Free Corporate Travel Policy Template

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.

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What is a Travel Policy?

A travel policy is your company’s rules and procedures that outline how your employees should book, approve, and expense travel for business purposes. Corporate travel policies are usually created by the Finance team and detail things like, if an employee can fly business class, normally determined by the length of the flight, how many weeks in advance should they book their trips, or if there are any precautions employees must take when traveling alone.

A comprehensive travel policy should have information about the following:

  • Booking process
  • Allowable cost of booking hotels and flights
  • Any exceptions or rules
  • Preferred company vendors
  • Approval process for trips that exceed typical limitations
  • Reimbursement process
  • Permitted and not permitted expenses i.e. Alcohol with the evening meal
  • Travel insurance provider
  • What to do in an emergency

What’s in a Travel Policy?

Our company travel policy template contains eight key sections:

  • General Guidelines
  • Travel Administration
  • Key Travel Policy Guidelines by category, (Air/Rail/Hotel/Car)
  • General Travel Policy Guidelines by category
  • Travel Agency Contact Details
  • Travel Booking Process
  • Travel Request Form
  • Personal Travel Profile Form

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.

Use Good Judgement

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:

  • How to contact your travel management company (TMC)
  • The approval process, especially if the trip falls outside your travel policy
  •  What expenses will be paid

Key Travel Policy Guidelines

This is where you set out your key corporate travel policy and answer questions such as:

Air Travel

  • Airline preference?
  • Which class should they fly in i.e.
    • Short Haul – Economy
    • Long Haul (Flight time: 5- 9 hours)  – Premium Economy
    • Long Haul (Flight time: over 9 hours)  – Business Class

Rail Travel

  • Should rail travel be booked by the employee or the TMC? 

Hotels

  • What is the per night room price limit?

General Travel Policy Guidelines

General Travel Policy Guidelines apply to all aspects of travel could include:

  • Rewards Programmes
  • Internet access
  • Phone usage
  • Meals
  • Visa’s
  • Passport
  • Expenses
  • Taxis
  • Public Transport (Bus/Tube etc.)
  • Car mileage
  • Travel Insurance
  • Out of hours travel changes
  • Personal travel – as part of business trip
  • Entertainment
  • Exchange Rates
  • Use of company credit cards

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:

  • [email protected]
  • From UK +44 (0) 844 736 3663
  • From outside UK and Mobile +44 (0)116 264 5270
  • 24hr Emergency Service: +44 (0)1730 820 990

Travel Booking Process

A basic diagram to outline the process flow for completing a booking. Forward planning and adherence to the travel policy will speed the time taken to complete the booking.

Travel Request Form

Travelport_Meon_Valley_Travel

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.

  • Name as shown on Passport
  • Travel Dates
  • Locations To/From
  • Preferred hotels
  • Car hire

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:

  • Last Name (as on passport)
  • First Name (as on passport)
  • Middle Name
  • Title (Mr / Mrs / Miss etc.)
  • Position / Job Title
  • Home Address
  • Emergency Contact (Name)
  • Emergency Contact (Phone No)
  • Email address
  • Air Travel preferences
  • Airline memberships / numbers
  • Car Rental memberships/numbers
  • Hotel chain memberships/ numbers
  • Dietary requirements
  • Seating preference
  • Passport number
  • Place of issue
  • Date of Birth
  • Expiry date
  • Date of issue
business travel tips

Free Corporate Travel Policy Template

Fill in your details below to download our free business travel policy template.

Get useful tips, the latest information, and offers via e-communication.
View our privacy policy for details on the use of your personal data.

Talk to Us

01.

Phone

0116 264 5270

02.

Email

03.

Address

Meon Valley Business Travel
Meon House
Petersfield
Hampshire
GU32 3J