• Human Resources
  • Tools and Samples

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 is applicable 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 time 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 will be able to 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 ] 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.

More Policies:

  • Bereavement Leave Policy.
  • Cell Phone Policy.
  • Company Credit Card Policy.
  • Company Travel Policy.
  • Company Vehicle Policy.
  • Conflict of Interest Policy.
  • Cyber Security Policy.
  • Dress Code Policy.
  • Paid Time Off Policy.
  • Social Media Policy.
  • Telecommuting Policy.
  • Overtime Policy.
  • Attendance Policy.
  • Expense Reimbursement Policy.
  • Sexual Harassment Policy.
  • Remote Work Policy.

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.

free travel policy template

Free Corporate Travel Policy Template

Looking to implement a travel policy? Don’t know where to start? Download our free travel policy template in Word format for easy editing or keep reading to learn more about what to include.

If you’re looking for a Sustainable Travel Policy , you can download one here .

Fill out the form below to receive the Corporate Travel Policy Template:

What is a travel policy.

A travel policy is your company’s rules and procedures that outline how your employees should book, approve and includes expense travel for business purposes. Corporate travel policies are usually created by the Finance team and detail criteria such as if an employee can fly business class, normally determined by the length of the flight, how many weeks in advance they should book their trips, or if there are any precautions employees must take when travelling alone.

A comprehensive travel policy should have information about the following:

  • Booking process
  • Allowable cost of booking hotels and flights
  • Any exceptions or rules
  • Preferred company vendors
  • Approval process for trips that exceed typical limitations
  • Reimbursement process
  • Permitted and not permitted expenses i.e. Alcohol with the evening meal
  • Travel insurance provider
  • What to do in an emergency

free travel policy template

Your travel policy template should include guidelines that apply to all employees, explaining the benefits to them as well as stating your general policies such as…

Employees are expected to apply good judgement regarding the need to travel, the method and the timing of each trip with minimum impact on the business and the total cost. 

Wherever possible, the need to travel must be based on a clear benefit to the company. The use of video or audio-conferencing facilities should always be considered.

You need to ensure your staff knows the procedure for booking travel including:

  • How to contact your travel management company (TMC)
  • The approval process, especially if the trip falls outside your travel policy
  •  What expenses will be paid

free travel policy template

Key Travel Policy Guidelines

This is where you set out your key corporate travel policy and answer questions such as:

free travel policy template

  • Airline preference?
  • Short Haul – Economy
  • Long Haul (Flight time: 5- 9 hours)  – Premium Economy
  • Long Haul (Flight time: over 9 hours)  – Business Class
  • Should rail travel be booked by the employee or the TMC?
  • What is the per-night room price limit?

General Travel Policy Guidelines

General Travel Policy Guidelines apply to all aspects of travel and could include:

  • Rewards Programmes
  • Internet access
  • Phone usage
  • Public Transport (Bus/Tube etc.)
  • Car mileage
  • Travel Insurance
  • Out of hours travel changes
  • Personal travel – as part of business trip
  • Entertainment
  • Exchange Rates
  • Use of company credit cards

free travel policy template

This states how your employees should contact your TMC. This could include a dedicated email address and phone number and make sure your staff know the out of hours phone number in case of emergencies:

  • [email protected]
  • From UK +44 (0) 844 736 3663
  • From outside UK and Mobile +44 (0)116 264 5270
  • 24hr Emergency Service: +44 (0)1730 820 990

A basic diagram to outline the process flow for completing a booking. Forward planning and adherence to the travel policy will speed the time taken to complete the booking.

free travel policy template

This is most commonly done via an online booking tool but it’s always good to have this information when booking your travel through your TMC.

  • Name as shown on Passport
  • Travel Dates
  • Locations To/From
  • Preferred hotels

Don’t forget to leave enough time for approval, flights are normally only held for 24 hours and you will need to rebook if not approved in time!

Personal Travel Profile

After you’ve appointed your TMC, they will require travel profiles for your staff to ensure they can book flights, hotels, etc with ease. The travel profile usually includes:

  • Last Name (as on passport)
  • First Name (as on passport)
  • Middle Name
  • Title (Mr / Mrs / Miss etc.)
  • Position / Job Title
  • Home Address
  • Emergency Contact (Name)
  • Emergency Contact (Phone No)
  • Email address
  • Air Travel preferences
  • Airline memberships / numbers
  • Car Rental memberships/numbers
  • Hotel chain memberships/ numbers
  • Dietary requirements
  • Seating preference
  • Passport number
  • Place of issue
  • Date of Birth
  • Expiry date
  • Date of issue

free travel policy template

© 2024 Meon Valley Travel Ltd. | Privacy Policy | Sitemap

Privacy Overview

right-icon

Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vivamus convallis sem tellus, vitae egestas felis vestibule ut.

Error message details.

Reuse Permissions

Request permission to republish or redistribute SHRM content and materials.

Travel Expense Policy

It is the policy of [Company Name] to reimburse staff for reasonable and necessary expenses incurred during approved work-related travel.

Employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken.

Business travel policies are aligned with company reimbursement rules. All business-related travel paid with [Company Name] funds must comply with company expenditure policies.

Authorization and responsibility

Staff travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of a trip, the traveler must submit a travel reimbursement form and supporting documentation to obtain reimbursement of expenses.

An individual may not approve his or her own travel or reimbursement. The travel reimbursement form must be signed by the executive director or the director of finance (for travel over $[amount]) or by the business manager (for travel under $[amount]).

Travel and reimbursement for members of the management team must be approved by the executive director or the director of finance and will be reviewed annually by the internal auditor.

Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditures are inappropriate or extravagant.

Personal funds

Travelers should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable. See Section II: Travel Expenses/Procedures for details. [Company Name] reserves the right to deny reimbursement of travel-related expenses for failure to comply with policies and procedures.

Travelers who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper documentation is submitted.

Vacation in conjunction with business travel

In cases in which vacation time is added to a business trip, any cost variance in airfare, car rental or lodging must be clearly identified on the travel request form. [Company Name] will not prepay any personal expenses with the intention of being "repaid" at a later time, nor will any personal expenses be reimbursed.

Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by the executive director or by the director of finance. Exceptions related to the director's or the director of finance's expenses must be submitted to the opposite person or to the treasurer of the board of trustees for approval. In most instances, the expected turnaround time for review and approval is five business days.

Travel Expenses/Procedures

General information Authorized business travel for staff that includes prepayments must be pre-approved.

Reimbursement of parking, mileage, gasoline in lieu of mileage and ferry or bus passes do not require requests if they are under $[amount]. Requests for reimbursement of expenses over $[amount] are to be submitted on a travel reimbursement form.

Permissible prepaid travel expenses Before the travel, [Company Name] may issue prepayments for airfare, rail transportation, rental vehicles, conference registration fees and cash advances. Applicable policies and methods of payments for these prepayments follow.

Airfare. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the business office.

Travelers are encouraged to book flights at least [amount of time] in advance to avoid premium airfare pricing.

Coach class or economy tickets must be purchased for domestic or international flights with flight time totaling less than five consecutive hours excluding layovers.

A less-than-first-class ticket (i.e., business class) may be purchased at [Company Name]'s discretion for domestic or international flights with flight time exceeding five consecutive hours excluding layovers.

Airfare may be purchased with a credit card or check through the business office with a request for payment form.

Rail transportation. [Company Name] will prepay rail transportation provided that the cost does not exceed the cost of the least expensive airfare.

Rental vehicles. [Company Name] will pay for approved use of a rental vehicle. See the section on reimbursements below in this section.

Conference registration fees. Conference registration fees can be prepaid with a credit card or check through the business office with a request for payment form. Business-related banquets or meals that are considered part of the conference can be paid with the registration fees; however, such meals must be deducted from the traveler's per diem allowance.

