Guide to Corporate Travel Policies
1. Purpose of the Policy
Clearly state why the travel policy exists. This could include ensuring employee safety, managing travel costs, and complying with company regulations.
2. Scope of the Policy
Define who the policy applies to, such as all employees, contractors, and any others traveling on behalf of the company.
3. Travel Approval Process
Outline the steps required for travel approval. Include who must approve the travel and any necessary documentation.
4. Preferred Booking Methods
Specify how travel should be booked, whether through a corporate travel agency, an online booking tool, or directly with providers.
5. Travel Expenses Coverage
Detail which travel expenses the company will cover, such as airfare, hotel, meals, and transportation.
6. Air Travel Guidelines
Provide rules for booking flights, including class of service (economy, business), preferred airlines, and advance booking requirements.
7. Accommodation Policies
Describe acceptable accommodations, including hotel types, room rates, and any preferred hotel chains.
8. Ground Transportation
Explain options for ground transportation, like rental cars, taxis, ride-shares, and public transport, including any restrictions or preferred providers.
9. Meal Allowances
Set daily or per-meal allowances for food and beverages, and outline acceptable reimbursement methods.
10. Travel Insurance
Discuss the travel insurance coverage provided by the company and how employees can access it.
11. Travel Safety
Offer safety tips and resources for travelers, including emergency contact numbers and procedures for handling incidents.
12. Reimbursement Process
Explain how employees can get reimbursed for travel expenses, including required documentation and submission deadlines.
13. Expense Reporting
Outline the format and tools for submitting expense reports, such as online systems or paper forms.
14. Combining Personal and Business Travel
State the rules for mixing personal travel with business trips, including cost-sharing and approval processes.
15. Travel Advance
Describe the process for requesting travel advances, including how much can be requested and how to settle advances after the trip.
16. Corporate Credit Cards
Detail the use of corporate credit cards for travel expenses, including eligibility and usage guidelines.
17. Non-Reimbursable Expenses
List items that will not be reimbursed, such as personal entertainment, minibar purchases, and luxury services.
18. Travel Rewards Programs
Explain the company's stance on frequent flyer miles, hotel points, and other travel rewards earned during business trips.
19. Environmental Considerations
Encourage eco-friendly travel options and practices, such as choosing direct flights or using public transportation.
20. Policy Updates and Reviews
Outline the process for reviewing and updating the travel policy, including how employees will be informed of changes.
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