel, such as preferred airlines, class of travel, advance booking requirements, and restrictions on booking non-refundable tickets.

Helpline number and point of contact

To address unforeseen circumstances and emergencies, the travel policy should provide employees with a helpline number or a designated point of contact. This contact information should be readily available to employees and accessible during their travel.

It allows employees to seek assistance or report incidents promptly, ensuring a swift response and support in critical situations.

Reimbursement guidelines

This section of the corporate business travel policy outlines the procedures and requirements for submitting travel expense reports and seeking reimbursement.

It specifies the timeframe for submitting expense reports, the acceptable forms of documentation, and any additional information required for reimbursement. It may also include guidelines on currency conversion rates, reimbursement limits for specific expense categories, and the process for obtaining approval for exceptional expenses.

Transportation and accommodation

The transportation and accommodation component of the policy provides guidance on selecting appropriate transportation options and accommodations. It may specify preferred modes of transportation, such as trains, rental cars, or ride-sharing services, based on factors like cost-effectiveness and convenience.

The policy may also outline guidelines for booking accommodations, including preferred hotel categories, maximum allowed rates, and booking through approved platforms.

Entertainment policy guidelines

This component outlines the guidelines and restrictions for entertainment expenses incurred during business travel. It may specify the types of entertainment expenses that are eligible for reimbursement, such as client meals, team-building activities, or industry-related events.

The policy may also define reasonable spending limits for entertainment expenses, as well as any documentation requirements, such as itemized receipts or attendee lists.

Advances and per diem allowances

This section clarifies the rules and procedures for requesting advances or receiving per diem allowances for daily expenses. It outlines the eligibility criteria, maximum limits, and the process for submitting advance requests. Per diem allowances, if applicable, define the daily amounts employees are entitled to for meals, incidental expenses, and accommodations.

The policy should clearly state the conditions for receiving advances or per diems and the accountability measures in place.

Travel safety and health guidelines

The travel safety and health component focuses on ensuring the well-being of employees during travel. It includes information on travel insurance coverage, such as medical insurance, and trip cancellation coverage.

The policy may provide instructions on obtaining necessary vaccinations or medical clearances for specific destinations. Additionally, it may offer guidance on adhering to local laws and customs, maintaining personal safety, and handling emergency situations while travelling.

Details of reimbursable and non-reimbursable expenses

To maintain cost control, the business travel policy specifies the categories of expenses that are reimbursable and those that are non-reimbursable. Reimbursable expenses typically include transportation, accommodation, meals within specified limits, and other necessary business-related expenses.

Non-reimbursable expenses may include personal expenses, unapproved upgrades, and unauthorized services or items. By clearly defining these distinctions, the policy ensures transparency and consistency in expense management.

How to improve corporate travel policy compliance?

1. Ensure clear and concise policy communication

It is essential to have a well-documented corporate travel policy that is easily accessible and clearly communicated to all employees. Provide a comprehensive policy document that outlines the guidelines, procedures, and expectations for business travel. Make it easily accessible on the company intranet or through other digital platforms.

Additionally, conduct regular training sessions or briefings to ensure employees understand the policy and its implications.

2. Balance employee satisfaction and cost containment

While cost containment is important, it should not overshadow employee satisfaction. Striking a balance between cost-effective measures and providing a comfortable travel experience is crucial.

Take into consideration employee preferences when selecting accommodations, transportation options, and meal allowances. Consider feedback from employees to identify areas for improvement and address any concerns promptly.

3. Clearly communicate business objectives

To improve compliance with the travel policy, it is crucial to effectively communicate the business objectives and reasons behind them to employees. This is one of the most important corporate travel policy best practices.

When employees have a clear understanding of the policy's purpose and goals, they are more inclined to comply voluntarily.

Emphasize the significance of cost control, prioritizing safety, and adhering to legal obligations. By aligning employees with the organization's objectives, compliance becomes a collective responsibility shared by all.

4. Implement automation for monitoring and enforcing compliance

Leverage technology to automate the monitoring and enforcement of policy compliance.

Utilize expense management software or travel booking platforms that have built-in policy controls and pre-approval mechanisms. These tools can flag non-compliant expenses, provide real-time visibility into spending, and enable automated approvals and reimbursement processes.

Automation streamlines compliance monitoring, reduces manual errors, and enhances overall policy adherence.

Supercharge your travel expense management process with our comprehensive article on travel and expense automation to discover how automation can save you time, reduce errors, and boost productivity. 

