Business Travel Policy
Your Guide To Creating An Efficient And Safe Travel Framework

Essential Components Of A Corporate Travel Policy

When designing your company travel policy, there are several critical elements to cover. The best policies provide clear instructions and are easy to follow, which reduces misunderstandings and non-compliance.

• Booking Guidelines

  Clearly outline how and where employees should book their travel. Decide if bookings will be managed through a travel management company (TMC) or via a company booking platform. Your policy should address the following:

  • Approved booking methods: Will employees use a TMC or a corporate portal, or are they responsible for their own bookings?
  • Pre-approval process: Who is responsible for approving travel? Can certain employees self-book, or must all trips receive management sign-off?
  • Preferred suppliers: List approved airlines, hotels, and car hire companies. For example, some companies may want employees to prioritise eco-friendly options, creating a sustainable business travel policy.
  • Last-minute changes: Define how last-minute itinerary changes will be handled, who to contact, and how approvals are granted.

  Travel Expenses And Reimbursements

  To avoid confusion and overspending, your business travel and expense policy should define what expenses are covered and how employees will be reimbursed. Key details to include:

  • Flights: Clearly state whether employees should book economy, premium economy, or business class. Include guidelines for both domestic and international travel.
  • Accommodation: Specify maximum nightly rates for hotels and which amenities (e.g. breakfast, parking, and Wi-Fi) will be reimbursed.
  • Ground transport: Define when employees can rent cars versus using public transport or ridesharing services like Uber. Also, include preferred car hire suppliers.
  • Meals: Some companies offer a daily per diem for meals; others cover meal expenses directly. Outline which option your company chooses, and set daily limits if applicable.
  • Expense reporting: Set expectations on how employees should submit their expenses and within what timeframe. Be sure to detail what receipts or documentation are needed for reimbursement.

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• Transportation Guidelines

  Clearly define the rules around which modes of transport employees are allowed to use for business trips. This not only helps manage expenses but also ensures travel remains efficient. Some key points to include are:

  • Domestic flights: Identify the preferred domestic airlines, booking processes, and airfare classes allowed.
  • International flights: Provide specific guidelines for international travel, including preferred airlines and policies around class upgrades, baggage, and amenities.
  • Car hire: Specify if employees are allowed to rent cars, what type of vehicle they may choose, and whether they are responsible for fuel.
  • Ride-sharing: Define whether employees should use Uber, Bolt, or traditional taxis for ground transportation.

  Employee Safety And Duty Of Care

  A major component of any corporate travel policy is to ensure the safety of employees while they are travelling. This aspect of your policy should cover:

  • Travel insurance: Define whether the company provides corporate travel insurance policy coverage and what’s included (e.g., medical expenses, trip cancellations).
  • Emergency contacts: Provide a list of key contacts that employees can reach out to in case of an emergency, including local embassy numbers, insurance providers, and corporate travel risk management policy contacts.
  • Travel health advice: Offer health and safety tips, especially for international trips. This could include recommended vaccines, tips for avoiding foodborne illnesses, and emergency numbers.

• Bleisure Travel

  The rising trend of bleisure travel (mixing business with leisure) is something many companies are beginning to address. If your company allows employees to extend their business trips for personal travel, be clear about:

  • Who covers the additional cost: If an employee chooses to stay longer, they should be responsible for extra accommodation and meals.
  • Insurance coverage: Ensure employees know whether their corporate travel insurance policy covers them during leisure activities.
  • Company resources: Define which company resources (e.g., car hire, credit cards) employees may or may not use during the leisure portion of their trip.

  Sustainable Travel Practices

  An increasing number of companies are adopting a sustainable business travel policy to minimise their environmental footprint. You can include guidelines such as:

  • Eco-friendly transport: Prioritise airlines with lower carbon emissions, and encourage using public transport over private car hire.
  • Sustainable accommodation: Select hotels that follow sustainable practices, such as energy efficiency and waste reduction.

• Business Travel Allowances

  Set clear expectations for the daily allowances provided during business trips. Your business trip allowance policy might include:

  • Daily per diems: A set amount employees can claim per day for meals, transportation, and other incidentals.
  • Hotel allowances: Maximum hotel rates based on the destination city.
  • Additional costs: Outline whether employees can claim additional expenses, such as Wi-Fi charges or laundry services.

  Reporting And Compliance

  Your business travel policy should include processes for monitoring travel compliance. This ensures the policy is being followed and allows for regular reviews of travel spend:

  • Expense tracking: Encourage the use of expense-tracking tools to ensure real-time visibility of travel costs.
  • Reporting: Set expectations for employees to submit post-trip reports, particularly for more significant international or long-haul travel.
  • Audits: Schedule regular reviews of travel expenses to identify areas for cost-saving and compliance issues.