Company Travel Policy Template

Whether it’s attending a client meeting across the country, representing the company at a conference, or visiting a remote team, business travel is often a necessary part of doing business. But without clear expectations, it can also lead to confusion, inconsistent spending, or unnecessary stress for employees.

That’s why a company travel policy is so important. It outlines how business travel should be planned, approved, paid for, and reported — giving employees clarity and helping organizations stay on budget. With the right travel policy in place, companies can manage costs effectively while supporting employee comfort and safety.

What the Company Travel Policy Should Include

A comprehensive travel policy sets guardrails for how employees can book and expense trips, while still giving them the flexibility to travel efficiently and comfortably. Here's what a good policy should cover:

• Purpose and scope: Define who the policy applies to and what types of travel are included (e.g., domestic, international, conferences, client meetings).
• Approval process: Outline how employees should request travel and get sign-off from managers.
• Booking guidelines: Set standards for booking flights, hotels, and ground transportation, including preferred vendors or platforms.
• Covered vs. non-covered expenses: List what’s reimbursable — and what’s not — so employees know what to expect before they travel.
• Per diem rates: If your company uses per diems, explain how much is allotted for meals and incidentals.
• Reimbursement process: Provide a clear timeline for when to submit receipts and how quickly employees will be reimbursed.
• Traveler safety and support: Include emergency procedures and expectations around traveler wellbeing.
• Personal time or remote work during travel: Address how to handle situations where business and leisure overlap.
• Use of company cards or travel advances: Clarify payment options and rules for using company-issued credit cards.

Purpose of the Company Travel Policy

The aim of this policy is to make business travel easy to manage — for both employees and the company. By offering standardized guidance on approvals, expenses, and logistics, we aim to:

• Reduce uncertainty around what is and isn’t reimbursable.
• Promote cost-consciousness while still supporting productivity.
• Ensure compliance with tax, finance, and labor regulations.
• Protect employee safety during travel.
• Streamline the reimbursement process and avoid delays or disputes.

In short, this policy is here to remove guesswork, reduce friction, and make business travel smoother for everyone involved.

Sample Company Travel Policy

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Effective Date: [Insert Date]
Policy Owner: Finance and People Team
Last Reviewed: [Insert Date]

1. Policy Overview

This policy establishes a clear framework for all company-sponsored travel. It applies to any trip where an employee travels for business reasons, including client meetings, conferences, training sessions, site visits, and cross-office collaboration. The policy is designed to provide guidance, streamline the travel planning process, and ensure all expenses are handled fairly and responsibly.

2. Scope

This policy covers all U.S.-based full-time and part-time employees of [Company Name]. Independent contractors, interns, and international employees may be subject to modified travel procedures based on role or location-specific guidelines.

3. Travel Eligibility and Approval

Before any travel bookings are made, employees must receive written approval from their manager. The travel request should include:

• The business purpose of the trip.
• Travel dates and locations.
• Estimated budget for flights, accommodations, and incidentals.

International travel, or trips expected to exceed $2,500 in total expenses, must also be approved by a department head and reported to the People Team.

4. Booking Guidelines

Employees are expected to use [Insert platform, e.g., Navan] to book flights, hotels, and rental cars. This helps streamline expense tracking and gives the company greater visibility into travel spend.

When booking:

• Flights: Economy class should be selected for all domestic and international flights unless the trip duration exceeds six hours or accommodations are needed for medical reasons.
• Hotels: Employees should book reasonably priced accommodations in safe, convenient locations near the meeting site or event. Mid-range business hotels are preferred. Nightly rates should stay within [Insert threshold].
• Ground Transportation: Employees may use rideshare apps, taxis, or public transit. Car rentals must be pre-approved and used only when other transportation is not feasible or cost-effective.

5. Covered (Reimbursable) Expenses

The company will cover reasonable expenses directly related to business travel, including:

• Flights, train fares, or other transportation.
• Lodging and hotel taxes.
• Local transportation (e.g., rideshare, public transit, parking).
• Conference registration fees or event tickets.
• Internet access and mobile roaming fees used for business.
• Meals, within daily per diem limits.