5. Regularly review and update travel policies

Travel policies should be regularly reviewed and updated to reflect changing business needs, industry trends, and regulatory requirements.

Consider conducting periodic audits to assess policy compliance and identify areas for improvement. Solicit feedback from employees, travel managers, and finance teams to incorporate valuable insights into policy updates. This iterative approach ensures that the travel policy remains relevant, effective, and aligned with organizational goals.

6. Encourage employee participation and feedback

Encourage employee participation and seek their feedback on the travel policy, employee engagement is one of the most crucial corporate travel policy best practices.

Engage employees in the policy development process and include them in discussions and decision-making. Conduct surveys or feedback sessions to gather insights on their travel experiences and suggestions for improvement.

By involving employees, they feel valued and more likely to comply with the policy. Additionally, their perspectives can provide valuable input for refining the policy and addressing any compliance challenges.

Corporate travel policy best practices

1. keep the policy clear and concise.

A clear and concise business travel policy is easier for employees to understand and follow. Avoid unnecessary complexity and use simple language to convey guidelines and procedures.

Organize the policy into sections for easy reference and provide examples or case studies to clarify expectations.

2. Tailor the policy to meet your organization's needs

Every organization has unique requirements and priorities. Customize your corporate travel policy for employees to align with the specific needs of your company.

Consider factors such as the nature of business travel, preferred suppliers, budget constraints, and legal obligations. Tailoring the policy ensures that it is relevant and practical for your employees.

3. Establish a well-defined approval process

Clearly define the approval process for travel requests. Outline who has the authority to approve travel, the necessary steps to obtain approval, and any documentation required. This ensures consistency and transparency in decision-making, minimizing confusion or delays in travel arrangements.

4. Clearly define business objectives

Clearly articulate the business objectives that the corporate travel policy aims to achieve. Communicate how adhering to the policy supports the organization's strategic goals, cost control initiatives, duty of care, and compliance requirements. When employees understand the purpose behind the policy, they are more likely to comply willingly.

5. Define expense reimbursement procedures

Outline the procedures for submitting travel expense reports and seeking expense reimbursement . Clearly state the types of expenses that are eligible for reimbursement, the required documentation, and the timelines for submission. This clarity helps employees understand what expenses will be reimbursed and facilitates a smoother reimbursement process.

6. Establish clear communication guidelines

Effective communication is essential for policy compliance. Clearly communicate the corporate business travel policy to all employees and ensure it is easily accessible.

Provide channels for employees to seek clarification or ask questions. Regularly communicate updates or changes to the policy to keep everyone informed.

7. Make use of an expense management system

Leverage technology by implementing a travel and expense management software . This system can automate the process of submitting expense reports, streamline approvals, track expenses, and generate reports. An expense management system improves efficiency, reduces errors, and provides real-time visibility into travel expenses.

How can Volopay help you with corporate travel and expense management?

1. Volopay corporate cards

Volopay provides corporate cards that streamline the process of managing business and corporate travel expenses. These cards offer enhanced control and transparency by allowing businesses to set spending limits, track transactions in real-time, and categorize expenses.

With Volopay corporate card , employees no longer need to rely on personal funds for business-related expenses, simplifying the reimbursement process and reducing administrative burdens.

2. Reimbursements

Volopay simplifies and expedites the reimbursement process for employees. Instead of waiting for manual expense submissions and approvals, employees can capture receipts and submit expenses digitally through the Volopay app.

The reimbursement platform automates the reimbursement process, allowing businesses to review and approve travel expenses swiftly. This streamlines reimbursement cycles, minimizes delays, and enhances employee satisfaction in their experience with the company’s corporate travel policy.

3. Integrations

Volopay seamlessly integrates with popular accounting software and platforms, such as QuickBooks and Xero. This integration eliminates the need for manual data entry and reconciliations, as expenses are automatically synced with the accounting system.

By connecting expense data with existing financial tools, businesses can streamline their bookkeeping processes, improve accuracy, and gain a comprehensive view of their financials. This becomes particularly useful when managing corporate travel expenses for a large business.

4. Expense tracking and reporting

Volopay provides robust expense tracking and reporting features, allowing businesses to gain insights into their spending patterns during business trips made by employees. The platform automatically categorizes expenses based on predefined rules and enables businesses to create custom expense categories as needed.

Detailed expense reports can be generated, providing a clear overview of spending across different departments or projects. This data-driven approach enhances cost control, facilitates budget planning, and enables businesses to make informed decisions, especially when it comes to formulating or improving the corporate travel policy.

