Travel has gone digital and volatile. And so have travel policies.
With the new travel health guidelines, organizations need a clear travel policy to ensure the safety and security of their employees.
A good company travel policy outlines protocols for everyone from the front desk to the executives in the company. It’s a document that should be regularly amended to reflect any changes in the organization.
If you are planning to implement a travel policy for your organization, here are some things to consider:
Define the Purpose of the Company Travel Policy
When crafting a company travel policy, it is important to first think about the purpose of the policy.
What is the main goal of the policy? Is it to save money, to streamline the booking process, or to reduce carbon emissions?
Once the purpose is clear, it will be easier to write specific guidelines. For example, if saving money is the priority, then the policy might need employees to book their travel well in advance. You can take advantage of discounts, and fly economy class whenever possible.
Whatever the purpose, it is important to be clear and concise in the travel and expense policy so that all employees understand what you expect of them.
Determine Who Will Be Covered Under the Policy
The policy should have a clear list of who is eligible for coverage, such as full-time employees, executives, and directors.
The policy should not cover employees who are not full-time, such as part-time or contract workers. The policy should also exclude any family members or traveling companions of employees.
Decide What Expenses Will Be Covered
This will help employees know what they can expect to reimburse for when they travel for work.
The list of expenses should be as specific as possible to avoid any confusion. To help you accomplish this, you can also rely on management software features such as Bento for Business travel reimbursement that can ease your load.
Some common expenses that are often reimbursed by companies include travel costs (flights, hotels, etc.), transportation costs (car rental, taxis, public transportation), and meals.
Outline the Payment Process
Employees should understand how and when they can reimburse for expenses. The policy should also address how to handle personal travel expenses.
Employees should know if they are responsible for paying upfront for personal travel and seeking reimbursement later, or if the company will cover the cost of personal travel. The payment process should be clear and concise to avoid confusion and misunderstanding.
Create Consequences for Non-compliance
This is important so that employees are aware of the consequences of not following the policy. Some possible consequences could include:
- Denying reimbursement of travel expenses
- Suspension of the employee from company travel
- Firing the employee from the company
Creating consequences will help ensure that your corporate travel policy is followed. This will help prevent employees from abusing company travel guidelines.
Minimize Travel Expenses With Your Policy
A company travel policy should include basic information about what is and is not reimbursable, as well as any rules and restrictions around employees booking and paying for company travel.
Employees should be aware of the policy and know how to submit expenses for reimbursement. By having a clear and concise policy, companies can cut travel expenses and keep their employees safe while traveling.
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