1. Purpose and Scope
- This policy establishes rules for all business travel to control costs, ensure duty of care, and maintain consistency.
- Applies to all employees, contractors, and board members traveling on company business.
- Travel must be for legitimate business purposes with documented objectives and expected outcomes.
- Personal travel combined with business must be clearly separated and pre-approved.
- Non-compliance may result in non-reimbursement and disciplinary action.
2. Booking Process and Preferred Vendors
- All air, hotel, and car bookings must be made through the approved online booking tool [[OBT Name]] or designated travel management company [[TMC Name]].
- Bookings outside the tool require pre-approval from [[Approval Role]] and documented cost comparison.
- Preferred airlines: [[Preferred Airlines List]] for routes where service and pricing align with policy.
- Hotel program: properties in the [[Hotel Program]] negotiated rates loaded in the OBT.
- Car rental: use [[Preferred Rental Companies]] with corporate rates; book midsize or smaller unless justified.
3. Class of Service and Spend Limits
- Domestic flights: coach or economy only. Upgrades using personal miles or cash at employee expense.
- International long-haul (>6 hours): premium economy permitted for [[Eligible Roles]]; business class requires [[C-Level or Exception]] approval.
- Hotels: standard room at or below [[City Tier 1 Cap]] per night in major cities; [[Tier 2 Cap]] elsewhere. Use government or market rate benchmarks.
- Meals: per-diem [[Domestic Per Diem]] domestic / [[International Per Diem]] international or actual receipts with cap.
- Ground transport: public transit, rideshare, or taxi; black car or limo only with executive approval.
4. Advance Booking and Approval Thresholds
- Domestic trips: book at least [[Domestic Advance Days]] days in advance when dates are known.
- International: [[International Advance Days]] days minimum to capture lowest fares.
- Pre-trip approval: manager approval required for trips over [[Approval Threshold Amount]] or involving international travel.
- Last-minute exceptions: documented business need + VP approval; premium fares flagged in expense report.
- Group travel or events: submit request [[Group Lead Time]] weeks ahead for volume discounts.
5. Ancillary Rules
- Seat selection and baggage: basic seat included; extra legroom or preferred only if medical need documented or paid personally.
- Loyalty points: employees retain frequent flyer miles and hotel points earned on business travel.
- Personal travel: combining personal days is permitted if incremental cost to company is zero or employee pays difference.
- Upgrades: any paid upgrade is employee expense unless safety or medical justification pre-approved.
- Family or companion travel: not reimbursable unless pre-approved as business necessity.
6. Expense Submission and Receipts
- Submit expenses within [[Expense Submission Days]] days of trip end via [[Expense Tool]].
- Original itemized receipts required for all expenses over [[Receipt Threshold]].
- Per-diem claims do not require meal receipts but must note dates and location.
- Corporate card preferred for all travel expenses; personal card use requires explanation.
- Non-compliant expenses may be denied; repeated issues trigger review.
7. Duty of Care and Safety
- Register all international travel in the corporate traveler tracking system [[Tracking System]].
- High-risk destinations require security briefing from [[Security Provider]] and written approval from [[Risk Role]].
- Emergency contact: 24/7 assistance line [[Emergency Line]] provided to all travelers.
- Incident reporting: any safety, medical, or security event reported within 24 hours via [[Incident Form]].
- Insurance: company provides travel accident and medical coverage; employees encouraged to review personal policies.
8. Non-Compliance and Exceptions
- Policy exceptions require written request and approval before incurring expense.
- Unauthorized premium travel or non-preferred vendors will result in reimbursement only up to policy limits.
- Repeated violations may result in suspension of travel privileges.
- Managers are accountable for their team's compliance.
- Policy updates communicated via [[Communication Channel]]; acknowledge within 10 business days.
9. Per-Diem and Actuals Reference Table
| Expense Type | Domestic Cap | International Cap | Notes |
|--------------|--------------|-------------------|-------|
| Lodging | [[Lodging Domestic]] | [[Lodging Intl]] | Average market |
| Meals Full Day | [[Meals Domestic]] | [[Meals Intl]] | Includes incidentals |
| Ground Transport | Reasonable | Reasonable | Receipt if > [[Ground Threshold]] |
| Baggage | 1 checked | 1 checked | Per trip |
10. Sustainability and Wellness
- Prefer rail over short-haul air where time permits.
- Choose hotels with green certifications when rates are comparable.
- Build rest days into long-haul itineraries to reduce fatigue risk.
- Use virtual meetings as first option when travel adds marginal value.
- Track and report annual travel carbon footprint for ESG reporting.
11. Policy Administration
- Owned by [[Policy Owner Role]] with annual review each [[Review Month]].
- Changes require [[Approval Chain]] sign-off and communication 30 days before effective.
- Questions directed to [[Travel Team Email]].
- This policy supersedes prior versions dated before [[Effective Date]].
- Exceptions log maintained for audit and continuous improvement.
12. Definitions and Contacts
- "Business travel" means any trip requiring overnight stay or crossing state/international borders for company purposes.
- "OBT" means the approved online booking tool designated by the company.
- "Per diem" means the daily allowance for meals and incidentals in lieu of actual receipts.
- Contact for policy questions: [[Travel Policy Contact]].
- Emergency after-hours: [[Emergency Contact Number]].
This policy document is ready for adoption and distribution. Customize caps and vendors with current data. All employees traveling on behalf of [[Company Name]] must follow these rules.
Policies & Compliance