5. Approval workflows

Volopay offers customizable approval workflows to ensure compliance with business travel policy for employees. Administrators can configure approval hierarchies, setting up multiple levels of approval for different expense amounts or specific categories.

This streamlined process ensures that expenses are reviewed and authorized by the appropriate individuals before reimbursement. The automated workflow reduces manual intervention, minimizes errors, and enhances policy compliance.

Take control of your expenses

Faqs on corporate travel policy.

A good corporate travel policy is one that is clear, concise, and aligned with the organization's goals, ensuring cost control, employee safety, and compliance with legal requirements.

A business travel allowance refers to the funds or monetary provisions provided by a company to its employees for covering expenses related to business travel, travel allowance is also sometimes referred to as per diem allowance.

A sustainable business travel policy for employees is a set of guidelines and practices that promote environmentally friendly and socially-responsible approaches to business travel, aiming to minimize carbon footprint and support sustainable travel choices.

A travel allowance is typically not considered part of an employee's salary but is provided as a separate amount to cover expenses specifically related to business travel. However, this may vary from organization to organization or even jurisdiction to jurisdiction.

A corporate travel policy is important as it helps ensure consistency, control, and compliance in managing business travel, promoting cost savings, employee safety, and efficient travel operations.

The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for employees can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel program and can save you a world of headaches down the road. 

Introduction

• What is a travel policy? 
• Why do you need a travel policy?
• How to create a travel policy
• What to include in a travel policy 
• Travel policy best practices
• How to promote travel policy compliance
• How to market your travel policy

When to review and update your travel policy

• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travelers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right. 

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way. 

Ready to get cracking? Let’s go! 

What is a travel policy? 

A travel policy is a guide for business travelers to follow that outlines: 

• How, where, and when to book 
• Approved technology for travel management 
• Preferred suppliers for air travel, land travel, and accommodations 
• Approvals process for out-of-policy bookings 
• Trip extensions and personal travel 
• Expenses and what is covered or not covered 
• Reimbursement processes 
• Business travel insurance information 
• Emergency procedures and contacts 

Your company’s travel policy should reflect your company culture and values, be supportive of your travelers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish! 

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible. 

Do your travelers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently. 

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when traveling for business purposes. 

Why do you need a travel policy? 

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts. 

Having a travel policy helps you: 

• Control travel costs 
• Determine how reimbursement works 
• Compile a list of trusted and approved travel vendors 
• Manage an employee’s travel experience and safety 
• Cut rogue bookings – and simplify approvals 
• Budget, report on travel expenses and activity and reconcile bookings 

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. 

As a company though, your travel policy helps centralize your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travelers are happier to follow. 

How to create a travel policy for employees 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travelers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members traveling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveler’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveler safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveler safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travelers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when traveling, and what holes exist in your travel program that make it difficult to navigate. 

Working with a TMC is a great way to ensure travelers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travelers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travelers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveler, you can review your previous year’s expenses and find where you can optimize or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with how to write a travel expense policy, creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travelers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  corporate travel platform  is essential. The right booking platform can provide travelers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveler, we use Melon . It’s a booking tool, reporting suite, travel policy pusher, traveler profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travelers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customize your travel program to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a travel policy template! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

What to include in a travel policy 

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through. 

Starting out, it might be looking a little drab and wordy, but depending on your travel program size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.  

When building your policy, it’s important to include: 

1. International or foreign travel policies  

When you’ve got travelers all over the globe, you need to build out a policy for international or foreign travel. This is a protects them (and you) on anything from travel safety, to expenses, and everywhere in between. 

Whether your travelers are individuals or entire teams, your international travel policy needs to cover: 

• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ? 
• Travel insurance coverages and contact info – international numbers and policy information 
• Emergency contacts – how to reach them and the process of in-destination emergencies 
• Travel expenses – limits and how to file for reimbursement 
• Travel documentation – who to contact with questions 
• Advance booking timelines – when should they be booking for international travel? 
• Travel extensions – are these allowed and what are travelers expected to cover if they choose to extend their trip for leisure? 

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travelers. And really, who doesn’t want to make travel a smoother experience? 

2. Corporate travel policy for business class travel 

Does your corporate travel program have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class? 

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well. 

Making this as clear as possible will avoid an approvals nightmare down the road. 

3. Corporate meal allowance policy 

It’s great if you’ve already centralized most of your business travel expenses like flights, accommodation, transportation, and car rentals, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover. 