Travel advances. Cash advances are authorized for specific situations that might cause undue financial hardship for business travelers. These situations are limited to staff traveling on behalf of [Company Name]. A maximum of 80 percent of the total estimated cost can be advanced.

Expenses associated with the travel must be reconciled and substantiated within two weeks of the return date. The traveler must repay [Company Name] for any advances in excess of the approved reimbursable expenses. The department initiating the travel is responsible for notifying the business office to deposit any excess funds into the appropriate departmental account.

Travel advances are processed by submitting a completed request for payment form and travel request form to the business office. Reimbursement for any remaining expenses is processed on a travel reimbursement form approved by the designated approval authority.

Reimbursements Requests for reimbursements of travel-related expenses are submitted on a travel reimbursement form. This form must be accompanied by supporting documentation. If the requested reimbursement exceeds 20 percent of the total pre-trip estimate, the travel reimbursement form must be signed by the executive director or the director of finance.

These forms must be submitted to the business office within two weeks after the trip is completed. Travel reimbursement forms not submitted within this time frame require exception approval from the executive director or from the director of finance.

Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts where required. Reimbursements that may be paid by [Company Name] are shown below.

Airfare. If the airfare was not prepaid by the business office, an original itemized airline receipt, an e-ticket receipt/statement or an Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made.

Rail transportation. If rail transportation was not prepaid by the business office, an original itemized receipt, original e-ticket receipt/statement or Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made.

Automobile (personally owned—domestic travel). A valid driver's license issued within the United States and personal automobile insurance are required for expenses to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.

Reimbursement for use of a personal automobile is based on the [Company Name] mileage rate.

A staff travel reimbursement form is required for reimbursement of all vehicle-related expenses, including gasoline, wear and tear, and personal auto insurance. As of [date], the rate is [$] per mile. Travelers may opt to request reimbursement for actual gasoline expenses in lieu of the [Company Name] mileage rate. In these instances original, itemized receipts are required.

Automobile (rental—domestic travel). Reimbursement for a commercial rental vehicle as a primary mode of transportation is authorized only if the rental vehicle is more economical than any other type of public transportation, or if the destination is not otherwise accessible. Vehicle rental at a destination city is reimbursable. Original receipts are required.

[Company Name] authorizes reimbursement for the most economic vehicle available. In certain circumstances larger vehicles may be rented, with supervisory approval. The rental agreement must clearly show the date and the points of departure/arrival, as well as the total cost. Drivers must adhere to the rental requirements, and restrictions must be followed. Original receipts are required.

When vehicle rentals are necessary, [Company Name] encourages travelers to purchase collision damage waiver (CDW) and loss damage waiver (LDW) coverage. [Company Name] will reimburse the cost of CDW and LDW coverage; all other insurance reimbursements will be denied.

Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.

Parking fees, tolls and other incidental costs associated with the vehicle use are not covered by the rental agreement.

Travelers are strongly encouraged to fill the gas tank before returning the vehicle to the rental agency to avoid service fees and more expensive fuel rates.

Conference registration fees. If the conference fee was not prepaid, [Company Name] will reimburse these fees, including business-related banquets or meals that are part of the conference registration. Original receipts to support the payment are required. If the conference does not provide a receipt, then a cancelled check, credit card slip/statement or documentation that the amount was paid is required for reimbursement.

A prorated amount for the meals provided must be deducted from the traveler's per diem. See Meals (per diem) for more detail. Entertainment activities such as golf outings and sightseeing tours will not be reimbursed.

Registration fees paid directly by an individual will not be reimbursed until the conference is completed.

Lodging (commercial). The cost of overnight lodging (room rate and tax only) will be reimbursed to the traveler if the authorized travel is 45 miles or more from the traveler's home or primary worksite.

Exceptions to this restriction may be approved in writing by the executive director or by the director of finance.

[Company Name] will reimburse lodging expenses at reasonable, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate.

Only single room rates are authorized for payment or reimbursement unless the second party is representing the agency in an authorized capacity. If the lodging receipt shows more than a single occupancy, the single room rate must be noted. If reimbursement for more than the single room rate is requested, the name of the second person must be included.

Meals (per diem). Per diem allowances are reimbursable for in-state overnight travel that is 45 miles or more from the traveler's home or primary worksite.

Per diem allowances are applicable for all out-of-state travel that is 45 miles or more from the traveler's home or primary worksite.

[Company Name] per diem rates are based on the U.S. General Services Administration Guidelines, which vary by city location. In addition to meals these rates include incidental expenses such as laundry, dry cleaning and service tips (e.g., housekeeping or porter tips). Incidental expenses, unless specifically cited in this policy, will not be reimbursed.

Per diem reimbursements are based on departure and return times over the entire 24-hour day and are prorated accordingly.

If a free meal is served on the plane, included in a conference registration fee, built in to the standard, single hotel room rate or replaced by a legitimate business meal, the per diem allowance for that meal may not be claimed.

Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed.

Business meals. Travelers are required to follow [Company Name] expenditure policies when requesting reimbursement for business meals. Original itemized receipts are required.

Business expenses. Business expenses, including faxes, photocopies, Internet charges, data ports and business telephone calls incurred while on travel status, can be reimbursed. Original itemized receipts are required.

Parking. Original receipts are required for parking fees (including airport parking) totaling $[amount] or more. The lodging bill can be used as a receipt when charges are included as part of the overnight stay.

Telephone calls. The costs of personal telephone calls are the responsibility of the individual.

Tolls. Original receipts are required for tolls totaling $[amount] or more.

Miscellaneous transportation. Original receipts are required for taxi, bus, subway, metro, ferry and other modes of transportation if costs are $[amount] or more for each occurrence.

Visa, passport fees and immunizations. If these items are required for international travel, their reimbursement is left to the discretion of your supervisor. If approved by the designated authority, original itemized receipts are required.

Nonreimbursable Travel Expenses The following items that may be associated with business travel will not be reimbursed by [Company Name]:

  • Airline club memberships.
  • Airline upgrades.
  • Business class for domestic flights or first class for all flights.
  • Child care, babysitting, house-sitting, or pet-sitting/kennel charges.
  • Commuting between home and the primary work location.
  • Costs incurred by traveler's failure to cancel travel or hotel reservations in a timely fashion.
  • Evening or formal wear expenses.
  • Haircuts and personal grooming.
  • Laundry and dry cleaning.
  • Passports, vaccinations and visas when not required as a specific and necessary condition of the travel assignment.
  • Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theater movies, social activities and related incidental costs.
  • Travel accident insurance premiums or purchase of additional travel insurance.
  • Other expenses not directly related to the business travel.

Travel for Non-Employees Additional costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed unless the individual has a bona fide company purpose for engaging in the travel or attending the event. Such travel is generally limited to senior management and should occur infrequently.

Related Content

How Generative AI Is Transforming Engagement Surveys

How Generative AI Is Transforming Engagement Surveys

One area where generative AI (GenAI) has moved beyond its considerable hype to having real impact on the daily work of HR professionals is in the use of engagement surveys.

A man riding a black horse on a dirt road.

AI in Workplace Is Like the Wild West: Untamed

It's the Wild West when it comes to using generative artificial intelligence (GenAI) tools—such as ChatGPT—in the workplace, with many workers using these resources without their managers' knowledge, according to recent surveys.

Advertisement

HR Daily Newsletter

New, trends and analysis, as well as breaking news alerts, to help HR professionals do their jobs better each business day.

Success title

Success caption

10 travel & expense policy samples, templates & resources

free travel policy template

Published on January 14, 2023

free travel policy template

So it's time to write your company's expense policy. And either you have no idea where to start, or you've done this before and you just want to make sure that you hit all the important points.

Either way, we've got you covered. We've pulled together a handful of useful templates that you can copy directly. And perhaps more useful are the seven real-world expense policies from companies and institutions you've heard of.

See how each approaches its travel and expense requirements differently, and what they each expect from employees. Then use these insights to write a successful policy that team members actually use .

