How To Write a Corporate Travel Policy in 5 Steps

By Indeed Editorial Team

Published September 2, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Employee travel can be common and allow companies to span across large regions of one or more countries. Knowing how to write a corporate travel policy is important for businesses to communicate their expectations and financial coverage to employees. Effectively meeting employee travel needs is valuable, but it may require cross-team company discussions. In this article, we explain what a corporate travel policy is, share what to include in one, provide five steps for how to write your own corporate travel policy and offer 10 helpful tips.

What is a corporate travel policy?

A corporate travel policy is a company's predetermined rules for employees when they travel for work-related meetings and events. This may include visiting current clients, potential clients and colleagues in other offices. Corporate employees might also travel to attend professional development conferences. Typically, company leaders create these rules and make adjustments as needed.

Related: How To Report Business Expenses

What to include in a corporate travel policy?

When writing a corporate travel policy, it's important to understand what types of information to include. Some examples of what this information might be are:

  • Transportation policies: Transportation policies can discuss the amount of money the company is going to provide for the employee to get from destination to destination. This travel may include airfare, rental cars, trains or taxis.

  • Meal policies: Meal policies can highlight the amount of money employees get to spend on food during their travels. Typically, these are daily amounts.

  • Entertainment policies: Entertainment policies focus on the amount of money an employee may charge to the company for recreational purposes. For example, if an employee is visiting a client, they might take them to a show or a sporting event paid for by the company.

  • Security policies: Security policies help provide employees with information about how to travel securely and ensure that confidential company information stays protected. This can be especially important if employees are traveling outside of the country.

Related: Everything You Need To Know About Travel Per Diems

How to write a corporate travel policy

If you need to write a corporate travel policy for your company, here are five steps you can use:

1. Think critically about the purpose

Thinking critically about the purpose of your corporate travel policy is important because it may influence the information you choose to include. For example, if your company only travels short distances, the information you need may differ from the information you need if they travel farther distances. Recognizing the purpose of your policy can help you prioritize different needs or security information for your employees.

Related: How To Think Critically: 7 Ways To Improve Your Skills

2. Consider employee travel needs

Considering employee travel needs is beneficial because it can help your company ensure they address anything their employees might need while traveling for business. You may also consider the different types of traveling your employees can do when determining what travel needs they might have. For example, someone traveling within the country may have different needs than someone traveling internationally. Another example is that an employee visiting a client might have different travel needs than an employee visiting another office.

3. Offer your employees options

When deciding the different details to include in your corporate travel policy, you can offer employees options. For example, you might offer them different transportation options to get from destination to destination. Giving options to employees is useful to allow them to have some choice in how they travel for the company. Sometimes, companies may provide options based on expense value. For example, employees may get a specific dollar number to cover their food expenses each day. With knowledge of this allotted amount, employees can then decide where they want to eat.

4. Set clear and concise boundaries

Setting clear and concise boundaries in corporate travel policies is important to make sure that your employees are aware of what they can and cannot do while traveling for the company. This may include expenses or employee conduct information. You might even have employees sign off on your corporate travel policy before they travel for your company. This can help your company maintain documentation in case an unexpected situation arises with an employee who is traveling and representing your brand.

5. Provide employees with policy copies

Providing employees with policy copies is beneficial to allow them to have something to reference if they have any questions about traveling for the company. This document is something you can give to employees who may travel when they first begin their position with your company. If needed, you can also hold employee travel training. This might be useful for discussing how employees can approach visiting clients during their travels. You may also provide them with updated policy copies if your company changes its corporate travel policy.

Related: Documentation in the Workplace

10 tips for writing a corporate travel policy

Here are 10 tips you can use to write your corporate travel policy:

  1. Work with company teams like business leaders, human resource representatives and financial officers.

  2. Allow employees who travel to provide feedback about the policy to help inform potential changes.

  3. Encourage your employees to read the entire travel policy to ensure they are aware of everything.

  4. Discuss how employees can find a balance between business travel and their own experience.

  5. Maintain a strong financial system that reimburses them quickly after their travels.

  6. Make sure employees know the policy applies to everyone, even executive company leaders.

  7. Provide flexibility to your employees by allowing them to make decisions about their travels.

  8. Feature information about what employees can do in case of an emergency while traveling.

  9. Try to align your corporate travel policy with your company's mission and values.

  10. Tell your employees to reach out to human resource representatives if they have concerns.

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