Some of your team might be traveling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear! 

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks. 

Some things to consider for your meal allowance and alcohol travel policy: 

• Which meals are covered and for how much? 
• Who is footing the bill for an alcoholic beverage with dinner? 
• If entertaining clients, what is the budget, and how flexible is it? 
• What is the process of submitting company card expenses? 
• What is the process for requesting reimbursement? 

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity. 

4. Executive travel policy 

We briefly touched on executive travel when we talked about traveling in business class, but there is certainly more to the top dogs traveling. 

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare! 

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything. 

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know. 

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.  

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programs should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately. 

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable? 

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed. 

So, what’s the solution, you ask? 

Working with a TMC gives you the backup you need if anything ever happens and you have people traveling abroad. At Corporate Traveler, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible. 

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include: 

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel? 
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn? 
• How? How should travel arrangements be booked? Through your corporate travel booking software or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked? 
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance? 
• Approvals: Who’s responsible for giving the green light on trips? 
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements? 
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy? 
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travelers (or your finance team!) 

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights? 
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what? 
• Loyalty: Are there any travel rewards or business loyalty programs that can be used during booking? 
• Spending money: Do your business travelers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service? 

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful. 
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help? 
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often? 

Corporate travel policy best practices

• Write for skim readers
• Guide travelers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travelers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveler is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travelers to the right resources  

Remember when we said travelers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travelers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel program.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The policy should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel program needs to be able to fit each of your travelers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimize the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyze travel spend patterns – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveler experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimize your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travelers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travelers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travelers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all. 

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travelers vision blur before they go rogue and book how they want. 

It could be that your travelers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided. 

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance. 

Here are a few tips to improve travel policy compliance: 

• Make your policy easy to navigate, understand, and find 
• Use an online booking tool (OBT) for travelers who prefer to self-book 
• Allow a bit of flexibility so travelers feel they have some autonomy 
•  Include a category for last-minute bookings so it doesn’t mess up your data 
• Understand your traveler needs and build an inclusive policy 

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

How to market your corporate travel policy internally?

Corporate travel might be off the radar for most employees, especially those outside of customer-facing positions. The first step in promoting successful corporate travel policies is awareness. 

Do employees know about the policy? Where can they find information and updates on business travel? Clear communication at pivotal points and frequent intervals can help keep everyone aware.

Review common and expected challenges

Business trip policies might be ineffective if they don't meet the needs of some business travellers. You can get ahead of challenges by understanding that last-minute travel can be necessary or that different travellers have unique needs. 

Inclusive policies plan for employee safety and comfort on a range of business trips, paying attention to details such as arrival and departure times, car rentals, ground transportation, and noise levels.  

Communicate business travel policies effectively

Travel managers can use best practices to ensure all employees are aware of and understand travel programs. Visual policies, internal documents, and guides all work well. People learn differently, so it’s a good idea to have key information in both visual and text formats. 

A yearly update is also beneficial, as well as communication on any major changes, like new technology or changes in the approval process or submitting expenses. An internal FAQ page can increase understanding of corporate travel guidelines, as well as prompt new questions.

Book a demo of Melon , the all-in-one travel platform. 

Increase employee engagement 

Highlight areas of company travel that offer flexibility, to show what’s possible for different preferences. Talk about benefits like an online booking tool vs. working directly with a TCM.

Developing interactive content, like employee surveys, can show if traveller satisfaction is achieved. It also helps identify travel arrangements that are unnecessary for cost savings.

Find internal champions for the business travel program 

Travel policies cross paths with a lot of different departments, from sales to the finance team. Identifying key people and keeping them involved in developing the travel program means getting buy-in and internal support.

Corporate Traveler has a long history of travel management and is ready to join forces as an external member of your travel planning team. Let’s make booking a breeze , together.  

Case studies: effectively marketing your corporate travel program

A travel manager should match your company culture for the best fit. Find out how these companies successfully targeted the right mix of technology and service to meet employee expectations and business goals.

Flipp Travel Case Study

Streamlining global travel for Eliquent Life Sciences

Beyond Energy Case Study

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimizations. 

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are traveling matters! 

Corporate Traveler conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveler profiles, while 41% said their company didn’t provide resources for specific traveler profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses. 

A people-first travel program and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses. 

GUIDE: Download the How to design a people-first travel program guide 

We recommend policy reviews every 3-6 months, but at the minimum, once per year. 

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups traveling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant. 

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people. 

