Every Company has a travel policy to manage the travel expenses of its employees while ensuring that they have enough options for travel, and they travel safely. These policies should be effectively conveyed to all the employees of the company so that they are aware of the travel policy and which people they can contact in times of emergency.
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. Usually, the Human Resource department may handle this to ensure better accountability, while larger companies may appoint a travel agency to arrange for the same. Usually, the company will choose economy class travel for all its employees.
Step 2: Frame Accommodation Guidelines
The travel policy of the company covers accommodation for employees during travel, which would generally be in a standard sized hotel. Only in rare and urgent cases when there is no feasible option, two employees may have to share the available accommodation. It is important to adopt a fair policy where the standard rules will be applicable to all employees.
Step 3: Define Reimbursement Policies
Sometimes when there is no time to book travel tickets in advance, the employee may travel at his own expense. The company reimbursement policy must be clear about where and to whom these tickets must be submitted. Usually, it will be the same people who handle the booking procedure. The employee would be asked to fill up and submit a reimbursement form giving all the necessary details along with his travel receipts.
Step 4: Be Specific About Safety Procedures
All employees will be expected to follow safety procedures while they travel. They should be made aware of the safety guidelines included in the travel policy, so as to ensure their own safety in accordance with all local laws. As representatives of the company, they will be required to follow the common code of conduct on business trips.
Step 5: Mention Reimbursement and Post Trip Policies
The company policy for reimbursement should state when and in what way the employee will be reimbursed. It should clarify whether he will be compensated for the same along with his salary or separately. The policy should also mention whether the employee is eligible for a break/holiday after a long business trip.
10+ Corporate Travel Policy Templates
1. Basic Corporate Travel Policy
This is a corporate template which defines the travel policy of a well-known company. The policy covers the set standards for travel, accommodation, and reimbursement; in cases where employees have stood their own expenses. The travel policy template can be adapted to suit any corporate organization to frame their travel policies.
2. Corporate Travel Policy Layout
This is a more extensive template, and not only covers the travel policies of a company but also specifies all minute details like who will handle the booking process, which hotel, car rentals, and the airline will be preferred by the company. If you are looking for a full-fledged and detailed travel policy template sample, then this is the one for you.
3. Standard Travel policy Template
This is a simple company policy template which defines the corporate travel policy of a company. It has set the standard for employee air travel, food, accommodation, and safety. It gives you at least four policy statements for each aspect of travel and also explains the rules for personal travel if the employee’s family will be traveling along with him.
4. Corporate Travel Policy Sample
This is an elegantly designed corporate travel policy template example which has an attractive layout and meaningful graphics. It defines the travel policy of a company in detail. In addition to setting the parameters for travel and accommodation, it also makes the employees aware of the challenges faced by companies due to rising travel costs.
5. Editable Corporate Travel Policy
This is a simple business policy template that explains the travel policy of a company. Like all companies, it is keen about saving on employee travel, thereby attempting to reduce the financial burden of the business. Travel, accommodation and other related bookings are managed by an appointed body which sees to it that employees travel comfortably within the stipulated budget.
6. Simple Travel Policy Example
This is a travel policy template in PDF used to make all the employees aware of the rules regarding business travel, and the procedure that needs to be followed to apply for reimbursement of business-related expenses borne by them. This template has a simple but professional look due to the manner in which information is presented.
7. Corporate Travel & Expense Policy Layout
This is a well organized travel company policy template which covers all the necessary details regarding the travel standards that the company will follow, as and when it’s employees need to travel due to business-related work. The unique layout and font that is used in the template is quite refreshing.
8. Printable Corporate Travel Policy
This is a simple but detailed and well-organized policy template sample which gives you comprehensive details regarding the travel policy standards that have been laid down by the company. It has defined the set parameters for all elements of travel such as booking of tickets, food, and accommodation, car rentals etc. It has also set a cap on reimbursement of personal travel expenses of the employee.
9. Corporate Travel Policy Sample
Here we have a simple travel and expense policy template created with the intention of making it’s employees aware of the laid down policy rules for travel. The rules and budget will be the same for all employees of the company. The template also has a booking flowchart to explain how the booking process takes place.
10. Business Travel Policy Sample
Simple but effective, this policy template in PDF has a well-organized look although it has not made use of background color, graphics or pictures. It gives details about the corporate travel policy followed by the company, to make all employees aware of the same. The template is created in PDF format and can be edited easily after download.
11. Modern Corporate Travel Policy
This is a simple but professional business policy template created to define the travel policy of a well known and established company. The company follows a set standard for all bookings and travel related expenditure to make sure that the expenses are kept at a minimum, without compromising on employee safety and comfort.