Let’s begin with a collection of ready-to-copy templates to help you create your company expense policy.

Disclaimer : The real expense policy examples below were easily found online and not provided by the businesses themselves. They are to be used for the purposes of comparison and inspiration, and Spendesk will happily remove them from this post if requested.

hbspt.cta.load(2694209, '496b7000-1d9a-42cb-a345-7142cd1cef17', {"useNewLoader":"true","region":"na1"});

Real travel & expense policy samples.

We’ll share hands-on, ready-to-use policy templates shortly. But perhaps more valuable is to see the real travel and expense policies successful companies use .

We’ve pulled out the most noteworthy aspects of each below, and you can click the links to see them in full. Read through a few and decide which company’s approach best matches your own philosophy . It’s always nice to know that there are thriving, famous institutions that think the same way you do.

netflix-expense-policy

You don’t need a link to see the full Netflix expense policy - it only contains five words:

“ Act in Netflix’s best interests. ”

For obvious reasons, this has become famous. And it matches Netflix’s overall culture code, which includes a full section on Freedom and responsibility . It’s a fascinating document, including a few highlights:

Our vacation policy is “take vacation .” We don’t have any rules or forms around how many weeks per year. Our leaders make sure they set good examples by taking vacations, often coming back with fresh ideas, and encourage the rest of the team to do the same.

Our parental leave policy is: “ take care of your baby and yourself .” New parents generally take 4-8 months.

Each employee chooses each year how much of their compensation they want in salary versus stock options . You can choose all cash, all options, or whatever combination suits you.

If that sounds like the kind of company you’re building - and you’re willing to back it up - then perhaps the Netflix approach is right for you.

Basecamp’s expense policy is not quite as simple as Netflix’s, but displays a similar ethic. We don’t have the full policy itself, but rather a set of key benefits given to Basecamp employees. These were shared by CEO Jason Fried in a 2016 blog post.

The most important aspect shared is the company’s “no-red-tape business account.” Every employee gets their own American Express card. There’s no need to ask for approval for transactions - just be reasonable.

Which is clearly a highly trusting approach to managing spending. But if you plan to replicate this, you’ll still need to ensure you have a clear process for documenting transactions - otherwise your finance team will be forever in the dark.

Because this post is full of fascinating nuggets, we’d better share a few more:

Employees receive a $100/month massage allowance.

They also receive $100/month towards their gym, yoga studio, or fitness pursuit of choice.

Employees can work from anywhere in the world. “Move cities, keep your job.”

There’s plenty more to read in there. It may not be the exact expense policy that employees use when spending, but it’s fascinating just the same.

bbc-expense-policy

In a word: classic. The document is comprehensive and contains all the main expense categories and key pieces of information you’d expect to find. It’s a good example of a more prescriptive (but still easy to follow) policy .

Here are a few highlights:

The BBC has a written sustainable travel policy , and explicitly requires staff to use public transport where possible.

There are specific rules governing “ late night/early morning transport ” (LNEMT), which makes sense given the operating hours of its radio and television channels.

Employees may claim interest incurred on personal credit cards if reimbursement from the BBC was late and this was the reason for the interest.

There are a huge range of incredibly specific rules in this document. Which makes for a very interesting read.

Allowances for things like food, accommodation, and mileage follow HMRC’s recommendations, as you’d expect. Read our detailed explanation of HMRC’s travel expense rules .

Note : This is an older document - last updated in 2015. So it’s possible that it’s no longer 100% up to date. But nonetheless, it’s worth looking through it to see what inspiration you can draw.

As an enormous international company, it’s probably not surprising that FedEd’s policy reads like a legal document more than a set of guidelines . The company likely feels that can’t afford to be unclear about its rules, and has been quite exhaustive in stating what’s permitted.

It’s up to you whether this matches your own philosophy. At Spendesk, we prefer overarching guidelines to prescriptive rulebooks. This suits us better.

Here are some noteworthy sections of FedEx’s travel and expense policy:

The first page of the policy explicitly states that “termination” is a possibility if employees don’t follow the policy . Which makes sense, but isn't always spelled out in a simple policy document.

Expense reports should be submitted on a weekly or per-trip basis . The latter is quite standard, but submitting reports weekly can easily put a huge burden on both travelling employees and finance teams.

Team members are expected to keep all of their receipts for 12 months . This has likely been updated with more companies using e-receipts these days. If not, that’s quite a tall order.

Vice Presidents and above are permitted to travel first class , while other employees are expected to fly coach (economy). For flights longer than six hours, business class may be allowed.

Because this travel policy is so detailed, there’s plenty more of interest to explore.

Bank of England

Similar to FedEx’s, Bank of England’s policy and long and detailed. Similar to the BBC, Bank of England is a public entity and therefore takes fiscal responsibility seriously.

The policy begins by setting out two clear operating principles :

The value-for-money principle : because the bank is accountable to Parliament and the public, it needs to take good care of spending.

The integrity principle : “we should not be influenced by the prospect of personal advantage or gain. We must use the Bank’s resources responsibly for the public good, not to profit personally.”

While quite exhaustive, this policy does read as though written by those with the best interests of both employees and the institution at heart. The language is clear and easy to understand , and many of the ideas are based on what’s good for the individual.

For example, “wellbeing is also important. Travelling long distances and being away from family and friends has a cost. The Bank wants staff to be able to perform at their best when travelling for work.”

This shows that, even if long and quite technical, a good expense policy can also show the care with which a company treats its team .

Dartmouth College

Dartmouth’s travel and expense policy is one of the more legal and technical policies we’ll see. It’s written more like a piece of legislation than a “clear and simple” playbook . Whether that suits your business is your own call, but it probably makes it more difficult to follow for employees.

On the other hand, it’s very comprehensive . And we might imagine that Dartmouth employees are naturally more used to technical and academic writing than the average company employee.

Similar to others we’ve seen above, the document sets out a list of non-allowable expenses, which is important if you want your policy to be exhaustive. It also states clearly the likely penalties if the policy isn’t followed properly.

It’s also worth examining the procurement section near the beginning of the policy . If your business handles lots of high-value purchases, you may be interested in the rules set out by Dartmouth.

Victoria University of Wellington

We can compare Dartmouth’s policy with another academic institute: Victoria University. Similarly, this policy is formulated like a legal document, setting out very clearly what’s permitted and what isn’t.

Despite this, it’s fairly easy to understand and is only 9 real pages of text . Which compared with some others isn’t too daunting.

A few things worth noting:

All University travel should be economy class , with a few narrow exceptions. These exceptions are not related to job description.

For meals, mileage, parking fees, and other on-the-road travel expenses, the University doesn’t state a fixed amount covered . Instead, it will cover “all ordinary, necessary and reasonable expenses required for the individual to undertake approved University travel.”

The second page sets out the ethical framework upon which the whole document was written .

Expense policy templates

Putting an expense policy together is often a long, drawn out process. You need buy-in from different teams, managers, and executive leadership, to ensure you’ve covered all your bases.

And even then, there’s no guarantee that everyone will read and appreciate your hard work. Expense policies are regularly overlooked or ignored , and many employees prefer to do things their own way.

Which is frustrating, of course.

Given this, it doesn’t make sense to devote hours and hours to writing it from scratch. Instead, take one of these templates and tailor it to your own company’s needs .

This is a very clear and easy to understand expense policy , written in plain English (which is always important). It can be downloaded in DOC format, with spaces for you to fill in managers’ names, points-of-contact, and any other important information.

You know, a template.

And a very good one at that. If you simply want a plug-and-play expense policy that you can get live in a hurry, this is the perfect place to start.

Corporate Traveller

This PDF from Corporate Traveller isn’t exactly a copy/paste template like the two above. But it includes the firm’s recommended top 10 elements to include in your own policy.

Some of these don’t feature in our other listed templates, but may be good ideas. For example, “traveller profile forms” which ask frequent travellers for information to the company which might help in an emergency. This isn’t rocket science, but it’s the sort of thing that you might easily forget.

