Developing a corporate travel policy for employees to follow can help your company streamline your reimbursement process, protect your employees, and stay under budget each time they need to fly. If you’re just developing your travel policy for the first time or feel your current policy needs a revamp, explore some corporate travel policy best practices from Forest Travel.
There are four main categories that should be covered in your corporate travel policy including expenses, non-refundable costs, the reimbursement process, and safety protocol.
To ensure corporate travel policy best practices, list which expenses employees will be reimbursed for during their travels. Talk about what the company is willing to cover as well as any restrictions on expenses.
List and enforce selections of preferred airlines, rental car companies, and hotel chains to help guide employees. You can even specify booking sites or apps the company prefers and whether employees should use a personal card or the company card.
Most reasonable travel policies will specify any non-refundable reimbursement items. These could include childcare, seat upgrades, parking tickets, hotel staff tips, and more. While these items may be listed in the expenses section, listing them again is a useful reminder for all employees.
Tell employees exactly what they need to do to get their reimbursements in a timely manner. What sort of documentation do they need? What’s the time limit to submit their reports? How long does reimbursement take?
While some countries do need a more specific overview of safety policies, you should have general tips included with the corporate travel policy. Submitting itineraries, requiring travel insurance, and asking for contact information can all be part of company best practices.
After writing your initial corporate travel policy, asking employees to review it and provide feedback can help the company develop it further. Is there anything that was missed in the initial overview? Are there any sections that need more comprehensive explanation? Employees can provide essential constructive criticism to improve what you’ve created.
Once your corporate travel policy has been implemented, the company should be monitoring any issues with booking travel or receiving reimbursement. Are employees complying with the policy? Are there any recurring complaints that should be addressed? Reviewing the company policy can provide important information to revise and enhance it as your company grows and evolves.