In todays globalised market place, business travel is an essential part of conducting business. Whether that’s client meetings, attending conferences, or training sessions, prospecting, business travel facilitates important connections and growth opportunities. So, how do you ensure you are effectively managing costs, taking care of employees and maintaining productivity? You need a business travel policy.\u00a0<\/p>\n
We’ve compiled a basic guide to creating a corporate travel policy that is both comprehensive and effective. Remember, each business and traveller has unique requirements and goals, so it’s always best to speak to your account manager to find out what’s right for you. Here’s are some business travel policy basics…<\/p>\n\n\n
Begin with a clear statement of the policy’s purpose. Explain why the policy exists and what it aims to achieve. This sets the tone and helps employees understand the importance of adhering to the guidelines.<\/p>\n\n\n\n
Define who the policy applies to. This could include full-time employees, part-time employees, contractors, and interns. Also, specify whether the policy applies to domestic and international travel.<\/p>\n\n\n\n
Outline the process for travel authorisation. Specify who has the authority to approve travel requests and what criteria they should consider. This could be based on the purpose of the trip, the cost, and the expected outcomes.<\/p>\n\n\n\n
Detail the steps required to obtain travel approval. This might include submitting a travel request form, obtaining manager approval, and ensuring alignment with departmental budgets. Additionally, your Travel Management Company (TMC) can set up your approval systems to work both online and offline.<\/p>\n\n\n\n
List preferred suppliers (e.g., airlines, hotels, car rental companies) and any preferred methods of booking employees should use, i.e. via an online booking tool, phone or email. Directing more bookings to preferred suppliers helps you leverage better corporate rates and ensures compliance with the policy. <\/p>\n\n\n\n
Specify deadlines for booking flights, hotels, and other travel arrangements to optimise costs and availability. Encourage advance booking to secure better rates. and consider flexible fares, where plans might change.<\/p>\n\n\n\n
Clearly outline which expenses are covered by the company. This typically includes airfare, accommodation, meals, transportation, and other necessary travel-related costs.<\/p>\n\n\n\n
Also list expenses that will not be reimbursed. Common non-reimbursable expenses might include personal entertainment, mini-bar charges, and personal items.<\/p>\n\n\n\n
Detail the procedure for submitting expense reports. Include deadlines, required documentation (receipts, invoices), and any specific forms or software to be used.<\/p>\n\n\n\n
Provide guidelines for ensuring personal safety while travelling. This can include advice on health precautions, local laws and customs, and emergency contact information.<\/p>\n\n\n\n
Specify whether the company provides travel insurance and what it covers. This should include medical emergencies, trip cancellations, lost luggage, and other potential risks.<\/p>\n\n\n\n