Model of a travel policy and how to implement it

Model of a travel policy

In this article you will find a model of a travel policy and how to successfully implement it. The corporate travel policy (CTP) has already been adopted by many companies. Indeed, it is a very popular tool as it allows to control and manage employees’ travel expenses. 

How to establish an effective travel policy?

Example of a business travel policy
How to set up a successful travel policy for your company?

What is a corporate travel policy?

A company travel policy is a document that can be accessed by employees anywhere. It helps to optimise business travel because it provides a framework for the rules relating to business travel. In fact, a travel policy not only makes it possible to control travel expenses and therefore to manage a budget, but it also makes it possible to structure a set of rules to be respected in relation to validation procedures for business travel. Thus in a travel policy you will mainly find the budget limits per booking and the booking modalities. 

In other words, the corporate travel policy is a guide to managing business travel expenses and ensuring the safety of employees on business trips.

What does our model of a travel policy contain?

Our model of corporate travel policy for business travel has six main parts. Among other things, we provide you with a travel policy that is easy to understand and therefore easy to customise and modify

Thus, an effective travel policy has these 6 sections:

  • Introduction
  • Booking procedures
  • Expense limits
  • Non-refundable expenses
  • Procedure for declaring and refunding purchases
  • Security and Duty of Care

Now let’s look at what you can put in each section.

Model of a travel policy

1. Introduction

As with any well-crafted document, an introduction is essential. Indeed, this part shows employees that the travel policy is not just another document to be considered. The proof is that the corporate travel policy takes into account the safety of travellers and reduces the manual workload. Thus, it avoids confusion among your business travellers. 

In order to show that the travel policy is essential, we advise you to list the main benefits in the introduction. In general, this helps to explain why the travel policy should be followed, especially in terms of security and assistance. 

2. Booking procedures

It should be noted that this part is fundamental in the travel policy. Indeed, it describes in it the reservation terms and conditions, the process for making a reservation. In particular, where and how to make a reservation for their business trip. Overall, here are some examples to include in this section: the booking process, the platform to use for business travel or the person to contact to arrange a business trip.

3. Expense limits

Firstly, it is best to consider what the categories of expenditure are before setting limits. Once your list is established, it will be easier to define your business travel expenses budget. Here is a list of the most common business travel expenses:

  • Airfare
  • Accommodation
  • Taxi
  • Carpooling
  • Car rental
  • Train
  • Food

4. Non-refundable expenses

It should be noted that possible non-refundable expenses should be included in the travel policy. Examples of non-refundable expenses that are suggested for inclusion are:

  • Duty free or in-flight purchases
  • Extra luggage
  • Childcare costs (children and pets)
  • Personal use expenses (clothing, laundry,…)
  • Entertainment expenses (cinema, bars, spas,…)
  • Penalties (fines and violations)

5. Procedure for declaring and refunding purchases

Subsequently, detail the procedure for declaring and reimbursing purchases. For this reason, it is necessary to determine with which tool the purchases should be made in order to avoid the workload of, for example, expense reports.

6. Security and Duty of Care

Finally, it is important that your employees want to read the travel policy. To this end, be sure to include information on travel assistance. Indeed, adding this element allows travellers to feel safe and secure when travelling for the company. 

Implementing a corporate travel policy

Implementing a corporate travel policy means being able to make changes to it at any time. Thus, customising your travel policy is essential to keep it up to date and therefore automate its deployment. 

Set up and implement an effective corporate travel policy (CTP).

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