Remember these best practices when writing your travel policy: 

• Keep it simple and make it pop with visuals, bullet points, and bold headings. 
• Answer any and every question possible – think of all the eventualities 
• Always put your people first 
• Implement a quick and simple approval process 
• Automate as much as you can 
• Use technology that’s supports your policy 
• Be flexible with due reason 
• Be clear about what’s not allowed 
• Update your travel policy at least once a year 
• Keep it somewhere easy to find  

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other. 

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

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Corporate travel policy: How to write one and best practices

Why businesses need corporate travel policies

What to include in your corporate travel policy, best practices for putting your corporate travel policy in place, brex makes implementing travel policies simple, scale your business with better travel management.

Effortless expenses start here.

Introduction.

Corporate travel is essential for achieving business objectives, from attending industry conferences to closing sales deals worldwide.

However, managing business travel logistics can quickly become chaotic and costly.

How should employees book flights and accommodations? What are the daily allowances for food and transportation? If employees use personal cards for transactions, what is the reimbursement process?

All of these questions need answers. That’s where your corporate travel policy comes in.

Your policy outlines the rules regarding vendors, expenses, reimbursement processes, and insurance carriers. It’s a pivotal guide to managing business travel.

Let’s explore why a corporate travel policy is so important — and how to implement it.

What is a corporate travel policy?

A corporate travel policy is a set of company travel guidelines that define the rules and terms for any business-related travel. It covers approval processes, travel insurance coverage, and allowable expenses.

It also makes travel planning and expense tracking easier. With clear guidelines, everyone understands how to handle business trips. This helps your finance team track spending and reimburse expenses quickly. Most importantly, it guarantees your company follows all the correct tax and labor rules.

With a good policy in place, everyone knows how to book travel, what to claim, and how to document it.

Corporate travel policies clarify travel rules for employees and help management understand the actual value of business travel. Here’s how.

For employees

Your company travel policy document is a roadmap for corporate travel . It shows your employees how to book travel, handle approvals, and file expenses. With these instructions in place, everyone saves time, and there’s far less confusion when it’s time to book a trip. Policies also outline safety protocols so employees feel looked after.

For the finance department

Travel expenses can grow out of control and impact your bottom line. Trips must be viable and profitable for your business. Set policies so your teams can make cost-conscious travel choices. For instance, list acceptable vs unacceptable expenses so it’s clear how to keep travel costs down.

Your policy should also outline the steps for reimbursement. This can simplify and automate expense reporting for your finance team. When everyone follows the same process, there will be less admin and faster repayments. Not only that, but consistent processes help you get a clearer picture of travel spending.

This is essential since more than 75% of companies in our survey said they had boosted their travel allocation in the last 12 months. For finance teams, this means identifying cost-saving opportunities to keep overheads low.

For management and executives

For leadership, travel management is about duty of care and addressing risks during travel, such as employee safety and well-being. It’s essential to explain how you’ll keep your employees from harm and what you’ll do if they’re in danger. It also relates to risks like overspending. When you’re clear about what employees can and can’t spend, you lower the risk of huge travel expense bills.

For executives, a company travel policy also aligns business travel with strategic goals. With travel expense data , your executives can learn where to cut costs. Keeping an eye on this helps promote a positive return on investment.

As a recent Deloitte report explains, travel costs are increasing . Travel managers need ‌to be aware of this to negotiate better deals and get the best rates. This also means keeping a close eye on how their teams spend money while traveling.

Effective business travel policies keep everyone safe and compliant while on the road. Here’s what you need to cover.

Travel expense guidelines

Start with an overview of the travel expense guidelines you’ll be covering. This should be an introductory section where you explain the policy’s purpose. You’re setting rules and processes for all company travel. You might list the topics you’ll cover, such as:

Expenses and reimbursement

Use of corporate credit cards

Booking travel arrangements

Safety and well-being

Use this introduction to clarify that your travel policy isn’t a recommendation. It’s a set of mandatory instructions to keep everyone safe and compliant. If you want to pre-set spend controls , outline them in this section.

Travel booking

In this section, you’ll describe your travel booking process. Explain in detail how employees apply for travel approval and who they should speak to. Give timelines and outline advance booking requirements. This will help everyone understand how long the process takes.

If you have preferred vendors or booking platforms, list them here. For example, you might book all flights with a specific corporate travel agent. However, you can book all Uber and Lyft rides through the mobile app. Explain this clearly.

