![]() Travel and entertainment policy guidelines For these reasons, many organizations prefer to partner with specific suppliers and negotiate travel packages and require their employees to use these suppliers wherever possible. These can range from room service and dry-cleaning/laundry services to valet parking and the use of hotel amenities (gym, swimming pool, sauna, etc).īear in mind that hotel rates are subject to both seasonal fluctuations and locations, so you’ll need to be mindful of any nuances depending on the time of year and employees’ destinations. Secondly, be clear about which incidentals can be reimbursed. It’s also usual for employees to be required to stay in standard hotel rooms, with ‘deluxe’ suites or rooms off limits. In terms of hotel costs, it’s common for organizations to set a maximum hotel star rating or nightly/room rate that employees cannot exceed. ![]() Every organization has different rules regarding accommodation within their corporate lodging policy, so it’s important to make them clear from the get-go. It’s also important to insert your company hotel policy rules and lodging expenses into your corporate travel policy. Business expenses like entertainment expenses, business meals, or registration fees for events, for example, all need to be clearly outlined in your policy. Your policy should also clearly list what purchases can be expensed and what can’t, that way your travelers don’t unknowingly buy something that they won’t get travel reimbursement for or add unnecessary expenses to their corporate card. Do you want travelers to book with one business travel platform so you can consolidate your spend? Do you want travelers to book for themselves within policy or do you want them to make a travel request to an office manager who books all trips? It’s essential to include your approved booking process and tool. However, there are some things that need to be in any company’s policy. Your company travel policy will be affected by how your company travels, who travels, and why they travel. ![]() What should be included in a corporate travel policy? Increase fairness and foster a positive company culture.Reduce total costs on business travel and optimize your company's budget.Reduce friction and frustration over expenses and reimbursements. ![]() Reduce spikes in travel spend and gain control.Reduce confusion and hassle with travel booking.Safety first! (Travelers’ whereabouts are tracked).Flexibility and autonomy to book their own travel within guidelines.Rather, travel policies can positively impact both travelers and businesses. They shouldn’t cause frustration and eye rolls. Travel policies aren’t just rules, rules, rules. It also controls all your travel arrangements and it affects employees in many different departments. Approval process for trips that exceed typical limitationsĬlearly, a travel policy isn’t just about the moment of booking and its related expenses.Special exceptions or rules for more expensive cities or routes.Allowable cost of booking (hotels, airfare, ground transportation).Booking procedure and approved corporate travel company.Corporate travel policies are usually created by the Finance Manager and the Travel Manager and typically outline things like, if an employee can fly business class, how many weeks or business days in advance should they book their trips, or if there are certain precautions employees must take when traveling alone.Ī comprehensive travel policy would normally pertain to both international and domestic travel, and have information about the following: What is a travel policy?Ī travel policy is essentially a company’s rules and procedures that outline how their employees should approve, book, and expense travel for business purposes. Then we’re going into detail with some important topics and resources: best practices when writing a travel policy, tips for writing a customisable corporate travel policy template, how to achieve near-full travel policy compliance, how to manage trip approval using tech, even how to automate the business travel booking process. We’re kicking off this guide with an introduction to what a corporate travel policy is and what it can do for your company. It can help you consolidate your company travel, making it easier to report and track business trips, or it can fail to affect behavior at all. But your policy has the power to affect future decision-making by travelers, managers, and admins. When you’re tasked with creating a company business travel policy, it’s tempting to slap something together and call it good.
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