Creating a Travel Policy

Creating a travel policy to cover all bases

By Trisha Schulz

Writing a travel policy not only lets your employees know what's expected of them in this area but can also help control and track business travel costs. Since every business is unique, each business travel policy must be unique as well.

Developing a travel policy will help you detail procedures for employees to follow and also secure potential savings through approved travel vendors. The policy should be well written to leave no doubt about both the employer's and employee's obligations when it comes to travel expenses.

Consider the following factors when writing your company's travel policy:

1. While a policy for business travel should be all encompassing, it should be reviewed at least annually and then modified as the need arises.

2. Your company travel policy should reflect company priorities and values. It should also be compatible and reflect other written company policies so there is some uniformity throughout the company handbook of policies.

3. A policy for travel is only as good as the paper it's written on. The most essential task will be to effectively train staff on the policy to maximize its effectiveness.

Review travel policy basics by looking at samples and templates

While there's no one-policy-fits-all standard, you can learn much by evaluating other companies' policies. By viewing samples and templates, you can take the general format and customize the document to fit your own needs.
Try: Log on to WesTrav.com for a sample business travel policy. Download a business travel policy development kit from Personnel Policy Service for a fee.

Seek out vendor specials and write them into your corporate travel policy

Many travel discounts exist for business travelers; it just takes a little work to research those discounts. Contracts can then be set up with travel related vendors to secure discounts. If employees travel frequently, the savings can really add up.
Try: Montrose Travel as well as Travel and Transport's vendor relations department provide discounts on airline tickets, car rentals and hotel rooms.

Consider how expenses will be tracked with your business travel policy

When developing your travel policy, you'll want to manage how expenses are handled internally. Software has come a long way in helping human resource professionals and others record travel expenses. This not only helps with budgeting purposes but can also point out discrepancies and help with tax deductions at the end of the fiscal year.
Try: Employees can use a free service from Xpenser to submit expenses via e-mail or by using their PDA and other devices. Check out the features of Aestiva Software's expense report program.

Once you've created a rough draft of your corporate travel policy, secure discount deals in writing from airline, lodging and car rental firms. Then write in the policy that employees may only use services from those discount suppliers. Those vendors may also help you track expenses by offering a quarterly or monthly report.

Creating a Travel Policy