This template is specifically for employee expense reimbursements . We always advise you avoid expense claims , but since most companies still rely on them on some form, it’s a good idea to make sure the rules are clearly stipulated.

Further resources

If all the above isn’t enough information and inspiration to draft a winning expense policy, here are two more excellent resources that give you principles and foundations to build upon.

Expense policy 101: understanding the basics

Company expense policy: a guide for modern businesses

Spend management guide for growing businesses

Create the perfect T&E policy with help from others

As we've seen, there's plenty of inspiration available for finance leaders and managers to craft a winning travel and expense policy. It doesn't have to be a chore.

And on top of the excellent examples we've shared, get help from the people around you. A good expense policy isn't simply a top-down affair. If other team members have input - not just your finance team - you can be confident that your policy will reflect what's best for the whole company.

In the end, it's about writing something that people will actually follow . More often than not, that means a simple, clear, and concise travel and expense policy.

And even better, it might mean a policy that's built into the tools your teams use every day. That's how it works here at Spendesk, and we'd love to help you achieve the same outcome:

New call-to-action

More reads on Expense management

free travel policy template

Expense receipt recovery made easy with Spendesk

free travel policy template

Modern budgeting reports: how to improve budget control

how-we-pay-at-work

Let’s rethink how employees pay for what they need!

Get started with spendesk.

Close the books 4x faster , collect over 95% of receipts on time , and get 100% visibility over company spending.

free travel policy template

Company Travel Policy: The Complete Guide + A Free Template

free travel policy template

Cut Mileage Costs

Timeero accurately tracks routes and mileage

Traveling on business has become the norm in our busy, work-oriented society, and so is a company travel policy with this trend.

Despite all the technological advancements, getting a chance to talk to clients face to face or pitch a business project in person still beats sometimes messy communications apps. 

Since travel is neither cheap nor easy, it's best to set clear expectations and rules ahead of time. A company travel policy will outline the procedures for employees on company-paid trips to avoid any issues that might arise in the process.

Our comprehensive guide to company travel policies will give you an idea about the kind of information and provisions the Policy should include. 

We'll also provide you with a free template that you can use to quickly deploy a company travel policy of your own.

What Is Travel Policy?

A company travel policy, also known as a corporate travel policy, is an  internal document that outlines how business-related expenses are handled within the company . 

It covers everything from defining what a business-related expense is and isn't to how to remain safe if traveling alone and everything in between. Most importantly, it makes it clear who's in charge of approving expenses and reimbursements and who takes care of the actual booking.

Among other things, a travel policy can include:

  • Booking responsibilities and the choice of company-approved travel agencies
  • Total budget (lodging, travel, daily meals, etc.)
  • Company-paid and out-of-pocket expenses
  • The approval process and the person in charge of it
  • The approval of reimbursements
  • Preferred company vendors and partners
  • Travel debriefing process
  • Travel insurance carrier
  • Exceptions to rules for any reason

As you can see, a travel policy is about much more than just saying whether an employee can fly business or not.  Instead, a corporate travel policy is about foreseeing all the situations that can arise from business trips and staying on top of them .

Why Do Companies Need a Travel Policy?

Streamlining processes saves companies a lot of time and money in the long run. Be it onboarding new employees, paying out bonuses, or organizing business trips,  having a system in place will make the process more efficient and reliable .

More importantly, rules and  policies protect both parties from unexpected events and expenses  that could arise from misunderstandings.

A travel policy will help employees manage both business and personal expenses more reliably while also giving them the freedom to book and organize trips how they please.

When employees have strict guidelines, they'll always know what's coming out of their pocket and what expenses the company will incur. 

On the other hand, companies will reduce unnecessary overheads by making it clear what is reimbursable and what isn't. An employee on a business trip with a business card in their wallet can quickly lose sight of the purchases they're making. Your Policy should clearly say what the limit to such expenditures is and draw a line.

A company travel policy will also contribute to fairness and positive company culture as there will be the same set of rules that applies to everyone. Approving and reimbursing expenses won't be left to the whims of individuals — instead, everyone will abide by the same guidelines.

Another important point needs to be clarified when we're talking about company travel policy. What exactly falls under the category of business travel? We'll address that issue in the section below.

What Counts as Traveling on Business?

Any international or domestic journey that the employee undertakes for the company constitutes traveling on business .

In some cases, companies might try and define what a business trip is depending on the distance that the employee has to travel, but in essence, it should all fall under traveling on business.

It shouldn't matter whether a company is reimbursing its employee for just a bit of gas or a transoceanic flight — if the employee was traveling at the company's behest, all their expenses should be covered.

Of course, this goes only for the expenses mentioned in a company travel policy, which is yet another reason to have such a document in the first place.

How Do You Write a Business Travel Policy?

Now that we've gotten the "what" and "why" out of the way, it's time to address a frequent question:  how do you write a business travel policy?

Writing any Policy can feel daunting since there is a lot to cover and keep in mind. We'll help you write an effective travel policy, step by step. First and most importantly - let's see what you need to include in this document.

What Should Be Included in a Travel Policy?

When you want to create a company travel policy for employees, it's important to include information they really need. For example,  reimbursement is vital for your team , so it should be properly addressed. 

Your employees need to understand what they can get reimbursed for and how to claim those expenses. The reimbursement procedure must be a part of a comprehensive corporate travel policy.

And, of course,  safety is a crucial component  of travel policy for companies. You want this document to have value for your team and to add a layer of protection, so it needs to include travel insurance and emergency procedures too. This is especially important nowadays, given the fact that both Coronavirus and Monkeypox are circulating the globe. 

The list below will give you an idea of the basics that are usually included in the company travel policy for employees:

  • The introductory part  that explains what will the travel policy cover and why it is important for the employees
  • The travel booking procedure  and business travel booking tool - are both approved by you. This section should also contain exact timeframes for booking and approvals
  • Expense categories  include details on what's reimbursable in each one. Your Policy should clearly state whether items like meal expenses are included. 
  • Non-reimbursable purchases . This part of the travel policy is important, as it cites what isn't covered and therefore must be paid by the employee if they want it.
  • Expense reports and reimbursement requests  - how to submit them
  • Travel support and emergency procedures , including travel insurance and duty of care vendors 

These are the essential elements that are usually listed in a corporate travel policy. Still, you are free to expand it or tailor it in any other way, so it suits your business needs.

Pro tip:  Before you make your corporate travel policy official, reach out to one or more frequent travelers for feedback. They'll be able to fill any gaps and assess whether it's clear and to the point.

Avoid Common Company Travel Policy Mistakes

The most frequent mistake companies make when creating their travel policies is making the document  too challenging to understand . This means that the Policy is either too loosely and unprofessionally written or that it's too strict and bureaucratic.

Both of these extremes make understanding travel policies unlikely.

Give your policy structure and decide on a tone of voice you'd like to use throughout the document. Then, try to be as consistent as you possibly can. The tone can be serious and official, but it doesn't have to be robotic. If your employees need a lawyer to make heads or tails of your Policy, you haven't done a good job.

Another common mistake is  not using technology to your full advantage .  Tracking mileage , employee expenses, and  their location  and then aggregating that data can help you manage travel budgets accordingly. Without tech-based solutions, you'll have to record every receipt and every tiny detail of the employee's trip. It's time-consuming, ineffective, and annoying at best.

Read our article on the best GPS employee tracker apps and find out which solution is right for your business.

Get Your Free Company Travel Policy Template Now

Now that you've learned how to create an effective and comprehensive corporate travel policy, we'll provide you with more guidance on the matter:  a sample company travel policy for employees in a PDF format . You can download and print it or use it as a foundation for your internal document.

Download Your Company Travel Policy PDF Here

Ready to cut your mileage costs, need more information on this topic.

