How to write a corporate travel policy

Determine the purpose of the travel policy. What are your primary goals? Example goals might include needing to stay within company budget, complying with safety and security regulations, or streamlining travel processes. Consider the types of travel your team members will participate in, including domestic or international travel, and the frequency of travel. This information will help you develop a clear and concise policy that addresses the specific needs of your company.

The next step is to make note of the dos and don’ts for employees booking travel. This includes identifying and approving vendors that employees should use. Specify the reimbursement rates for each type of expense. Make sure that the guidelines are easy to understand and that they align with the goals you set for yourself in the first step.

After you define the guidelines for booking travel, it’s important to establish the process for obtaining approval for travel and reporting expenses. Define who has the authority to approve travel requests and what criteria to consider before approving them. There should also be a process for reporting expenses and submitting reimbursement requests.

In addition, outline what documentation employees need, like receipts or invoices, to support each expense. Your process should specify how long employees have to submit their expenses for reimbursement and what the timeline is for receiving their funds.

Flexibility is key to creating an effective corporate travel policy. By providing a range of options and accommodating individual preferences, you can encourage adherence and increase employee satisfaction, all while maintaining control over your travel budget.

Here are a few ideas about where to add flexibility to your policy:

Encourage local experiences: Support employees in exploring local businesses, like restaurants and independent retail locations that cater to their preferences.

Include alternative lodging options: Employees who prefer a more home-like environment or require longer stays may appreciate choices like serviced apartments or co-living spaces.

Provide a travel allowance: This approach empowers employees to make their own decisions about some of their travel-related expenses while staying within a predefined budget.

Employees should be able to quickly understand your travel guidelines. It may be helpful to create a travel policy template with headings, bullet points, and other formatting elements to make it easier to comprehend and navigate. Additionally, it’s important to ensure that the policy is accessible to all employees. You can do this by making the travel guidelines available in print and digital versions.