Traveling to other cities can be exciting not just for leisure travelers but even if you need to travel for business. A lot of new business opportunities are often forged outside the four corners of your office space. Some industries do require their staff to regularly travel locally and abroad, to meet potential clients or work on a project. Since business travel is an additional expense to the company, certain procedures, protocols, and restrictions are made clear to the designated traveler. All these are written down in what we call a travel policy. With this, employees are able to carefully make their travel arrangements without breaking any rules. To learn more about this, let us discuss this further below. If you need to start working on this policy, check out our free travel policy samples that are available for download on this page.

10+ Travel Policy Samples

1. Travel and Expense Policy

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2. Sample Travel Policy

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3. Global Travel Policy

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4. Travel and Business Expense Policy

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5. Travel Insurance Policy

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6. Corporate Travel Policy

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7. Simple Travel Policy

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8. Global Travel Policy Example

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9. Foreign Travel Policy

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10. Business Travel Policy

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11. Travel and Expense Policy Example

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What Is a Travel Policy?

Companies that send out their employees on business or corporate travel are often on a budget. Travel can be quite costly so it is important that there are certain rules followed while arranging travel plans. A travel policy details the procedure for how business-related travel arrangements are made. From booking airline tickets to hotel accommodations, approvals, reimbursements, and other relevant information that is applicable to the company. Travel policies can have a general set of rules, but in some cases, companies may come up with their own unique set of procedures that employees may need to follow. The purpose of such policies is that travel expenses are controlled and management wants to ensure that their employees remain safe while on business travel–since essentially the company is still liable for their employees while on a trip.

How To Create a Travel Policy?

As mentioned, a company’s travel policy is affected by how the company travels, who travels, and why they travel. Even if the employee needs to just travel a few kilometers away, procedures for reimbursement must be followed. With a travel policy in place, employees have a set of guidelines they can follow. Now, when preparing travel policies, this will depend on the frequencies, and the purpose or need to travel. Some companies require their employees to travel all the time, which is why travel policies should be well-crafted to cover everything there is to it. There’s a lot to consider when arranging business travel, so it makes sense to have a robust corporate travel policy in place. Here are the following guidelines to help you create a travel policy for your company.

I. Purpose of Travel

What are the reasons your employees need to travel? Is it for sales calls, meetings, and seminars or for taking part in a project? By knowing this, you are able to determine the complexity of how to plan their travel arrangements. Especially if an employee would need to travel to several cities in one itinerary.

II. Policies Regarding Lodging and Transportation

Every company has its own budget when it comes to business travel. That being said, it is important to include in the policies what kind of maximum hotel star rating or nightly/room rate that employees cannot exceed. It’s also usual for employees to be required to stay in standard hotel rooms, with ‘deluxe’ suites or rooms off-limits. Make sure to also include which items or ‘incidents’ are deemed reimbursable. For example, the employee had to extend their stay due to a storm because they are unable to leave.

For transportation, via air, sea or land it is also important to specify if they are required to take economy or business class. In some cases, managers or top management are allowed to book via business class. Or employees traveling in long-haul (flights that take more than seven hours) are allowed to take a business class instead of economy. So make sure to clearly identify the options in your policies as to what extent are the employees allowed to take economy or business class.

III. Additional or On-site Expenses

When traveling, you need to expect that there are other expenses for meals, expenses spent on clients, laundry, other transportation costs such as taxi fares and etc. So you need to create rules and procedures on what extent can an employee spend on these occasions.

IV. Reimbursements

There should be a proper procedure as to when an employee would need to reimburse additional expenses incurred during the duration of the trip. In most cases, they would need to present proof of the transaction such as invoices or receipts.

V. Approval

In order to travel, employees would need a procedure to follow on how they could arrange their travel plans. From accommodation to even getting their travel insurance. But before they could go ahead and book their flights, they must seek approval from not only their manager but in some cases from different levels of authority in the management.

VI. Safety and Security Procedures

Your employees are your number one priority especially when they are out on business travel. So in case of an incident or accident, it is important that the company draft policies on how to ensure their safety and how they can respond whenever these occur.

VII. Implementation

Once you’ve completed writing these travel policies, you need to deliver and implement these to make sure that employees understand what is written. If there is a need to amend or modify make sure they are aware of it beforehand.

FAQs

What Is Per Diem?

Per diem is an allowance that is given to an employee for their travel expenses. These can also be limited to covering just meals and incidental expenses.

What Is Corporate Travel?

Corporate travel or business travel is when an employee needs to go out of his or her office to facilitate business transactions, for meetings, or for a project.

What is it Important to Plan for your Travels?

Planning for your travel is essential so you are able to set a budget, ensure you get the best travel deals, and prioritize where you need to go. With that, you can enjoy your vacation without worrying much about anything since you have covered everything in advance.

Like most policies, a travel policy is created to ensure that employees are able to follow the guidelines for business travel. More importantly, this is also to assure they remain safe and sound when out traveling. To make it easier for you to prepare these policies, don’t forget to download our free templates above!

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