The Genie AI logo

Creating a Travel Policy

Try our AI Legal Assistant - it's free while in beta 🚀

free travel policy template

Genie's AI Legal Assistant can draft, risk-review and negotiate 1000s of legal documents

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom. Also note: This is not legal advice.

Introduction

Creating a strong travel policy is an essential step for both employers and employees alike. This agreement outlines the expectations of both parties, providing clarity on how business trips should be conducted and ensuring everyone’s legal, regulatory and safety obligations are met.

From protecting employers from liability to helping employees feel secure when travelling on behalf of their employer, a travel policy serves several important purposes. It sets out clear rules and guidelines for business travel, detailing the activities which are permitted and those which are prohibited. It also helps to ensure that all employees are appropriately compensated for their business trips, as well as being aware of the duties and responsibilities that come with this type of travel.

What’s more, having a robust travel policy in place can provide employers with peace of mind – giving them assurance that their team will act responsibly while travelling on behalf of the company – while simultaneously offering employees security as they embark on their business trip.

However, creating an effective travel policy can be complicated - which is why it’s imperative to seek advice from qualified professionals before putting one into effect. The Genie AI team specializes in providing free access to market-standard legal templates - including comprehensive guidance and support on how to craft an effective travel policy - so you don’t have worry about costly consulting fees or complex legal jargon getting in the way of your success. With our help you can create a legally compliant document without having to pay expensive lawyer fees – giving you more time (and money) to focus on what really matters: running your business!

By taking these steps you can ensure your team stays safe during business trips abroad; minimizing any potential risk while preserving compliance at every stage along the way. So why not read on below for our step-by-step guidance? Or if you want instant access today then head over to our template library now!

Definitions (feel free to skip)

Employment Law: The body of laws and legal regulations governing the relationships between employers, employees, and labor unions.

Employee Rights: The rights of employees to safe working conditions, fair wages, and other benefits in exchange for their labor.

Obligations: The duties and responsibilities that an individual or entity is legally bound to fulfill.

Compensation: Money, benefits, or other forms of remuneration given in exchange for services rendered.

Compulsory: Required or obligatory.

Discretion: The power to make decisions without being bound by rules or legal restrictions.

  • Overview of Travel Policies
  • Research current trends in travel policies
  • Understand the basics of what a travel policy entails
  • Clarifying Travel Policies
  • Identify all stakeholders
  • Understand the purpose of the policy
  • Define roles and responsibilities
  • Writing a Travel Policy
  • Outline the policy structure
  • Include all necessary criteria
  • Ensure compliance with legal and regulatory requirements
  • Create a policy that is easy to understand
  • Understanding the Legal Aspects of Travel Policies
  • Analyze applicable laws and regulations
  • Understand the legal implications for each policy component
  • Consider any applicable tax implications
  • Benefits of Having a Travel Policy
  • Improved efficiency
  • Consistency and accountability
  • Cost savings
  • Increased safety
  • Developing an Effective Travel Policy
  • Analyze current travel trends
  • Establish clear objectives
  • Establish clear rules and guidelines
  • Maintaining and Updating Travel Policies
  • Monitor for changes in regulations
  • Review policy components on a regular basis
  • Incorporate new technologies
  • Update policy language as necessary
  • Tips for Improving Travel Policies
  • Encourage feedback from employees
  • Introduce incentives for compliance
  • Implement automated systems for tracking
  • Provide guidance and training
  • Summarize the key points of the policy
  • Review the importance of effective travel policies
  • Implementing the Travel Policy
  • Communicate the policy to stakeholders
  • Monitor compliance with the policy
  • Provide ongoing support and training

Get started

Q: how does the travel policy differ from a company’s business travel policy.

Asked by William on July 2nd, 2022. A: The fundamental difference between a travel policy and a business travel policy is that the former usually applies to all employees, while the latter typically applies to employees who travel for business-related purposes. A travel policy outlines the rules, regulations and expectations of all employees engaging in any type of traveling, while a business travel policy states the particular rules and regulations relevant to those traveling for business. For example, a business travel policy may specify the process for applying for reimbursement of expenses related to business-related trips, while a regular travel policy may cover vacation policies and sick leave related to traveling.

Q: Are there specific rules regarding employee reimbursements within a travel policy?

Asked by David on November 1st, 2022. A: Yes, there are typically specific rules regarding employee reimbursements within a travel policy. These rules typically specify the process for filing and receiving reimbursement for expenses related to travel, as well as any limits or caps on what can be reimbursed. Additionally, some policies may outline specific types of expenses that are eligible for reimbursement, such as lodging, meals or ground transportation costs. It is important to note that many companies will only reimburse employees for expenses that are deemed necessary and reasonable for the purpose of their trip.

Q: Can I create my own travel policy if I am not part of an organization?

Asked by Sarah on December 28th, 2022. A: Yes, you can create your own personal travel policy if you are not part of an organization. Creating your own personal travel policy can help you stay organized when planning and executing trips, as well as help you stay compliant with any governmental laws or regulations related to your travels. When creating your own personal travel policy, it is important to consider factors such as budgeting for trips, documenting expenses and tracking vacation days taken. Additionally, it is important to consult with legal professionals about any governmental laws or regulations related to your travels.

Q: Should I include health and safety considerations in my travel policy?

Asked by Jessica on April 19th, 2022. A: Absolutely! Health and safety considerations are vital elements of any type of travel policy. When creating a travel policy, it is important to include provisions that address health and safety concerns such as emergency contact information, safety protocols while abroad and access to medical care in case of emergency. Additionally, it is important to consider any particular health and safety concerns related to the particular destination you are traveling to (e.g., certain regions may require certain vaccinations). Finally, it is important to ensure that all travelers are aware of these provisions prior to embarking on their trip.

Q: Are there any EU-specific laws I should consider when creating a travel policy?

Asked by Michael on June 5th, 2022. A: Yes! When creating a travel policy for employees who will be traveling within the European Union (EU), it is important to consider EU-specific laws such as the General Data Protection Regulation (GDPR) and the Working Time Directive (WTD). The GDPR requires businesses handling personal data from EU citizens to take steps such as including specific clauses in contracts with data processors which outlines how they should process this data safely and securely. The WTD establishes minimum requirements for rest periods during working hours as well as minimum paid annual leave requirements for employees across all EU member states. It is also important to consider other laws related to labor rights in each particular country which your employees may be visiting during their travels within the EU.

Example dispute

Suing a company over unfair travel policies.

  • A plaintiff could raise a lawsuit against a company over its travel policy if they believe it to be unfair or in violation of the law. The plaintiff would need to provide evidence that the policy is unfair or unlawful and the court will decide whether the policy is indeed illegal.
  • The plaintiff may cite relevant legal documents, regulations and civil laws that the policy has violated in order to prove their case.
  • The plaintiff could also provide evidence of any information or actions which resulted in the suit being raised, such as denial of a valid travel request or a failure to provide appropriate travel reimbursement.
  • The court may order the defendant to change the policy or provide a settlement to the plaintiff if the policy is found to be in violation of the law.
  • If damages are awarded, the court will calculate them based on the amount of harm caused by the policy.

Templates available (free to use)

International Travel Policy

Helpful? Not as helpful as you were hoping? Message me on Linkedin

Links to get you started

‍ Our AI Legal Assistant (free while in beta) Contract Template Library Legal Clause Library

Try the world's most advanced AI Legal Assistant, today

The Genie AI logo, a dual-shaded purple fountain-pen nib, with the words Genie AI written in Black underneath.

Whatsapp logo

Streamline business processes with Superworks

Get started with a free trial!

Sign up & let’s start

Easy to set up

Seamless configuration

All in one platform for hassle-free processes

Super HRMS

30 days free trial

Quick customer support

Anytime withdrawal

Trusted by more than 15 brands

Stellar Logo

Reliable solutions

Transparent pricing

No direct payment required

Loved by customers across 30+ cities

recognition and awards

Book a free demo

Talk to our expert and know how it will work in your system

Table of contents

What is a travel policy for employees, definition and purpose, objectives of an employee travel policy, reason why should organizations have a travel policy, compliance and cost control, employee satisfaction and retention, domestic travel policy, international travel policy, 1. cultural diversity and sensitivity, 2. cultural awareness training:, 3. client engagement:, 1. regional compliance:, 2. taxation:, 3. legal implications:, sample travel policy for employees.

