Business travel policy template

Words in [square brackets] are for you to fill in. The policy has every section a real handbook policy has, but no allowances, dates or amounts of its own.

# Business travel

## Purpose
This policy explains how to book and pay for work travel, what the company covers, and how we keep you safe while you are away.

## Who this covers
Everyone who travels for work, including [contractors and guests the company pays for].

## Before you book
- Travel needs approval from [who] before you book. [Any trips that need extra approval, for example international travel.]
- Book through [travel tool or team], so we know where you are and get our agreed rates.

## Getting there
- Flights: [class of travel, and any exception for long flights]
- Trains: [class of travel]
- Taxis, ride share and car hire: [when they are fine to use]
- Your own car: [mileage rate and insurance requirements]

## Where you stay
[The standard or limit for hotels, and when a longer stay can use an apartment.]

## Meals and daily costs
[Daily limit or what is reasonable, and what is not covered, for example minibar and personal entertainment.]

## Safety and insurance
- The company provides [travel insurance and an emergency assistance number].
- Tell [who] if your plans change or something goes wrong.
- Travel to [higher-risk places] needs approval from [who] first.

## Working abroad
[Visa checks, how many days you can work in another country before tax or permits apply, and rules for carrying company devices and data.]

## Adding personal travel
[Whether you can add personal days to a work trip, and which costs you pay yourself.]

## Time spent travelling
[How travel time outside normal hours is treated, for example time off in lieu or pay for hourly staff.]

## Paying and claiming
Use [company card or how to pay]. Claim anything else under the Expenses policy, with receipts.

## Responsibilities
- **You:** book sensibly, stay safe and claim only real costs.
- **Your manager or approver:** approve trips that are needed and within this policy.
- **Finance or the travel team:** book, track and pay for travel.

## Where local law differs
If the law where you work gives you more rights about travel time or costs, the law applies. These places have their own rules: [list them, or "none"].

## Related policies
Expenses, Health and safety and Acceptable use of company systems.

## About this policy
Owned by [team or person]. Applies in [countries or states]. We may update this policy and will tell you at least [number] days before a change takes effect. This policy is not part of your employment contract.

## Questions
Contact [team or person] at [email or channel].

Check before you publish

Rules that often catch teams out, by place. They are not part of the policy, and not legal advice.

How to adapt it

• Give a hotel standard or limit people can apply without asking.
• Name the emergency number travellers should call.
• Say how travel time outside working hours is treated.