Travel Policy Template

1. Basic Document Identification

1.1 Type of Document

​[Employer.Company] Travel Policy

1.2 Introduction of the Document

This document serves as the main element in determining the conditions and parameters stipulated in a paid trip for an employee when conducting business on behalf of the company [Employer.Company].

In turn, it serves as physical proof that the company is committed to providing safe travel, paying the employee's expenses, and providing for the employee's comfort while conducting business on behalf of the company.

1.3 Purpose of the Document

In light of the above, the purpose of this travel policy is to make clear and unambiguous the authorization and processes necessary for reimbursement of travel expenses. In addition, it also indicates a list of expenses to be paid by the company and the protocols necessary for the expenses to be reimbursed by the company.

1.4 Scope of the Document

As to the scope of this document, it can be taken as perfectly applicable for any employee under contract with [Employer.Company], including contractors, paid interns, seasonal, part-time, or full-time employees.

​[Employer.Company]​ considers this document valid as viable for use as long as the travel is out of town, out of state, or out of the country to be considered for full pay purposes. Small trips also count as long as they are (Hours.Number) away from the main office.

2. Procedures Required for Approval

2.1 Authorization From the Company

In order for this document to be considered valid, all necessary travel procedures must be notified to a senior employee at least (Time.Period) prior to travel. In turn, no senior employee will be able to authorize his or her own travel.

2.2 Reimbursements Process

In order to be eligible for reimbursement, employees must submit a report no later than (Number.Days) days after returning from the trip. The report must contain all expenses related to company business as well as personal travel expenses. The Finance Department will be responsible for reviewing the report, each expense, and making any necessary reimbursements.

3. Travel Arrangements and Expenses

3.1 Arrangement Process

Travel arrangements will be planned for a minimum of (Number.Weeks) week(s) prior to the travel date. The reservation of transportation, lodging, and accommodation will be the responsibility of the finance department, as well as the granting of travel expenses.

3.2 Expenses

​[Employer.Company] undertakes to pay for the transportation of the employee in (Travel.Class) by air. A number of (Number.Meals) meals and baggage expenses will also be added to the expenses during the trip. Transportation costs from the airport to the accommodations and vice versa will be paid by the company.

If the employee wishes to travel for personal reasons, he/she will be responsible for his/her own expenses.

In addition, the company is responsible for accommodation within a hotel up to a maximum of (Stars.Hotel) stars and a (Room.Type) room. The reservation must have been made in advance by the finance department, which is responsible for processing payments remotely.

Finally, employees will be reimbursed for (Number.Meals) meals per day, which can have a maximum price of $(MaxPrice.Meal). For the purpose of dinners with clients or business representatives, the meal will be reimbursed in full.