  • BLOG DETAILS

Crafting an Effective Travel Policy Template: The Complete Guide

  • travel policy template free
  • October 24, 2023

Travel Policy

Travel policies are an integral part of any organization’s HR toolkit, and they play a important role in regulating and facilitating employee travel. But what exactly is a travel policy, and why is it so significant for modern businesses in the HRMS software industry?

A travel policy is a comprehensive set of guidelines, rules, and principles that govern how employees conduct and manage their business-related travel activities. It serves as a guiding framework that outlines the dos and don’ts, expectations, and procedures when employees are on the move for work purposes.

Note: You can download directly from here and edit as per your need.

A travel policy is a set of guidelines and rules governing employee travel and expenses incurred during business trips. Its primary purpose is to ensure that employees adhere to company standards while travelling for work, promoting cost control and compliance.

Objectives of an Employee Travel Policy

A well-structured travel policy aims to achieve several key objectives:

Cost Control: Managing travel expenses efficiently to minimize financial impact.

Compliance: Ensuring that employees adhere to company regulations and industry standards.

Employee Satisfaction: Creating a clear and fair travel framework contributes to employee satisfaction.

Risk Management: Mitigating potential risks associated with travel.

Why Should Organizations Have a Travel Policy

Company travel policy for employees are essential for organizations in the HRMS software industry, serving many purposes that benefit the company and its employees.

Implementing a travel policy ensures compliance with relevant regulations and standards. This is essential, particularly in a field where meticulous record-keeping and compliance are paramount. It also enables effective cost control, which is crucial in managing expenses related to employee travel.

A well-structured HR policy, aligned with industry standards, ensures that your organization doesn’t face financial or legal penalties. Additionally, it reduces the risk of fraudulent expense claims, which can substantially impact your budget.

Employee satisfaction is directly tied to how well an organization handles its travel policies. A well organized travel policy, which aligns with employee needs and preferences, can significantly boost job satisfaction and ultimately lead to higher employee retention.

Employees are more likely to feel valued and appreciated when they see that their company has policies to support their travel needs. This can enhance their overall job satisfaction and reduce turnover rates.

Moreover, a travel policy clearly defining the reimbursement process and timeframes can contribute to employee satisfaction. Employees want to be assured that their out-of-pocket expenses will be reimbursed promptly and fairly.

Types of Employee Travel Policies

Depending on the nature of an organization and its global footprint, different types of travel policies may be needed.

Domestic Travel Policy

Domestic travel policies are designed for employees who primarily undertake business trips within the country. Travel and expense policy addresses expenses and procedures relevant to domestic travel.

A well-structured domestic travel policy is crucial, especially for all companies with various clients and projects in the country. This policy should provide detailed guidelines on booking accommodations, transportation, and meal expenses for domestic trips.

Moreover, it should outline the approval process, expense reporting requirements, and reimbursement procedures for employees travelling within the country.

International Travel Policy

On the other hand, international travel policies are tailored to employees who travel internationally for work. They encompass broader considerations, including visas, foreign currency expenses, and international regulations.

An international travel policy is important for all IT companies with a global presence. It should cover visa requirements, cultural sensitivity training, travel insurance, and international tax implications. Additionally, the policy should provide guidance on handling emergencies abroad and obtaining consular services.

Furthermore, it should clearly outline the procedures for converting foreign currency, handling international expenses, and seeking reimbursement for expenses incurred during international trips.

Read more : Why Providing Employee Transport Services is Need of the Hour?

emoji

Still wasting time on craft Travel Policy? – Make process simple with us

Check Superworks for all 300+ ready-made and 100% customizable HR policy templates, letters, forms, and more.

So, when you are trying to use our HR templates and increase communication skills!

Frame

Challenges in Implementing a Travel Policy in India

Implementing a travel policy in India can be particularly challenging due to cultural diversity and regulatory variations across different states. Companies operating in India must address these challenges effectively.

Cultural and Regulatory Diversity

India’s cultural diversity can impact employees’ perception of and follow the travel expense policy. Sensitivity to various cultures and customs is vital in maintaining employee satisfaction and adherence to the policy.

Cultural Diversity and Sensitivity

India is a melting pot of cultures, languages, traditions, and beliefs. With many diverse backgrounds and customs, it’s crucial to consider the cultural dimension of travel policy implementation.

Cultural Awareness Training

To navigate the intricate web of cultural nuances, company travel policy must consider providing cultural awareness training to their employees. Understanding and respecting various cultural practices and etiquettes is essential, as it can significantly impact business relationships and overall success. This awareness enhances the travel experience and promotes a positive image of the company that respects and values cultural diversity.

Client Engagement

HRMS software companies often engage with clients from various backgrounds. This makes cultural sensitivity even more vital. Employees should have the knowledge and skills to adapt to cultural expectations during client interactions, ultimately fostering better client relationships.

Regulatory Variations Across States

India’s federal structure gives rise to regulatory variations across different states, complicating travel policy implementation.

Companies operating in multiple Indian states need to be well-versed in the intricacies of regional regulations. Each state may have different rules concerning taxation, permits, and other aspects of travel, which should be incorporated into this policy to ensure compliance.

Tax laws can vary significantly between states, impacting expenses and reimbursements. A well-crafted business travel policy should address these variations and provide clear guidelines for employees.

Failure to adhere to regional regulations can lead to legal complications. As such, HRMS software companies should work closely with legal experts to ensure that their policy aligns with the specific requirements of each state they operate in.

Sample Travel Policy For Employees

In conclusion, an effective travel policy is a crucial tool for all organizations, helping them manage employee travel efficiently, maintain compliance, and enhance employee satisfaction. Companies can create policies that meet their specific needs and promote successful business travel by understanding the types of travel policies, addressing unique challenges, and utilizing sample templates.

With Superworks’ free travel policy template, organizations can streamline their operations, reduce costs, and ensure the satisfaction and retention of their valued employees.

Also, See: Data Retention Policy

Written By :

Author-image

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

Share this blog

  • Sharing-Icon

Subscribe to our Newsletter

employee-fraud-termination-letter

Easy Employee Fraud Action By Crafting Perfect Employee Fraud Termination Letter

Policy Writing Letter

Policy Change Communication: A Policy Writing Letter That Gets Results

payroll-process-in-india

What are the Best Practices for Streamlining the Payroll Process in India?

Join waitlist

Never miss out opportunity to simplify your HR tasks!

Get free HR toolkit from Superworks now..

Latest Blog

Download Travel Policy

free travel policy template

What is Travel Policy?

Download travel word & pdf format for free.

free travel policy template

Table of Contents

In this policy, you will get, sample policy, legal/medical expenses, transportation expense, local transportation, accommodation, on trip expenses, responsibilities of the employee.

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.

  • 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.

HR

‘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.

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.

The policy is applicable to all employees of the company.

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

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.

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’ .

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.

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.

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.

Download Our Resource

  • Download Employee Retention Policy
  • Download Whistle Blower Policy
  • Download Overtime Policy

HR

Download Travel Policy Template

Continue with Google or enter your details.

By submitting you are agreeing to receive newsletters, or marketing and promotional content

Transform your HR operations with factoHR today

free travel policy template

travel expense policy

Building a better travel and expense (T&E) policy: step by step 

A travel and expense policy (T&E) is a dynamic set of rules regulating how employees book travel. From setting budgets on flights and accommodations to standardizing the process for expense reports, your T&E should answer any (and all) questions about company travel, so you don’t have to. 

But whatever the scope of your policy, its main purpose is to control spending. Defining specific guidelines makes it much easier to predict how much individual travelers will spend – and determine if you need to get that number down.  