Detail the specific steps to follow for each method of travel. For instance, if your company uses air travel, you might list your preferred airlines, travel classes, and ticket restrictions.

Travel safety

If you don’t have a corporate travel safety policy in place, it’s your job to create one to protect your employees. In it, you’ll explain what you, as a company, will do to keep everyone safe and any steps employees should take to protect their safety.

Unfortunately, it’s not uncommon for employees to feel unsafe while traveling on business. After reading your policy, employees know what to do in dangerous situations. Discuss the importance of following local laws and customs while traveling and advise on how employees can learn more about these cultural aspects.

Offer best practices for traveling to high-risk locations. Explain what to do if something feels unsafe, like changing accommodations. Be sure to also use this section to explain how travel insurance relates to personal safety. For example, you might discuss the medical clearances employees need for insurance coverage.

Accommodations

In this section, set hotel rates and restrictions. You also need to list any accommodation preferences.

For example, you might specify:

Amenities that meet business requirements, like high-speed internet or conference halls

Locations so employees can travel easily to business hubs and meetings

Hotel brands where you’ve negotiated rates or have loyalty programs

Hotel star ratings guarantee a level of comfort and safety

Explain the steps for employees to get approval for their accommodation choices or choose from a pre-approved list. Remember to list the booking platforms they should use.

Expense categories and claims

Outline specific business expense categories and list what employees can claim in each category. Common categories include:

Food and entertainment

Internet and phone use

Rail transportation

Accommodation

Rental cars

Taxi travel

Under each category, outline any rules, spending limits, and restrictions. For instance, in the taxi category, you could say that taxis are only an option if there’s no public transport. In this case, you might set a $50 limit. You might decide not to cover certain choices in the food and entertainment category. For instance, maybe you’ll pay for soft drinks but not alcohol.

Reimbursement policies

Create guidelines to help employees navigate expense reimbursement. Explain which travel-related expenses employees can claim for. List the paperwork they need to claim these expenses. If you use expense management software, direct employees to it.

Explain how to use the expense software properly. Provide guidelines on how to make claims and submit proper documentation. Provide step-by-step instructions for the expense reimbursement process. Include information on:

Which documentation to submit (e.g., original and itemized receipts)

How to submit reimbursement requests

Timelines for submission

Don’t skip any details. For example, if repayments differ between payment methods, explain how. Some companies might reimburse cash and personal credit cards differently.

Per-diem allowances

Explain allowances for per diems , including daily meals, gratuities, and incidental expenses. These rates should follow regulatory guidelines.

Check out these helpful online calculators to learn the going rate:

General Services Administration

US Department of State

You might ‌also have more guidelines — like those for entertaining clients or attending meetings. List these here. And then give employees advice on how to stick to these allowances. Providing business travel tips on budgeting and expense management can help employees stay within their per-diem allowances.

Travel insurance carrier

Travel insurance provides coverage for travel-related risks. Explain the different policies employees can sign up for. Offer advice on picking the right provider and what they’ll do on the trip. Give details about ‌each policy. Explain how they cover medical emergencies, trip cancellations, and lost luggage.

Rules for team meals

Your travel policy isn’t just about expenses and arrangements. It’s also about creating a positive company culture when traveling. Team meals help create a pleasant travel experience. But it’s important to set boundaries around these occasions. Be clear about the respectful behaviors you expect. This might relate to punctuality, communication, and consideration of dietary restrictions.

Preferred suppliers

List every vendor you’d like your teams to use — from travel insurance to airline carriers. Explain that you use these suppliers to make booking processes more effortless and cheaper.

For example, you might choose certain hotel chains for their safety protocols, or because they offer your company a loyalty discount.

Writing a solid travel policy is not enough. You also need to ensure everyone knows how to access it in the office and on the go. Here are some tips on rolling out your policy company-wide.

Ensure every team member receives it

Send all existing employees a copy of the travel policy. Include it in new hires’ onboarding packages. For current employees, create a consistent way for everyone to access your policy and show they’ve read it. For example, it might be available in your company’s learning management system (LMS). Once employees have read it, they can check a box to confirm they understand and will comply with the policies. Make sure you offer a space for employees to ask any questions about it, too.

Review and update policy as needed

Your company’s travel policy isn’t a set-it-and-forget-it task. It needs updating. Regularly revisit and edit your travel policy as needed. Think about how your team uses the guidelines — and compare it to data on travel spending. Ask for feedback from your employees, travel managers, and finance teams, too. This will help you pinpoint improvement areas. Remember to update everyone on the changes so they can always access the latest policy.

