Corporate travel policy, Harlbury Medical Supplies
Corporate travel policy template with class rules and per diem rates
A corporate travel policy has to settle how trips are booked, which class people fly, what the business pays each day away and who approves the trip, before anyone reaches the airport. This five page policy for a 38 person sales team does that with a class table by trip length, a per diem table by city tier and six driving safety rules.
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Section by section
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- Cover
- Executive cover with the company, title, purpose line and date.
- 1 to 3. Scope, booking and ground transport
- 1,900 trips a year, seven booking rules, parking, tolls and $0.78 a kilometre.
- 4. Class of travel
- Five rows from short flights to rail, with who each applies to.
- 5. Per diem rates
- Three city tiers with lodging caps, meal amounts and daily totals.
- 6. Approvals
- Five trip types, each with an approver and a lead time.
- 7. Safety on the road
- Six driving and hotel rules and a callout on higher risk destinations.
- 8 to 11. Insurance, changes, claims and review
- Points, personal days, unused tickets, a 30 day claim window and yearly rate review.
How to adapt this document
First, if your team mostly flies long haul, expand the class table and drop the driving rules to a short paragraph; a team that drives every day should do the opposite. Second, set the city tiers from your own last year of hotel and meal spending, not from a guess, and keep the meal split so deductions work. Third, if trips are booked by travellers rather than a travel desk, add a rule on which cards may be used and how bookings reach the assistance provider so itineraries can still be tracked.
What makes this document work
Class follows the flight, not the job title
The class table runs from economy for everyone, directors included, under 3 hours, to business only on overnight flights over 6 hours when the traveller presents within 12 hours of landing. Tying class to the work on arrival removes the usual argument about seniority.
Per diems that add up
Each tier's daily total is the sum of its meals and incidentals, $20 plus $25 plus $40 plus $10 making $95 in tier 1, and the first and last day amounts are worked out at 75 percent: $71.25, $60.00 and $52.50. Travellers and payroll read the same numbers.
Safety rules for where the risk really is
A sales team's danger is the car. The policy caps driving at 8 hours a day with a 15 minute break every 2 hours, bans driving after a flight over 6 hours, keeps people off regional roads between dusk and dawn, and needs a message to the area manager at every overnight stop.
Questions people ask
Why pay per diems instead of meal receipts?
A daily allowance takes the receipt chase out of routine trips: finance pays a known amount, travellers keep the change if they eat cheaply, and nobody audits a sandwich. It suits a team taking 1,900 trips a year. The catch is the deduction rule, so meals a customer or conference provides come off the day.
How should city tiers for per diems be set?
Group cities by what a mid range hotel and three ordinary meals really cost, then check the tiers each year against last year's spending. Government per diem tables, such as the United States federal rates, are a useful benchmark even outside that country, because they publish lodging and meal figures by location.
Can employees keep frequent flyer points from business travel?
Most policies allow it, because tracking points is costly and the benefit is small. The rule that matters is the one in clause 8: nobody may pick a dearer flight or hotel to earn points. Some businesses do ask staff to use points for upgrades rather than paid upgrades.
Does a travel policy need a duty of care section?
Yes. An employer's safety duties continue while staff travel for work, and travel is often the riskiest thing a sales team does. That is why the policy tracks itineraries, sets driving limits, provides an assistance number at any hour and lets anyone decline a trip to a higher risk destination without consequence.
What happens to a ticket that is not used?
A credited fare stays in the company account and is used first on the traveller's next trip, so the value is not lost. A change made for personal reasons is paid personally, including the change fee. Cancelling at least 24 hours ahead avoids no show charges, which otherwise fall on the area budget.
Can someone add a holiday to a business trip?
Usually yes, if the business pays no more than the trip would have cost anyway. Clause 8 lets travellers add leave when they pay the extra nights and any fare difference and the area manager approves the return date. Check that the travel insurance covers the personal days, as this policy's does.
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