Our guide to travel policies

What are we allowed to do, not allowed to do and where are we allowed to go?
So, what is a travel policy?

A travel policy is essentially a company’s rules and procedures outlining how their staff should approve, book and expense travel for the business. It has the power to help you consolidate your company travel, making it easier to report and track. There are a range of benefits to having a travel policy, not just for the business but also the traveller.

Why do you need a travel policy?

A travel policy is not just about the company. It also serves the purpose of keeping the traveller safe.

Companies have a Duty of Care to their travelling employees to ensure their health and safety. A travel policy allows businesses to keep their travellers safe, physically and mentally, while outlining key decisions on things like accommodation, travel days and flight-class. 

A policy also allows the company to define spending allowances for bookings as well as for any items purchased while on the trip.

Does Your Business Travel Policy need updating?

A travel policy should consist of everything that you want employees to be accountable for and know. The general guidelines should include the following:

  • Bookings Processes: It’s essential to include your approved booking process and tools.
  • Travel Management Company: Your policy should include your TCM to ensure consolidation of your travel program
  • Expense and reimbursement guidelines: that way your travelers don’t unknowingly buy something that they won’t be reimbursed for
  • Bleisure: Guidelines on mixing business and leisure trips
  • Safety and Risk Management information: What to do in case of an emergency while away? Who to contact for different types of emergencies? What insurance is available to them?

 

FBI Corporate Travel Management

How to build a travel policy

  1. TMC: Select a Travel Management Company to assist with your travel policy.
  2. Review: Is your policy outdated or don’t have one?
  3. Data is key: Run a survey of your travellers so you can understand what can be improved.
  4. Key stakeholders: Define what’s important to your business and involve Finance, Procurement, and HR.
  5. Choose the travel management style: ie. Will travelers book for themselves using your business travel booking tool? Or will a travel arranger handle the bookings?
  6. Draft the policy: Get approval from all of your stakeholders. Get feedback from one of your frequent travelers to make sure the document is as clear as possible.
  7. Awareness: Ensure employees understand your new travel policy through internal communications and is easily accessible.
  8. Regular review: policies should be reviewed regularly and adapted according to internal and external changes to ensure policy adherence and compliance.

It might also be necessary to include a section about the consequences of not following the set guidelines and procedures.

Learn how FBI Corporate Travel can build the best travel program for your company.

For more information, please Call (03) 8573 0900, email corporate@fbitravel.com.au or contact your preferred FBI Corporate Travel Manager.

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