Audit travel expenses monthly

Regular audits help you stay aligned with your overall business goals. They also allow you to pinpoint loopholes and inefficiencies in your policy. Write down the steps for conducting an audit to ensure consistency each time. List the paperwork you’ll need to confirm these audits and learn from them.

Brex is a complete travel and expense management software platform, including travel booking, event management, expenses, cards, and reimbursements.

You can’t be everywhere, but with Brex, your policy can. Our AI-powered spend management platform will auto-enforce your custom controls across Brex cards, reimbursements, travel platforms, and invoices.

Block or require approval to spend on specific categories and merchants. If an expense is flagged, you have clear visibility of why a transaction is out of policy. With Brex, you can control all expenses and bookings in one place. This way, everyone will follow your policy in real time, and spending will stay on track.

Brex can save employees and managers up to 4,000 per year .* Thanks to our AI models, multiple steps throughout the entire expense process — from card swipe to month-end close — can be streamlined, including:

Smarter suggestions for a premium travel experience

Automated expense reviews and flagged exceptions

Instant insights to accelerate decision-making

Fast and more accurate categorization

Auto-filled receipts and memos

And remember, Brex has a global currency card to help you spend globally and operate locally, so you can manage all your T&E with a single solution.

* The metrics provided are from July 2023 and are for illustrative purposes only. Past performance does not guarantee future results, which may vary.

A well-constructed corporate travel policy is a must. It guides your teams through every aspect of organizing travel arrangements, makes it easier to track travel spending, and reduces costs.

Use Brex to ensure everyone has access to and can follow your travel policy. Brex is one of the best travel management solutions to help you enhance travel controls and make every dollar count. Using powerful AI, Brex eliminates manual administrative work and simplifies travel processes.

Ready to get started? Try Brex today .

See what Brex can do for you.

Learn how our spend platform can increase the strategic impact of your finance team and future-proof your company.

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The complete guide to corporate travel policies

A guide to corporate travel policies, how to improve travel policy compliance with travelperk, what is a travel policy.

• Booking procedure and approved corporate travel company for travel services
• Allowable cost of booking (hotels, airfare, ground transportation)
• Special exceptions or rules for more expensive cities or routes
• Approval process for trips that exceed typical limitations
• Permitted and not permitted expenses
• Duty of care vendor or procedures
• Preferred company vendors
• Reimbursement process
• Travel debriefing process
• Travel insurance carrier

Why create a business travel policy?

Benefits for travelers (employees).

• Flexibility and autonomy to book their own travel within guidelines
• Safety first! (travelers’ whereabouts are tracked)
• Reduce confusion and hassle with travel booking

Benefits for the company

• Reduce spikes in travel spend and gain control
• Increase fairness and foster a positive company culture
• Reduce friction and frustration over expenses and reimbursements
• Reduce total costs on business travel and optimize your company's budget

What should be included in a corporate travel policy?

Get a head start on creating your own business travel policy. Try our free, comprehensive template today.

Lodging policy guidelines, travel and entertainment policy guidelines.

• Spending limits for meal expenses (either on a per meal or per day basis)
• Rules on what is allowed when employees are entertaining clients (meals, alcoholic beverages, etc)
• Clear instructions regarding situations where alcohol can and cannot be expensed , and a maximum amount that can be spent on alcohol per head
• List of unallowable personal expenses, such as laundry services, mini-bar charges, and personal phone call charges
• Instructions on information, original receipts, and other documentation required in order to process reimbursements

Air travel policy for employees guidelines

Guidelines for business class bookings, guidelines on using business frequent flyer miles for personal use, common challenges with travel policies.

• No one reads them or remembers them
• Travel policies are difficult to understand
• Travel policies are not enforced using technology
• Travel policies come across as overly bureaucratic

How to market your corporate travel policy to internal teams

Make sure that your corporate travel policy is visible and accessible, create a comprehensive travel policy faq section, encourage employee feedback, travel policy problems by the numbers.

• 64% of millennials understand their company’s travel policy but still book outside of it.
• 72% of businesses haven’t met their desired level of travel policy compliance.
• 50% or more of hotel bookings are outside of corporate policy.

How to bake your travel policy into the booking process

• How to write a travel policy
• Best practices for travel policies
• A travel policy template
• How to improve policy compliance
• How you can automate a travel policy

Achieving 100% travel policy compliance has never been so easy

3 things to consider when creating a business travel policy for startups, 1. “bleisure” travel, 2. younger employees may prefer to self-book travel, alternative lodging options, perfect your travel policy with travelperk.

