Looking to implement a travel policy? Don’t know where to start? Fill in your details below to download our free travel policy template or keep reading to learn more about what to include.
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:
Our company travel policy template contains eight key sections:
Travel policy Introduction
Your travel policy template should include an introduction to make it clear to employees that your policy is not just a box-ticking exercise. It’s there to keep them safe, improves fairness and reduces manual work and confusion. We recommend including a bulleted point list of the key principles and benefits of your travel policy so travellers know why it matters.
General Guidelines
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.
Travel Administration
You need to ensure your staff knows the procedure for booking travel including:
Key Travel Policy Guidelines
This is where you set out your key corporate travel policy and answer questions such as:
Air Travel
General Travel Policy Guidelines
General Travel Policy Guidelines apply to all aspects of travel and could include:
Travel Agency Contact Details
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:
Travel Booking Process
Travel Request Form
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.
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:
Fill in your details below to download our free business travel policy template.
Meon Valley Business Travel
Meon House, 32 High Street
Petersfield
Hampshire
GU32 3JL
Meon Valley Travel Ltd
Meon House
Petersfield
Hampshire
GU32 3JL
0116 264 5270
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