Plus, with a corporate travel expense policy in place, there’s no room for ambiguity. An expense is either authorized, or it’s not. Say bye-bye fraud. 

What happens without a T&E policy? 

Let’s just say, what can go wrong, will probably go wrong.  

At the end of the day, a travel and expenses policy aims to streamline business processes, save costs, and eliminate fraud. If these factors go unaddressed, you leave yourself vulnerable to:  

  • Overspending due to hidden costs if expenses are not under constant supervision. 
  • Expense reports arriving late or without essential information if employees are unaware or unsure of specific guidelines. 
  • A rise in fraudulent expense claims in the form of duplicate, exaggerated, and misreported business expense claims. 
  • Without guidelines, fraudulent behavior cannot be controlled or addressed, and, therefore, encouraged further. 
  • Without a fixed way of recording and storing expense data, you’re left with no insights into spending trends and patterns.    

T&E is not one-size-fits-all 

No two companies are the same, so naturally, not every company’s travel and expense policy is going to look the same. For example, some companies will need to reimburse incidentals, but that won’t really apply for others. Some provide per diem allowances while others only reimburse actual expenses. You get the picture. 

The key to creating an effective and dynamic travel expense policy is to first figure out your organization’s specific needs from a control and spend perspective. And to figure out what you need, you’ll need to analyze your current expenses. Here’s some key factors to consider:  

  • How much does an average business trip cost? 
  • What percentage of your employee’s travel? 
  • How often do they travel? To where? 
  • What is your return-on-investment (ROI)? This can be easy or difficult to measure depending on the nature of the trips.  

(Pssst! All that data sound like a daunting task? Don’t worry – travel management software   can make this process so much easier. 

Defining the scope of your T&E policy 

Now that you know what you need, it’s time to set your guidelines.  

Keep in mind: T&E policies are meant to manage and regulate the process for submitting an expense report. As you create it, here are a few expense categories to keep in mind:   

1) Transportation 

Transportation expenses can include airfare, train or bus tickets, car rentals, and taxi or ride-sharing services. A comprehensive travel and expense policy should clearly state which modes of transportation are allowed and what limits are in place for each. 

For example, team members may be allowed to rent a car for up to a certain cost per-day or only use a ride-sharing service for trips under a certain distance. Are your employees flying first or business class? The policy should clearly state which class of flight bookings will be applicable for reimbursements.  

2) Lodging 

Accommodations are another important aspect of business travel. The policy should state the hotels or hotel chains your employees are allowed to stay and what the maximum per-night rate is – and be sure to consider the discounted rates your travel management company  can offer you. 

If hotels aren’t being booked through your travel booking software or dedicated travel consultant, make sure you drive travelers to your preferred booking solution. This way you can define capping amounts for hotel bookings and are not overpaying for hotels or other accommodations. 

3) Meals and Per Diems 

When defining a corporate travel expense policy, remember not to overlook meals and incidentals. The per diem – also known as a subsistence allowance – should cover these expenses, including meals, snacks, incidentals (such as laundry or tips), and even entertainment expenses. It should also provide guidance on what types of meals are covered and what limits are in place. 

For example, employees may be allowed to expense a certain amount for lunch and dinner, but not breakfast or alcoholic beverages. Most importantly, set clear boundaries not to mingle personal and business expenses. So even though your policy does cover a few drinks with clients during a sales pitch, team members shouldn’t use it as an excuse to turn up at happy hour on the company dime. 

4) Corporate credit card expenses 

These cards are typically issued to employees who frequently travel for business, allowing them to charge expenses directly to your company. Not every organization implements corporate credit cards for travel, but if you’re one of the companies that do, you’ll need to lay some ground rules.  

The expense policy should outline what types of expenses are allowed to be charged to the card (like airfare, hotel rooms, and meals), who can use one, and what limits are in place. Just as with per diems, discourage employees from using this card for non-business purposes by emphasizing the consequences for violating policy.   

Creating an effective T&E policy 

Every organization requires rules and regulations to perform its day-to-day operations smoothly. As such, you’ll need to think beyond the basics and deeply consider the current state of your travel expenses. 

A well-written and well-communicated travel and expense policy streamlines travel expense management for the company and simplifies the employee process. 

And trust us: you don’t want to get stuck scrambling for receipts when employees return from a training event or leave them in the dark while waiting for expense reimbursements (talk about a hit to employee morale). 

But the work doesn’t end after successfully writing your first draft. Like any operation, an efficient T&E policy is enforced and consistently refined.  

Communicate your policy to your employees. And if they try to claim excess reimbursement? Stand by your policy. Afterall, it’s there for a reason. 

If your policy says it won’t pay for extra luggage fees, don’t pay them. If it sets a maximum mileage rate, don’t pay above that. The easier you make it to comply, the more your employees will guide themselves. 

Phew – that was a lot. If the thought of building a business travel expense policy for your organization from scratch has you running for the nearest exit, don’t fret. Check out our travel policy  template  to guide the first draft of your policy.  

Stay in the loop.

The world of corporate travel is always changing.  Sign up and never miss a beat. 

Hello, can I help you find what youʼre looking for?

  • Travel Agency
  • Travel Agency Ad
  • Travel Agency Brochure
  • Travel Agency Card
  • Travel Agency Facebook
  • Travel Agency Flyer
  • Travel Agency Instagram
  • Travel Agency Invoice
  • Travel Agency Letterhead
  • Travel Agency Plan
  • Travel Agency Proposal
  • Travel Agency Reopening
  • Travel Agency Story

Travel Policy Templates

With Template.net, All of Your Worries Will Be Gone Since We Are Here to Help You! Our Website Offers Free Travel Policy Templates, Including Small Business Templates, Employee Templates, Meal Allowance Templates, Corporate Travel Expense Templates, Travel Allowance Templates, Company Travel Templates, Expense Reports, and Other Documents. Our Sample Templates Come in Microsoft Word, Excel, and PDF. Download Now!

Get Access to All  Policy Templates

  • Travel Agent
  • Travel Banner
  • Travel Billboard
  • Travel Blog
  • Travel Blog Post
  • Travel Brand
  • Travel Brochure
  • Travel Budget
  • Travel Card
  • Travel Chart
  • Travel Checklist
  • Travel Company
  • Travel Consultant
  • Travel Cover
  • Travel Destination
  • Travel Discount
  • Travel DL Card
  • Travel Expense
  • Travel Expense Report
  • Travel Facebook
  • Travel Facebook Post
  • Travel FlowChart
  • Travel Flyer
  • Travel Gantt Chart
  • Travel Guide
  • Travel Image
  • Travel Influencer
  • Travel Instagram
  • Travel Instagram Post
  • Travel Instagram Story
  • Travel Insurance
  • Travel Invoice
  • Travel Itinerary
  • Travel Letter
  • Travel Letterhead
  • Travel Linkedin
  • Travel LookBook
  • Travel Magazine
  • Travel Offer
  • Travel Organizational Chart
  • Travel Pinterest
  • Travel Planner
  • Travel Policy
  • Travel Post
  • Travel Postcard
  • Travel Poster
  • Travel Proposal
  • Travel Quotation
  • Travel Quote
  • Travel Rack Card
  • Travel Resort
  • Travel Rollup Banner
  • Travel Schedule
  • Travel Snapchat
  • Travel Social Media
  • Travel Ticket
  • Travel Tour
  • Travel Tourism
  • Travel Trend
  • Travel Tumblr
  • Travel Twitter
  • Travel Video
  • Travel Voucher
  • Travel Whatsapp
  • Travel Youtube

A travel policy contains several elements. It may include the guidelines for employee, business travel, booking, travel expense, purpose, meal allowance, statement, flight, reimbursement, info, and many others. So if you need to make a travel policy, then you are at the right place. Here at Template.net, we make sure that our templates will be helpful for you. 