Manage business travel like a pro. Step up your travel management game today.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on travelling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest corporate travel resources and blog posts have you covered.
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Company Travel Policy

A company travel policy is designed to outline a business's travel arrangement procedures and guidelines, stipulating which travel expenses are paid for by the company and how to manage the reimbursement process. A company travel policy should include a purpose statement, scope, authorization and reimbursement section, and travel arrangement processes.

Creating a detailed company travel policy will help ensure all business trips run smoothly, are secured ahead of time, and adhere to all company requirements.

Company Travel Policy - Free Template

Download this company travel policy template in Microsoft Word format.

Company Travel Policy Template:

Introduction..

When employees travel for company-related purposes, it is [ company name's ] responsibility to provide safe and reliable travel arrangements. This company travel policy serves to clarify the conditions and parameters of a company-paid trip.

The purpose of this company travel policy is to (a) outline the authorization and reimbursement process for travel arrangements and expenses; (b) list the company-paid travel expenses; and (c) establish protocols that oversee the travel arrangement process.

This company travel policy applies to all employees under contract at [ company name ], including paid interns, contractors, as well as seasonal, part-time, and full-time employees. [ Company name ] sees traveling out of the city, state, and/or country as a fully paid business trip, as well as one-day trips that are [ number of hours ] hours away from the office.

Authorization and Reimbursements.

All company travel arrangements must be authorized by senior employees at least [ number of weeks/months ] before the expected travel date, depending on the circumstances and the required travel arrangement period. Employees are not permitted to authorize their own travel arrangements.

Employees are expected to submit a Travel Expense Report at least [ number of days/weeks ] after the first business day back at work. On the Travel Expense Report, employees must include all company-paid expenses and personal expenses. The finance department is responsible for examining the Travel Expense Report and finalizing reimbursement payments.

Travel Arrangement:

All travel arrangements must be reserved at least [ number of weeks ] weeks before the travel date. The finance department is responsible for the booking and payment of all transportation, accommodation, and travel-related expenses.

Travel Expenses.

[ Company name ] employees are entitled to a company-paid travel ticket for any means of transportation the employee(s) require, including a [ type of class ] return plane, boat, train, and/or coach ticket, [ number of meals ] meals, and [ number of luggage ] luggage.

While traveling, employees can use a company-paid taxi service from and to the airport, hotel, and business location. If an employee wishes to travel for personal reasons, they will be financially responsible for the travel fare.

Accommodation.

[ Company name ] employees are permitted to stay in a [ number of stars ][ type of accommodation ] while traveling for company purposes. The finance manager is responsible for securing the [ type of accommodation ] room and paying for an employee's stay.

Other Expenses.

[ Company employees ] will be reimbursed for [ number of meals ] lunch(s) and [ number of meals ] dinner(s) for a maximum of [ $/meal amount ] per meal. If an employee is hosting a client of [ company name ], the entire meal will be reimbursed.

In addition, if an employee requires a meeting, boardroom, or conference room while traveling, [ company name ] will book the room and make payment.

Personal Travel.

[ Company name ] will not be financially responsible for any personal expenses and travel arrangements. If an employee chooses to travel with a partner, [ company name ] is not responsible for their partner's accommodation, leisure, and/or travel expenses. An employee is required to submit this information on the Travel Expense Report and produce payslips for their expenses only.

International Travel.

If employees are required to travel out of the country for business, [ company name ] is financially responsible for all travel arrangements, including accommodation, transportation, visas, travel insurance, and medical expenses. International business trips must be authorized at least [ number of months ] before the expected travel date.

The finance department is required to submit a Travel Expense Report before and after the trip. Both reports must be signed off by at least two senior officials before and after the trip.

Company Credit Card Policy

What should be included in a travel policy?

• Introduction .
• Purpose statement .
• Authorization and reimbursements .
• Travel arrangement (both business-related and personal) .

What is corporate travel policy?

A corporate travel policy is a formal document that details the procedures and rules of business-related trips. The policy mainly focuses on the arrangements, expenses, and authorization processes.

How do you write a travel expense policy?

Use our free, customizable company travel policy template in Word format.

What is a travel and expense policy?

A travel and expense policy is an alternative name for a company travel policy, which outlines the travel arrangements and expenses required on a company-paid business trip.

Related Articles:

Employee handbook, expense reimbursement form, conflict of interest policy, code of ethics, professional code of conduct.