Employees should keep itemized receipts for all expenses where possible and submit them promptly for reimbursement.

6. Non-Reimbursable Expenses

Some expenses, while incurred during travel, are considered personal or excessive and will not be reimbursed. These include:

• Seat upgrades or priority boarding unless pre-approved.
• Alcoholic beverages, minibar charges, or room service.
• In-room entertainment or personal subscriptions.
• Expenses for friends or family members traveling with the employee.
• Pet boarding or childcare.
• Traffic or parking violations.
• Unapproved luxury transportation (e.g., limousine services).

Employees are encouraged to ask their manager if they’re unsure whether a particular expense is covered.

7. Per Diem Allowances

[Company Name] provides a per diem for meals and incidentals to simplify reimbursement. The standard daily per diem is:

• Domestic Travel: $60/day
• International Travel: Based on U.S. GSA rates for the destination city

Employees can choose to use the per diem or submit itemized receipts for actual meal costs. However, they must use one method consistently for a given trip — no mixing.

8. Expense Reporting and Reimbursement

To receive reimbursement for travel expenses, employees must submit a completed expense report through [Insert expense platform, e.g., Expensify] within 10 business days of returning from the trip.

The report should include:

• A summary of travel dates and purpose.
• Scanned or photographed copies of all itemized receipts.
• Any required approvals or documentation (e.g., itinerary, pre-trip approval).

Reimbursements will be issued via payroll within two pay periods.

9. Travel Advances and Company Cards

For employees who travel frequently or anticipate high upfront costs, [Company Name] may issue a company credit card or provide a travel advance. These must be requested and approved through the Finance Team at least two weeks before travel.

Any advances not used must be returned, and all card transactions must be reconciled with receipts.

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10. Personal Time or Remote Work During Travel

Employees may add personal time to the beginning or end of a work trip, but they must:

• Get manager approval in advance.
• Clearly separate business vs. personal expenses.
• Cover any additional costs due to extended stays or alternate travel routes.

Working remotely while traveling is allowed if it aligns with team needs and time zones. Employees should coordinate their availability in advance and ensure continued communication with their team.

11. Safety and Emergencies

Employee safety is a top priority. If you experience an emergency during travel — such as illness, injury, lost documentation, or a natural disaster — contact your manager and the People Team as soon as possible. For international trips, employees should also notify the company’s travel risk provider, [Insert vendor, e.g., International SOS].

In the event of a serious emergency, [Company Name] will support changes to travel plans or assist in coordinating early return travel if necessary.

12. Sustainability Guidelines

We encourage employees to travel responsibly. Whenever possible:

• Choose direct flights to minimize emissions.
• Use public transportation over rideshare or rental cars.
• Select hotels with sustainability certifications or programs.
• Combine multiple meetings into a single trip to reduce frequency of travel.

Sustainability isn't just good for the planet — it's good for business, too.

13. Policy Enforcement

Employees are expected to follow this policy in good faith. Expense fraud — including misrepresenting personal expenses as business-related — is grounds for disciplinary action, up to and including termination.

Questions about the policy should be directed to your manager or the People Team before travel occurs.

Frequently Asked Questions

Can I book my own flights outside of the approved travel platform?
Only if the platform is unavailable or the options are significantly more expensive. You’ll need to document the reason and submit receipts as usual.

What if I want to bring a family member with me?
That’s fine, but the company will only cover your portion of travel. Any additional costs — including extended hotel stays or upgraded flights — must be paid out of pocket.

Can I get reimbursed for a meal without a receipt?
If you're using the per diem, no receipt is needed. If not, you must submit an itemized receipt for all reimbursable meals.

What happens if I submit my expenses late?
Late submissions may delay reimbursement or be denied, unless you provide a valid reason. Please aim to submit within 10 business days of your return.

Can I expense a rideshare home from the airport?
Only if your manager pre-approves it and the airport is more than [insert reasonable distance, e.g., 40 miles] from your home. Otherwise, commuting costs are not reimbursable.

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