You can plan your business trip as much you want but you will still find areas which are left out and cost more money to the company. To control these extra costs, to place a limit on the travel expenses, to what extent the company will reimburse the expenses, etc, a travel policy is necessary to answer all these problems and issues. These travel policy templates and examples will be helpful in preparing your organization’s travel policy.
5 Steps to Create a Travel Agency Form
Step 1: Identify the Goals
Before preparing the travel policy, you should have an idea as to why do you need this travel policy. Reasons may include gaining control over expenses, cutting travel budget, reimbursement issues, etc. Identifying the goal will show you a path to walk on, determining the important points which you need to clarify.
Step 2: Reimbursable and Non-Reimbursable Expenses
You need to explain the expense policy for every single expense. Your travel policy must be clear on the point about which expenses would be reimbursed and which will not be. It is important to avoid any type of confusion in the future. If personal and business travel is taken together, the policy must clarify ways to segregate the expenses.
Step 3: Understanding of the Policy
The employees must understand what the travel policy contains. It should be circulated in the organization from time to time. It is made for employees and they must be aware of it. To make it easier for them to understand, you can include flowcharts for describing procedures. All the required forms, permissions and reimbursement forms should be included in it to facilitate employees.
Step 4: Fit-to-Business Policy
A travel policy is important for an organization but there are several other more important works to do. In order to save time, please do not just copy and paste some other company’s travel policy. Your business and employees are different and require a unique travel policy which exactly fits the business and its needs.
Step 5: No Compromise With Comfort
Employees safety and comfort during travel must be the top priority of the organization. The travel policy you design and travel budget allotted for any business trip should not compromise with the comfort of employees. Cost of travel may be your top priority but it needs to be replaced with employee safety.
10+ Travel Policy Templates
1. Travel and Expense Policy Template
To see where your money is going it is important to make some policies and place some controls to ensure that the money is used for the welfare of the organization. This professionally designed travel and expense policy template will help you design a travel policy for your employees. This is a professional looking template which can be downloaded at any time.
2. Sample Travel Policy Template
This is not exactly a template but a guideline which provides several samples for each class of expense, e.g. air travel, lodging, car rental, etc. There are several ways to write a travel policy and this travel policy template provides with some of those ways so that you can choose how you wish to write a travel policy for your organization.
3. Simple Travel Policy Template
This is an example which you can refer to. It is a general policy sample template which covers all the points. For travel booking, a flow chart is given with the help of which the employees can understand easily and book the travel. For hotel bookings also, a chart is given setting the expense limits on hotel booking and which class of employee can book which class of hotel.
4. Corporate Travel Policy Template
This is another simple travel business policy template example where all the expenses and policies concerning them are described in detail. In order to get reimbursed, what other expenses (apart from the general expenses) can be reimbursed is separately written. Apart from all the description in the last, there is a quick reference table. It provides a summary of all the above points.
5. Professional Travel Policy Template
This is a guideline and a template to make travel policy for your employees. In the beginning, there are goals of travel policy which you need to determine for your organization. Then there are guidelines for each of the expense group. At last, there is a policy template sample which can be used for drafting the travel policy.
6. Business Travel Policy Template
This is a detailed travel policy template example. Apart from the travel policy, there are flow charts explaining procedures to employees. There are forms for every process i.e. travel permission, travel consent, travel details, etc. There is a checklist to ensure nothing is left out. Refer to this example to make a facilitative travel policy and forms for your employees.
7. Standard Travel Policy Example
This is a simple travel policy template example. The example is useful for any kind of business which has its operation running in other countries and requires lots of travel. For every expense, an accounts code is specified which represents that expense and its nature. This system will facilitate the department at the time of reimbursement.
8. Travel Policy Template
This is an editable format of travel policy template in PDF. You can put in your details in the space provided in the header and footer. You can keep the relevant points and erase others. In order to understand the business words used, there are definitions provided in the beginning so that you understand things before working on them.
9. Editable Travel Policy Template
A travel business policy template is a must for all organizations and institutions. In educational institutions, where students need to travel with their team, coaches and senior players for participating in sports, a travel policy is must to ensure their safety. For every event, you can make a separate travel policy, after considering the specifics of the event.
10. Free Business Travel Policy Format
This is a 13-page editable template to help you create a sound travel policy for your business. This is a fully editable and customizable format. Along with the heads, guidelines are given wherever necessary. It is a professional policy template in Word and PDF. You can download it anytime as it is completely free.
11. Overseas Travel Policy Template
This is an editable travel policy template which you can use to make an overseas travel policy for your employees. The academic and administrative leave have separate policies. The complete procedure of how an employee can request travel is documented to facilitate employees. The “things to note” section is also there to clear any doubts.