Our extensive collection of Travel Policy Templates comes in a highly editable format. You will surely have a lot of options to choose from as our gallery provides different kinds of content. So rest assured that you will definitely find what you are looking for here. To start creating it, just simply download any of our sample templates that suit your preference and need at the moment. Once you opened your chosen template, you can start personalizing it by editing the given layout. You can alter the background, enhance the wordings, modify the graphic designs, and even change the font style or size. You can conveniently edit out our templates as much as you can according to your choice. 

Once you are done with the necessary changes on the template you can get it printed on any kind of paper. Sounds favorable for you right? So what are you waiting for? Save a considerable amount of time now using our well-crafted templates! And if you need other kinds of policy templates, we also have them here such as workplace policy templates, overtime policy templates, expense policy templates, and many more. 

Upgrade to Business

IMAGES

  1. Sample travel policy in Word and Pdf formats

    free travel policy template

  2. Travel Policy Template

    free travel policy template

  3. Free Printable Travel And Expense Policy And Procedure Form (GENERIC)

    free travel policy template

  4. Travel Policy Template

    free travel policy template

  5. Travel Policy

    free travel policy template

  6. Travel Policy

    free travel policy template

COMMENTS

  1. Company travel policy

    This company travel policy template is ready to be tailored for your company's needs and should be considered a starting point for setting up your employment policies. The company travel policy should include: Guidelines on transportation methods and their reimbursement Provisions for accommodation, specifying hotel standards

  2. Guide to corporate travel policies for employees (best practices)

    Introduction 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.

  3. Company Travel Policy

    Download this company travel policy template in Microsoft Word format. Download Now 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.

  4. Corporate Travel & Expense Reimbursement Policy Template

    Introduction Travel booking process Expense categories Non-reimbursable purchases Expense reporting and reimbursement process Travel support, safety and duty of care Let's take a look at what you need to include in each section. Download travel policy template Section 1: Introduction

  5. Travel Policy Template

    PDF Size: 108.7KB Download Now A trip policy is easy to create, and if you have little time to write the policy yourself, you can use this template to get the work done, in the shortest time possible. Besides, of course, the template is free to download. You may also see Environmental Policy Templates. Travel & Expense Policy sqa.org.uk Details

  6. Free Corporate Travel Policy Template

    Free Corporate Travel Policy Template Looking to implement a travel policy? Don't know where to start? Download our free travel policy template in Word format for easy editing or keep reading to learn more about what to include. If you're looking for a Sustainable Travel Policy, you can download one here.

  7. Travel Expense Policy

     Overview It is the policy of [Company Name] to reimburse staff for reasonable and necessary expenses incurred during approved work-related travel. Employees seeking reimbursement should incur...

  8. How to Write a Travel Policy

    Set goals and priorities. Determine the top two or three goals for updating your policy, such as meeting the needs of a growing team. Define the business purposes behind employee travel so that everyone is clear on how and why they might be expected to go. Here are example goals for updating your corporate travel policy: Make booking business ...

  9. Efficient Travel Policy Template

    Use our free travel policy template to designate the arrangements, procedures, and travel policy guidelines when an employee travels on company business. Clearly stipulate the expenses already paid by the company and how the employee who has it can resort to a reimbursement process for the money spent on the trip. 1.

  10. 10 travel & expense policy samples, templates & resources

    9 min So it's time to write your company's expense policy. And either you have no idea where to start, or you've done this before and you just want to make sure that you hit all the important points. Either way, we've got you covered. We've pulled together a handful of useful templates that you can copy directly.

  11. Travel Expense Policy [Free Template]

    Our free travel policy template is designed to help you implement effective guidelines for managing business travel expenses. Whether your employees are using corporate cards or claiming reimbursements, this policy can help guide all employees on the rules for spending and submitting expense reports. Spend Management.

  12. Sample Corporate Travel Policy (Plus How To Write One)

    Updated March 10, 2023 Individuals in many industries often travel to various places to perform their job duties, such as meeting with clients, attending conferences, filling staff positions or overseeing sites. Companies can create corporate travel policies to instruct employees on how to conduct business trips.

  13. Company Travel Policy: The Complete Guide + A Free Template

    A company travel policy will outline the procedures for employees on company-paid trips to avoid any issues that might arise in the process. Our comprehensive guide to company travel policies will give you an idea about the kind of information and provisions the Policy should include. We'll also provide you with a free template that you can use ...

  14. Creating a Travel Policy

    Clarifying Travel Policies. Identify all stakeholders. Understand the purpose of the policy. Define roles and responsibilities. Writing a Travel Policy. Outline the policy structure. Include all necessary criteria. Ensure compliance with legal and regulatory requirements. Create a policy that is easy to understand.

  15. How to Build Corporate Travel Policy

    Get your free copy of corporate travel policy template. The Key Sections of an Effective Company Travel Policy . A corporate travel policy should include a list of guidelines and rules for the travel your employees undertake. Moreover, the policy should be concise and specific so that employees don't get confused or bored while referring to it.

  16. Ultimate Guide to Travel Policy for Employees

    Companies can create policies that meet their specific needs and promote successful business travel by understanding the types of travel policies, addressing unique challenges, and utilizing sample templates. With Superworks' free travel policy template, organizations can streamline their operations, reduce costs, and ensure the satisfaction ...

  17. Travel Policy Template

    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.

  18. 10+ Corporate Travel Policy Templates

    Download Now 5 Steps to Write a Corporate Travel Policy Step 1: Set Travel Booking Standards You will need to appoint a person who will handle the booking and travel procedure for your company.

  19. 8+ Travel Policy Templates

    Travel Allowance Policy Template Download TEMPLATE DETAILS File Type: DOC | PDF Pages: 6 Page (s) Size: 66 KB | 93 KB Travel Expense Policy Download TEMPLATE DETAILS File Type: DOC | PDF Pages: 21 Page (s) Size: 250 KB | 228 KB Travel Management Policy Template Download TEMPLATE DETAILS File Type: PDF Pages: 1 Page (s) Size: 49 KB

  20. Building a travel and expense (T&E) policy: Step by step

    A travel and expense policy (T&E) is a dynamic set of rules regulating how employees book travel. From setting budgets on flights and accommodations to standardizing the process for expense reports, your T&E should answer any (and all) questions about company travel, so you don't have to. But whatever the scope of your policy, its main ...

  21. Corporate Travel & Expense Reimbursement Policy Template

    Our company travel policy template for Canadian travellers includes the six key sections listed below. It's easy to read and, more importantly, easy to customize. Feel free to use this template for domestic or international travel. You can adapt it to air travel, rail transport, road transport, and more. An effective corporate travel policy ...

  22. FREE Travel Policy Template

    Our Website Offers Free Travel Policy Templates, Including Small Business Templates, Employee Templates, Meal Allowance Templates, Corporate Travel Expense Templates, Travel Allowance Templates, Company Travel Templates, Expense Reports, and Other Documents. Our Sample Templates Come in Microsoft Word, Excel, and PDF. Download Now!

  23. Free and customizable travel templates

    Skip to start of list. 48,656 templates. Blue Colorful Illustrative Travel Animated Presentation. Presentation by AV Creatives. Pastel Collage Travel Instagram Story. Your Story by Elky Ramirez. Blue And Yellow Modern Travel Agent Facebook Ad. Facebook Ad by New Creator. Blue and Orange Travel Journal Illustrative Presentation.

  24. Free Travel Itinerary Template for Google Sheets

    Download a free Google Sheets Travel Itinerary Template - an easy way to track schedules, flight details, and budgets for any kind of vacation! Use 7 colorful, coordinated tabs to plan in style. Today, I'm super excited to share a project I've been working on behind the scenes for a few weeks! Over the years,

  25. 8 Websites to Find Free Itinerary Planner Templates for Your Next ...

    As you might imagine, Template.net is a website focusing on different template designs, including free travel itinerary templates. There are over 60 different travel itineraries available with ...